AGENDA REPORT
Meeting Date: May 16, 2023
Item Number:
To: Honorable Mayor & City Council
From: Daren Grilley, City Engineer
Tristan Malabanan, Project Manager
Subject: A. REJECTION OF PREVIOUS BIDS FOR PEDESTRIAN
CROSSING TRAFFIC SIGNAL IMPROVEMENTS – 400 BLOCK
OF N. BEVERLY DRIVE
B. AWARD OF A CONTRACT TO THE LOWEST RESPONSIBLE
BIDDER, CROSSTOWN ELECTRICAL & DATA, INC., FOR
PEDESTRIAN CROSSING TRAFFIC SIGNAL IMPROVEMENTS
– 400 BLOCK OF N. BEVERLY DRIVE, IN THE AMOUNT OF
$371,866; AND
APPROVE THE PLANS AND SPECIFICATIONS THEREFOR
WITH RESPECT TO DESIGN CRITERIA; AND
APPROVE ISSUANCE OF A PURCHASE ORDER IN THE
AMOUNT OF $409,053 TO CROSSTOWN ELECTRICAL &
DATA, INC. FOR THE PROJECT
Attachments: 1. Agreement with Crosstown Electrical & Data, Inc.
2. Categorical Exemption
RECOMMENDATION
Staff recommends City Council move to: A) reject previous bids for the Pedestrian Crossing Traffic Signal Improvements – 400 Block of N. Beverly Drive; and B) approve the award of a contract to the lowest responsible bidder, Crosstown Electrical & Data, Inc., for the Pedestrian Crossing Traffic Signal Improvements – 400 Block of N. Beverly Drive, in the amount of $371,866; approve the plans and specifications for the project with respect to design criteria; approve a construction contingency of 10% in the amount of $37,187 and delegate the authority to approve change orders that do not exceed the amount of the contract to the Director of Public Works; and approve the issuance of a purchase order to Crosstown in the amount of $409,053. This project consists of repair and replacement of
BEVERLY
HILLS
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Meeting Date: May 16, 2023
existing traffic signal infrastructure and is therefore categorically exempt from CEQA under Class 1(c) for existing facilities.
INTRODUCTION
In August of 2022, Staff discovered severe deterioration to several traffic signal poles at the mid-block crossing in the 400 block of North Beverly Drive. As a precaution, these poles were removed and temporary traffic signal poles were set up. The deteriorated poles were Se’lux poles that were installed during the Urban Design Project (2003-2007).
Over the next few weeks, Staff performed spot checks on Se’lux traffic signal and street lighting poles throughout the Business Triangle. The deteriorated poles on the 400 block of North Beverly Drive appear to be an isolated case. Therefore, staff developed plans and specifications for this mid-block crossing.
DISCUSSION
Originally, this project was bid on February 21, 2023, and three bids were received.
Unfortunately, two of the three bids received had numerical errors in unit pricing that resulted in bid totals over $1.5M. Therefore, the project was rebid and staff requests City Council rejection of the original bids.
On March 1, 2023, a Notice Inviting Bids was published on the City’s web portal on Planet Bids (planetbids.com), in the Beverly Hills Courier, and the Beverly Hills Weekly. On April 11, 2023, two bids were received and opened as follows:
ENGINEER’S ESTIMATE $250,000
Crosstown Electrical & Data, Inc. $371,866
Elecnor Belco Electric, Inc. $438,000
After the first bid on February 21, 2023, the Engineer’s Estimate was updated to $250,000 With the constantly changing bidding environment, costs have gone up dramatically in the last two years. Equipment rates have increase on average 31% and labor rates have increased approximately 20% from two years ago. There also appears to be many competing projects resulting in few and higher bids. At this point, it would not be recommended to rebid as rates are not likely to come down.
Crosstown Electrical & Data, Inc. successfully completed several similar projects for the Cities of La Habra, San Dimas, and Santa Clarita. All references contacted responded positively for work performed by Crosstown. They have also successfully completed several projects for the City of Beverly Hills including, most recently, Phase 1 of the Citywide Signal Upgrade project.
ENVIRONMENTAL ASSESSMENT
This project consists of repair and replacement of existing traffic signal infrastructure and is therefore categorically exempt from CEQA under Class 1(c) for existing facilities.
FISCAL IMPACT
The awarding of the contract for $371,866 is requested along with a construction contingency allowance in the amount of $37,187 (10%). A total purchase order has been requested for the total of $409,053. Any change orders that require expenditures from Meeting Date: May 16, 2023
this allowance shall be made only upon written request in accordance with the Beverly Hills Municipal Code §3-3-111 regarding change orders. Funds for this project are budgeted in the Fiscal Year 2022/23 Capital Improvement Program as follows:
ACCOUNT NUMBER FUND DESCRIPTION AMOUNT
60012402-850000-00864 Urban Design $ 409,053.00
TOTALS $ 409,053.00
Shana Epstein,
Director of Public Works
Approved By
Attachment 1
AGREEMENT
THIS AGREEMENT, made and entered into this 16
th day of May, 2023, by and between the CITY OF BEVERLY HILLS, a municipal corporation, hereinafter referred to as “City”, and Crosstown Electrical & Data, Inc.
5454 Diaz Street
Irwindale, CA 91706
hereinafter referred to as “Contractor”;
W I T N E S S E T H
In this consideration of their covenants the parties hereto agree as follows:
1. Contractor shall furnish all labor, materials and equipment necessary to perform the following work in the City of Beverly Hills, California, strictly in accordance with the Notice to Bidders, Proposal form, Plans and Specifications for such improvement, Standard Contractual Requirements and inclusive of Addendums, each of which documents are made a part of this Contract as though fully set forth herein:
PEDESTRIAN CROSSING TRAFFIC SIGNAL IMPROVEMENTS – 400 BLOCK OF N. BEVERLY DRIVE
2. In consideration of such work City agrees to pay Contractor and Contractor agrees to accept the sum of Three Hundred Seventy-One Thousand, Eight Hundred Sixty-Six Dollars and Zero Cents ($371,866.00) in the manner provided in subject Plans and Specifications and subject to adjustment provided therein.
3. Concurrently with the execution of this Contract, Contractor shall file with the City the bonds and certificates of insurance specified in said Standard Contractual Requirements.
4. This Contract shall not be assigned without the written permission of the City Council.
IN WITNESS WHEREOF, the parties hereto have executed this instrument the day and year first above written.
ATTEST:
____________________________________________
HUMA AHMED, City Clerk
CITY OF BEVERLY HILLS,
A municipal corporation
____________________________________________
JULIAN A. GOLD, Mayor
APPROVED AS TO CONTENT:
____________________________________________
NANCY HUNT-COFFEY, City Manager
CONTRACTOR:
____________________________________________
____________________________________________
SHANA EPSTEIN, Director of Public Works
____________________________________________
DAREN GRILLEY, Assistant Director of Public Works/
City Engineer
____________________________________________
SHARON L’HEUREUX DRESSEL, Risk Manager
____________________________________________
APPROVED AS TO FORM:
____________________________________________
LAURENCE S. WIENER, City Attorney
FUNDS AVAILABLE:
____________________________________________
JEFF S. MUIR, Director of Finance
Attachment 2
CITY OF BEVERLY HILLS
PUBLIC WORKS DEPARTMENT - ENGINEERING DIVISION
345 Foothill Road
Beverly Hills, CA 90210
(310) 285-2467
FAX: (310) 278-1838
BeverlyHills.org
Notice of Exemption
Name of Project: Pedestrian Crossing Traffic Signal Improvements – 400 Block of N. Beverly Drive Location: City of Beverly Hills – Los Angeles County
Type of Business (if commercial): N/A
Project Description: This project involves the replacement of traffic signals and the repair of adjacent concrete work.
Agency Approving Project: City of Beverly Hills Phone: 310-285-2467 Address: 455 N Rexford Drive
City: Beverly Hills Zip: 90210
Person or Agency Carrying Out Project (If different):
Agent’s Name: Same - City of Beverly Hills Phone
Agent’s Address
City Zip
The City Council reviewed the project and concluded that it qualifies for exemption under the State CEQA Guidelines and no further environmental assessment is necessary.
Applicable Exemption Class: CEQA Section 15301, Categorical Exemption Class 1(c) Comments:
The project would involve the replacement of existing traffic signal poles at the mod-block crossing of the 400 block of N. Beverly Drive. Pursuant to Section 15301 (Existing Facilities) of the CEQA guidelines, the project would be exempt from CEQA because it would involve minor alterations to existing public facilities with exterior alterations to electrical conveyances.
Reviewed by: Date:
Tristan D. Malabanan, Project Manager
5/4/23