City of Camarillo
AGENDA REPORT
Date: December 13, 2023
To: Honorable Mayor and Councilmembers
From: Greg Ramirez, City Manager
Submitted by: Dave Klotzle, Director of Public Works
Subject: Traffic Signal Safety Light LED Upgrade Project (TM-2023-2) – Award of Contract
BACKGROUND
Replacement High Pressure Sodium (HPS) streetlight fixtures are no longer obtainable as manufacturers have transitioned to Light Emitting Diode (LED), to meet the mandates of the California Energy Commission’s ban on inefficient lighting products being sold in the state. Specification No. TM-2023-2, Traffic Signal Safety Light LED Upgrade Project will replace the existing HPS safety light (streetlight) fixtures mounted on City traffic signal poles with new LED safety light fixtures at twenty signalized intersections throughout the city. This project is a continuation of TM-2022-1 Traffic Signal Safety Light LED Upgrade Project and will serve to complete the upgrade of the safety light system to LED in its entirety.
DISCUSSION
The City of Camarillo (City) has partnered with PlanetBids to advertise, post, distribute, and receive electronic responses to the City’s bid solicitations. On September 16, 2023, the Notice Inviting Bids was published on the PlanetBids City of Camarillo portal and the Camarillo Acorn.
Four bids were received and are shown in the following table:
Name of Bidder $ Amount of Bid
Taft Electric Company, Ventura, CA $64,100.00
Huntington Beach Electric, Inc., Huntington Beach, CA $71,748.00 Econolite Systems, Inc., Anaheim, CA $80,215.56
Yunex LLC, Riverside, CA $58,675.00
(non-responsive)
During the bidding process, a potential bidder submitted four questions regarding the notice inviting bids, resulting in the issuance of Addendum No. 1. Question No. 2 asked if the City was willing to negotiate terms and conditions with the contractor that is awarded
TM-2023-2 Award of Contract
December 13, 2023
the contract. The City’s response to the question was no. The bid from Yunex LLC (Yunex) included Exceptions and Assumptions that would change the terms and conditions of the contract. Since the City responded via Addendum No. 1 that it would not be considering changes to the terms and conditions of the contract, City staff is recommending to the City Council that the bid from Yunex be rejected as non-responsive.
A letter has been sent to Yunex informing them of the City’s intent to reject their bid as non-responsive due to their inclusion of the Exceptions and Assumptions.
Staff recommends awarding a standard public works contract to Taft Electric Company in the amount of $64,100 and authorizing a 10% contingency of $6,410 for unforeseen change orders that may be required for a total authorized expenditure of $70,510.
FISCAL IMPACT
Funds for Specification No. TM-2023-2, Traffic Signal Safety Light LED Upgrade Project and contingencies are included in Public Works Traffic Signal Contract Services Account No. 101-3130-431.35-71 in the amount of $70,510.
CEQA DETERMINATIONS
Specification No. TM-2023-2, Traffic Signal Safety Light LED Upgrade Project is not subject to California Environmental Quality Act (CEQA) review pursuant to Section 15301 of the CEQA Guidelines, which exempts from CEQA review projects that consist of the operation, repair, maintenance, permitting, leasing, licensing, or minor alteration of existing public or private structures, facilities, mechanical equipment, or topographic features involving negligible or no expansion of existing or former use. This agenda item meets the criteria for this exemption because the work performed is an upgrade of existing City structures.
RECOMMENDATION
1. Find Specification No. TM-2023-2, Traffic Signal Safety Light LED Upgrade Project exempt from review under the California Environmental Quality Act (CEQA) pursuant to Section 15301 of the CEQA Guidelines; and
2. Find the bid received from Yunex LLC as non-responsive; and
3. Authorize the City Manager to execute Public Works Contract No. 2023-158 with Taft Electric Company in the amount of $64,100 and execute contract change orders for project contingencies in the amount of $6,410 for a total authorized expenditure of $70,510.
ATTACHMENTS
1. CC Agreement No. 2023-158
REFERENCE MATERIALS – AVAILABLE FOR REVIEW AT CITY HALL None.