CITY OF COMMERCE AGENDA REPORT
TO: Honorable City Council
FROM: City Manager
SUBJECT: Award Construction Contract to Comet Electric, Inc. for the Traffic Signal Improvements Project (State Funded HSIP Cycle 11 Project, 07-LA-0- CMRC; HSIPL-5362(030)) MEETING DATE: November 12, 2024
RECOMMENDATION:
The City Council will consider adopting a Resolution approving Plans and Specifications for the Traffic Signal Improvements Project, HSIP Cycle 11, 07-LA-0-CMRC; HSIPL-5362(030); awarding a construction contract to Comet Electric, Inc; and authorizing Transtech Engineers, Inc. to proceed with Construction Management and Inspection Service, pursuant to their existing on-call agreement for consultant services.
BACKGROUND:
Staff submitted a Grant Application for $1,003,800 for the Highway Safety Improvement Cycle 11 Program (HSIP) to Caltrans on September 12, 2022. On March 9, 2023, the City received approval for $903,420 in State grant funds with a 10% required local match contribution of $100,380. From this amount $161,370 in state grant funds was authorized for the Environmental and Engineering Phase and $742,050 for the Construction Phase. The City’s 10% required local matching funds are $17,930 and $82,450 respectively.
On July 25, 2023, City Council through Request for Proposals process approved a Professional Services Agreement with Kimley-Horn and Associates, Inc. for the preparation of Plans, Specifications, and Engineer's Estimate for the Project. Kimley-Horn completed Plans and Specifications for the Project in July 2024. The Project includes signal modifications at 29 signalized locations. The improvements include but not limited to; back-plates with retroreflective borders, lenses, implement and enhance pedestrian crossing signs known as Leading Pedestrian Intervals at several locations, replacement of existing controllers with new 2070LX controllers, installation of high visibility ladder crosswalk and installation of an Alpha battery backup system.
ANALYSIS:
On August 1, 2024, staff advertised the bid package for the Project. The following nine (9) bids were received by the City at the Bid Opening held on September 5, 2024. A copy of the bid tabulation is attached:
BID RANKING
BIDDER
BASE BID SCHEDULE
ADDITIVE BID SCHEDULE
TOTAL BASE BID + ADDITIVE BID
Low Bidder
Comet Electric, Inc.
$855,019.00
$436,291.00
$1,291,310.00
2nd Low Bid
Crosstown Electrical & Data, Inc.
$856,965.00
$409,615.00
$1,266,580.00
3rd Low Bid
Bear Electrical Solution, LLC
$960,450.00
$452,900.00
$1,413,350.00
4th Low Bid
Elecnor Belco Electric, Inc.
$987,121.00
$421,215.00
$1,408,336.00
5th Low Bid
PTM General Engineering Services, Inc.
$989,004.00
$517,100.00
$1,506,104.00
6th Low Bid
Alfaro Communications Construction, Inc.
$1,073,070.34
$432,146.80
$1,505,217.14
7th Low Bid
Pelagic Engineering
$1,120,454.00
$558,978.00
$1,679,432.00
8th Low Bid
International Line Builders, Inc.
$1,165,250.00
$461,238.00
$1,626,488.00
9th Low Bid
California Professional Engineering, Inc.
$1,209,572.70
$119,260.00
$1,328,832.70
As required by the California Public Contract Code, staff specified in the Bid Specifications that the award of contract will be to the lowest responsive and responsible bidder based on the total base schedule amount and City may add bid items from the Additive Bid Schedule as determined solely by the City. As shown in the above bid tabulation, Comet Electric, Inc. submitted the lowest base bid. Staff conducted a bid analysis for Comet Electric, Inc., and verified their California contractor’s licensing, Department of Industrial Relations (DIR) registration, state and federal debarment files, and references. Based on the bid analysis, Comet Electric, Inc. was found to be the lowest responsive and responsible bidder. The bid analysis completed by staff is attached for reference.
Upon receipt of high bids staff reached out to Caltrans and requested additional funding to cover the project cost shortfall. On Oct 18, 2024, Caltrans after detailed review agreed to supplement the grant with an additional $320,000 in HSIP State funds with a 10% or $35,555.56 local match requirement.
In addition to base bid schedule, the project includes an Additive Bid Schedule which includes the replacement of existing controllers with 2070LX Controllers, installation of white and yellow thermoplastic ladder crosswalks at several locations, and installation of a battery backup system. With the additional HSIP State Funds received the City has enough funds to cover the cost of the Additive Bid Items A3 and A4 for the installation of a yellow thermoplastic high-visibility ladder crosswalk and installation of an Alpha Battery Backup System.
The Project is categorically exempt pursuant to Section 15301, Class 1 of the CEQA Guidelines consisting of repair, maintenance or minor alteration of existing facilities involving negligible or no expansion of existing or former use. The project is not anticipated to have any significant impacts with regard to traffic, noise, air quality or water quality.
Staff recommends that City Council adopt the attached Resolution which in summary does the following:
Approve Plans and Specifications for the Traffic Signal Improvements Project, HSIP Cycle 11, 07-LA-0-CMRC; HSIPL-5362(030).
Awards a construction contract to Comet Electric, Inc., the lowest responsive and responsible bidder, for the Traffic Signal Improvements Project, HSIP Cycle 11, 07-LA-0-CMRC; HSIPL-5362(030) in the amount of $895,310.00 for the total Base Bid Schedule Amount and the Additive Bid Schedule item A3 and A4.
Authorizes up to 15% of the construction contract for construction contingencies for unforeseen conditions.
Authorizes up to 10% of the total construction contract and contingencies for Construction Management and Inspection Services.
Authorizes Transtech Engineers, Inc. to proceed with Construction Management and Inspection Service, pursuant to their existing on-call agreement for consultant services.
Allocate $355,555.56 in Measure AA Funds to Account #41-5180-57010.12005 of which $320,000 are reimbursable in HSIP State funds (which was recently granted to the City to cover significant portion of the total project construction funding shortfall) and $35,555.56 are local matching funds.
FISCAL IMPACT
The total estimated cost of this project including construction contract, contingencies, construction management, and inspection services is $1,132,567.15 of which 90% ($1,019,310.44) will be covered by HSIP Cycle 11 State funds based on reimbursement, leaving the City with an obligation of $113,256.71 (required matching funds).
Premised on the shortfall being $308,067.15, staff reached out and subsequently obtained approval for an additional $320,000 in state reimbursable funds on October 18, 2024. The ask is – City Council appropriate $355,555.56 in Measure AA funds of which $320,000 will be reimbursable and $35,555.56 will be the required for the City’s matching fund contribution.
Below are summary tables of the Project Cost and Funding for the Construction Phase.
Bid Amount to be Awarded
$895,310.00
Construction Contingencies (15%)
$134,296.50
Subtotal
$1,029,606.50
Construction Management, Inspection (10%)
$102,960.65
Total Estimated Project Cost
$1,132,567.15
Initial Reimbursable HSIP State Funds for Construction Phase $742,050.00
Required 10% Local Matching Funds for Construction Phase $82,450.00
Subtotal
$824,500.00
Additional Reimbursable HSIP State Funds Secured on October 18, 2024 for Construction Phase $320,000.00
Additional Required 10% Local Matching Funds for Construction Phase $35,555.56
Total Available Funds for Construction Phase
$1,180,055.56
ALTERNATIVES:
Approve recommendation
Reject recommendation
Provide staff with further direction
RELATIONSHIP TO STRATEGIC GOALS:
This agenda item relates to the 2016 Strategic Plan
Infrastructure and Facilities:
Guiding Principle 3: Maintain and prioritize improvements to city facilities and infrastructure in accordance with adopted master planning documents including the Green Zone Implementation Plan to accomplish achievable annual and long-term goals.
Guiding Principle 4: Develop and invest in infrastructure and beautification projects that support economic growth.
Approved and Recommended by: Vilko Domic, Assistant City Manager Fiscal Impact reviewed by: Vilko Domic, Assistant City Manager Approved as to form by: Noel Tapia, City Attorney
Respectfully submitted: Ernie Hernandez, City Manager ATTACHMENT:
Resolution
Bid Analysis
Construction Contract - Comet Electric, Inc.