DATE: June 28, 2022
TO: Mayor and City Council
FROM: Director of Public Works
SUBJECT: Adopt a Resolution Authorizing the City Manager to Execute an Agreement with Solcom for Installation of City Fiber Optic Conduit on West Winton Avenue for the Fire Station 6 and Fire Training Center Project in a Not-to- Exceed Amount of $102,147
RECOMMENDATION
That Council adopts a resolution (Attachment II) authorizing the City Manager to execute an agreement with Solcom for the installation of City fiber optic conduit on West Winton Avenue for the Fire Station 6 (FS6) and Fire Training Center (FTC) project in a not-to-exceed amount of $102,147.
SUMMARY
The new FS6/FTC requires new fiber optic cables to serve the new firehouse and all other buildings on the site. Contra Costa Electric is under contract to install the new 24-strand fiber optic cables in the existing conduits on West Winton Avenue from Hesperian Boulevard to Saklan Road. The location of the existing conduits and cable boxes were obtained from the original construction plans when the conduits and cable boxes were placed in the roadway back in 1998 or twenty-four years ago. However, during installation of the new 24-strand fiber optic cable, it was discovered that many of the conduits and cable boxes were not in the locations shown on the plans. Many attempts and location techniques utilized in trying to locate the existing conduits and cable boxes proved unsuccessful. As a result, a new fiber optic conduit must be installed. This agreement is for Solcom to install the necessary conduit.
BACKGROUND
The City fiber optic system provides service from City Hall to various City buildings including Fire Station 6. The section of the fiber optic system on West Winton Avenue from Hesperian Boulevard to Saklan Road once included multiple strands of fiber optic cable; however, only 2 strands are active that currently serve the temporary FS6 and further beyond West Winton Ave./Saklan Rd. to the Water Pollution Control Facility (WPCF) on Enterprise Avenue. The new FS6/FTC project requires a 24-strand fiber optic cable, which Contra Costa Electric is contracted to install in the existing conduit from a pullbox at Hesperian Boulevard to the pullbox at Saklan Road where it then enters FS6. When Contra Costa Electric started the work on Hesperian Boulevard, they could not find the existing conduits or cable boxes. The existing conduits and cable boxes were obtained from the original construction plans when the conduits and cable boxes were placed in the roadway back in 1998 or twenty-four years ago. Many attempts and location techniques utilized in trying to locate the existing conduits and cable boxes all proved unsuccessful. Because of this, new conduits and cable boxes need to be installed to serve the new Fire Station 6 and Fire Training Center.
DISCUSSION
The Hayward Municipal Code (HMC section 2-8.09 – 2-8.12) authorizes public works projects consisting primarily of replacement or repair work involving estimated expenditures of City funds in excess of $10,000 to be procured via purchase order or agreement for services, subject to an informal bidding process. On May 20, 2022, the City solicited informal bids for installation of conduit and pull boxes. On June 1, 2022, four (4) bids were received ranging from $92,861 to $249,000. Solcom submitted the lowest bid and specializes in directional boring, the method for installation of the conduit. Staff recommends that Council authorize the City Manager to execute an agreement with Solcom in an amount not-to-exceed $102,147 which includes 10% for contingency, for the installation of a new fiber optic conduit and pull boxes.
This project is categorically exempt from environmental review pursuant to Section 15302 of the CEQA Guidelines relating to replacement or reconstruction of existing utility systems and/or facilities involving negligible or no expansion of capacity.
ECONOMIC IMPACT
This agenda item will have no direct impact on the local economy.
FISCAL IMPACT
Staff recommends funding the agreement amount with Solcom through the FS6/FTC project. The total estimated project cost is $70.9 million. As of FY 2022, Council has authorized an appropriation of $66.7 million. The Adopted FY 2023 CIP budget appropriated the remaining $4.2 million, which will be available July 01, 2022.
The estimated project cost at the time of award are as follows:
Construction Contract $52,397,000
Construction Contingency (ACO) $5,239,700
Consultant Design $5,000,000
Construction Management Administration $4,000,000
Inspector of Record Service & Special Testing $1,500,000 Demolition of old Fire Station and FTC $425,000
Temporary Housing $500,000
Permit & Utility Fees $940,000
Fixture, Furniture & Equipment $600,000
Staff Construction Administration $300,000
Total $70,901,700
Staff recommends funding the agreement amount of $102,147 through use of Construction Contingency funds. Currently, $2,312,472 of the $5,239,700 construction contingency has been expended.
STRATEGIC ROADMAP
This agenda item supports the Strategic Invest in Infrastructure. Specifically, this item relates to the implementation of the following project:
Project N10: Construct the Fire Station and FTC
SUSTAINABILITY FEATURES
The recommended action for this report will not directly result in physical development, purchase or service, new policy or legislation related to sustainability.
PUBLIC CONTACT
No public contact was made for this item.
NEXT STEPS
If Council approves the resolution, staff will route the agreement to be executed by the City Manager.
Prepared by: Dave Hung, Senior Civil Engineer
Kathy Garcia, Deputy Director of Public Works
Recommended by: Alex Ameri, Director of Public Works
Approved by:
Kelly McAdoo, City Manager