Agenda Item
City Council
Item #: 3.13. 7/11/2023 File #: 23-0452
TO: Honorable Mayor and Members of the City Council
THRU: Tom Kisela, City Manager
FROM: Christopher Cash, Public Works Director
1. SUBJECT
Award of Contract to Elecnor Belco Electric, Inc. for Tustin Avenue/Rose Drive Corridor Regional Traffic Signal Synchronization Program Project - Intersection Improvements, SP-4199; Bid No. 22-
23.41. 2. SUMMARY
Three bids for the Tustin Avenue/Rose Drive Corridor Regional Traffic Signal Synchronization Program Project - Intersection Improvements were received and opened on June 15, 2023. The apparent low bidder is Elecnor Belco Electric, Inc. of Chino, California, with a base bid amount is $739,641. Because sufficient budget exists, an additional $55,000 of alternate bid items is included in the contract.
3. RECOMMENDED ACTION
1. Approve the contract with Elecnor Belco Electric, Inc. in the total amount of $913,837.15, representing an original contract amount of $794,641 and a 15% contingency of $119,196.15, for Tustin Avenue/Rose Drive corridor traffic signal improvements; and authorize the Mayor and City Clerk to execute on behalf of the City.
2. Authorize the appropriation of $61,000 in reimbursable expenditures to account number 550.5031.56511.20425 for City of Placentia improvement costs beyond the original project budget.
3. Authorize the appropriation of $15,000 in reimbursable expenditures to account number 550.5031.56512.20425 for City of Tustin improvement costs beyond the original project budget.
4. FISCAL IMPACT
The total expenditure for this contract, including a 15% contingency, is $913,837.15 and will be funded in Tustin Street Signal Synchronization (20425) through:
TSIP Citywide (287) $18,400.00
Reimbursable Capital Projects (550)
Street Light/Signal Install-Tustin (Measure M2) 676,204.14 Other Capital Outlay-Tustin St Sig (Other Agencies) 150,651.03 Tustin St TSSP Placentia 60,785.94
Tustin St TSSP Tustin 7,796.04
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Item #: 3.13. 7/11/2023 File #: 23-0452
Total $913,837.15
5. STRATEGIC PLAN GOALS
Goal 1: Provide for a safe community
b: Provide and maintain infrastructure necessary to ensure the safety of the public.
6. DISCUSSION AND BACKGROUND
The Orange County Transportation Authority (OCTA) sponsors projects that develop and maintain corridor-based, multi-jurisdictional signal synchronization along corridors through Orange County.
These Regional Traffic Signal Synchronization Program (RTSSP) projects, collectively known as Project P, are funded under the Renewed Measure M (M2).
In 2019, the City of Orange nominated the Tustin Avenue/Rose Drive Corridor RTSSP Project (hereafter referred to as “the Project”) to OCTA for Measure M2 funding. The Tustin/Rose Corridor stretches over 11 miles across the cities of Anaheim, Orange, Placentia, Santa Ana, Tustin, and Yorba Linda, and includes 54 signals. The Project proposes traffic signal and communication equipment upgrades and the development and maintenance of optimized signal synchronization plans to best accommodate prevailing traffic patterns. Because the performance of this corridor is critical for mobility in Orange, City staff is leading the corridor-wide effort to manage and implement the Project. OCTA’sBoard of Directors awarded $2.8M Measure M2 funding to the Project for Fiscal Year 2021. Ultimately, this project will reduce traffic congestion during peak hours, while maintaining vehicular traffic at the speed limit at non-peak hours.
Project engineering and design kicked off in September 2021, after the City entered into an agreement with Iteris, Inc. (Iteris) to provide traffic engineering services to help City staff implement and deliver the Project. Iteris and City staff have been working closely with the project’s partner agencies to develop optimized signal timing for the corridor and prepare improvement plans and specifications for the construction of related traffic signal equipment upgrades. It should be noted that while the City of Anaheim is an active Project Partner, Anaheim has elected to independently design and construct improvements within its jurisdiction. As a result, the scope of work for the Tustin Ave/Rose Drive RTSSP Project include the intersection improvements for the cities of Orange, Placentia, Santa Ana, Tustin and Yorba Linda.
The intersection improvements in the construction scope of work include but are not limited to communication conduits, fiber optic cables, and hardware; traffic signal cabinet and controller upgrades; ADA-compliant pedestrian push-buttons and countdown indications; emergency vehicle preemption; and field monitoring equipment such as vehicle detectors and CCTV cameras to support and maintain the new corridor synchronization plan. Once completed, these improvements will modernize the traffic signal infrastructure and help facilitate improved traffic signal synchronization.
When developing the project bid documents, certain optional improvements were identified as alternate bid items that could be selectively included in the contract should the project budget allow.
In this case, bids were evaluated using the total base contract bid price, exclusive of alternate bid items. This approach increased the likelihood that essential items could be funded and allows the City to award the base contract bid plus any (or none) of the alternate bid items.
The engineer’sestimate for the project base construction cost is $867,140, exclusive of alternate bid items. Costs for improvements within the various partner agencies’jurisdiction are the responsibility of the owning agency. As part of this project funding, most of the project costs will be reimbursed with Measure M2 funding, up to a certain amount identified in the project’soriginal application, submitted in December 2019. Any costs over the original project budget are the responsibility of the partner City of Orange Printed on 7/6/2023Page 2 of 3
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Item #: 3.13. 7/11/2023 File #: 23-0452
in December 2019. Any costs over the original project budget are the responsibility of the partner agency where the work improvement occurs.
The City Council previously approved the advertisement for bids on May 23, 2023. The bid solicitation was advertised on May 25, 2023, for a period of three weeks, and bids were opened on June 15, 2023. Three bids were received, and the total base contract bids tabulate as follows:
1. Elecnor Belco Electric, Inc. $ 739,641
2. Select Electric, Inc. $ 989,174
3. DBX, Inc. $1,139,747
The apparent low bidder, Elecnor Belco Electric, Inc. of Chino, CA, submitted a request to withdraw their bid due to a clerical error. Upon reviewing the company’sexplanation and discussion with the City Attorney’sOffice, it was determined that there was insufficient evidence of a clerical error in filling out the bid. As a result, Elecnor Belco Electric, Inc.’srequest to withdraw its bid was rejected. Staff proceeded to check the references and qualifications for Elecnor Belco Electric, Inc. and found them to be acceptable.
While the total base contract bid from Elecnor Belco Electric, Inc. is well below the engineer’s estimate, amongst the partner agencies, both the cities of Placentia and Tustin are expecting potential overruns in their construction costs in the amounts of $61,000 and $15,000 respectively.
Staff met with both agencies and discussed the funding needs to cover possible shortfalls. Both agencies have provided in writing a commitment to fund the estimated shortfall if needed.
Upon review of the project budget as well as the pricing for the alternate bid items, staff elected to include all three alternate bid items for the City of Orange in the contract award amount. Similarly, Santa Ana has requested to include Alternate Bid Item 1, signal modification for the intersection of Tustin Avenue and Tustin Centre in the contract award amount. Additionally, a large portion of the work involves underground fiber optic improvements, often constructed with horizontal directional boring over long distances to minimize traffic disruptions and increase productivity. However, subsurface installations can be challenging, and as a result, staff recommends a project contingency of 15%.
Therefore, staff recommends that Elecnor Belco Electric, Inc. be awarded the contract in the total amount of $913,837.15, representing a base contract bid amount of $739,641, plus the inclusion of alternate bid items in the amount of $55,000 and a 15% contingency of $119,196.15.
Construction is anticipated to begin in August 2023 and is expected to be completed within 120 working days.
7. ATTACHMENTS
· Location Map
· Bid Abstract
· Contract with Elecnor Belco Electric, Inc.
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