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Agenda Report
December 4, 2023
TO: Honorable Mayor and City Council
FROM: Department of Public Works
SUBJECT: CONTRACT AWARD TO CALIFORNIA PROFESSIONAL ENGINEERING, INC. FOR STREET LIGHT INFRASTRUCTURE SERIES CIRCUITS ON LINDA VISTA AVENUE FOR AN AMOUNT NOT-TO-EXCEED $2,012,290 RECOMMENDATION:
It is recommended that the City Council:
1. Find the contract proposed herein to be categorically exempt under the California Environmental Quality Act (CEQA) Guidelines in accordance with Title 14, Chapter 3, Article 19, Section 15301, Class 1, and Section 15302, Class 2, and that there are no features that distinguish this project from others in the exempt classes and, therefore, there are no unusual circumstances; and
2. Accept the bid dated October 18, 2023 submitted by California Professional Engineering, Inc., in response to the plans and specifications for the Street Light Infrastructure Series Circuits on Linda Vista Avenue project, reject all other bids, and authorize the City Manager to enter into a contract for an amount not-to-exceed $2,012,290, which includes the base contract amount of $1,748,948 and a contingency of $263,342 to provide for any necessary change orders.
BACKGROUND:
This project provides for the systematic replacement of deteriorated electrical substructure components on the existing high voltage street light series circuit on Linda Vista Avenue, between Fern Drive and Afton Street. This circuit is part of a multi-phased project to convert the remaining 18 high voltage street light circuits citywide to low voltage circuits that benefit the public with safer, more reliable and energy efficient street lighting.
The conversion of this specific circuit requires a coordinated effort from the contractor to install electrical substructure including new metal conduits and pull boxes. Following the completion of the electrical substructure, Public Works field crews will systematically refurbish and convert each of the existing poles and luminaires to the low voltage electrical system while maintaining the historic appearance of the lighting system.
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MEETING OF__l_2''04/2023_AGENDA ITEM NO.9
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Contract Award for Street Light Infrastructure Series Circuits on Linda Vista Avenue December 4, 2023
A finding of compliance with the General Plan was previously made and is shown in the Fiscal Year (FY) 2024-2028 Capital Improvement Program (CIP) budget under High Voltage Series Street Light Conversion - Phase 1, page 3.1.
The Department of Public Works prepared plans and specifications for this project. Bids were requested and received in accordance with Section 4.08.070 of the Pasadena Municipal Code. On September 28, 2023, a Notice Inviting Bids for Street Light Infrastructure Series Circuits S-104 on Linda Vista Avenue was published in the local papers as well as posted on Opengov. A total of 24 vendors downloaded the specifications, of which none were local. A total of four bids were received by the bid opening date, none from local vendors.
Following advertising, bids were received on October 18, 2023, and are as follows:
Bidder Amount ($)
1. California Professional Engineering, Inc., La Puente
2. Alfaro Communications Construction, Inc., Compton
3. Elecnor Belco Electric, Inc., China
4. Servitek Electric, Inc., City of Industry
Engineer's Estimate
$1,748,948
$1,838.580
$2,289,740
$2,670,940
$2,000,000
The lowest responsible and responsive bid received is 12 percent lower than the Engineer's Estimate.
It is recommended that California Professional Engineering, Inc., be awarded the contract for this project as they are the lowest responsive and responsible bidder. The proposed contract with California Professional Engineering, Inc., fully complies with the Competitive Bidding and Living Wage Ordinances. In addition, the proposed contract fully complies with the Prevailing Wage Law (Senate Bill 7) per Resolution 9406 adopted by the City Council on December 14, 2014. The contractor has indicated that the awarding of this contract will result in no new hires to the present workforce. In accordance with the Local Preference provisions of the contract, the contractor is encouraged to recruit Pasadena residents initially and to give them preference, if all other factors are equal, for any new positions generated from this contract.
California Professional Engineering, Inc. has completed contracts totaling more than $15 million on prior City projects since 2018. The staff has confirmed the contractor's license and their Department of Industrial Relations status is in good standing. The contractor received favorable reference checks from other agencies.
The contract for this project will be set up as follows:
Base Bid
Contingency Allowance
Contract Not-to-Exceed Amount
$1,748,948
$ 263,342
$2,012,290
Contract Award for Street Light Infrastructure Series Circuits on Linda Vista Avenue December 4, 2023
A contingency of 15 percent is allocated to this contract given possible unforeseen conditions that may be encountered. It is anticipated that construction will begin in January 2024 and be completed in July 2024. These proposed dates include the material lead time required for manufacturing and delivery of items.
COUNCIL POLICY CONSIDERATION:
This project is consistent with the City Council's goal to improve, maintain and enhance public facilities and infrastructure, as well as to improve mobility and accessibility throughout the City.
ENVIRONMENTAL ANALYSIS:
The contract award has been determined to be categorically exempt under the California Environmental Quality Act (CEQA) Guidelines in accordance with Title 14, Chapter 3, Article 19, Section 15301, Class 1, and Section 15302, Class 2. Class 1 consists of minor alterations of existing facilities involving negligible or no expansion of use. Class 2 consists of replacement or reconstruction of existing structures and facilities where the new structure will be located on the same site as the structure replaced and will have the same purpose and capacity as the structure replaced. There would be no expansion of use of the street network because of the project, and therefore, there are no unusual circumstances.
Contract Award for Street Light Infrastructure Series Circuits on Linda Vista Avenue December 4, 2023
FISCAL IMPACT:
The total cost of this construction contract including contingency is $2,012,290 and the total cost of this action is not expected to exceed $2,212,290. Funding for this action will be addressed by the utilization of existing funds in the High Voltage Series Street Light Conversion - Phase I (74415) CIP project in the FY 2024 CIP budget. It is anticipated that all costs will be expended in FY 2025.
There is no impact to the General Fund.
The following table represents a project summary.
Base Bid
Contingency
Contract Administration/lnspection
$1,748,948
$ 262,342
$ 200,000
Total Fiscal Impact$2,212,290
Respectfully submitted,
TO^Y OLM^S, P.E.
Director of Public Works
Prepared by:
Krts Markarian, P.E.
Deputy Director of Public Works/City Engineer
Approved by:
MIGUEL-MARQUEZ
City Manager