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Agenda Report
May 20, 2024
FROM:
Honorable Mayor and City Council
Department of Public Works
SUBJECT: AUTHORIZE THE CITY MANAGER TO ENTER INTO A PURCHASE
ORDER CONTRACT WITH TURTLE ALA, LLC FOR THE PURCHASE
OF STREET LIGHT MATERIALS FOR AN AMOUNT NOT-TO-EXCEED
$195,190
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) pursuant to Title 14, Chapter 3, Article 19, Sections 15301, Class 1 -Existing Facilities and 15302, Class 2 - Replacement or Reconstruction, an d th at th ere are no features that distinguish this project from others in the exempt class, and therefore, there are no unusual circumstances; and
2. Authorize the issuance of a purchase order contract to Turtle ALA, LLC for the procurement of street light materials for an amount not-to-exceed $195,190, which includes the basecontractamountof $177,445 and a contingency of $17,745 to provide for any necessary change orders.
BACKGROUND:
This contract will provide for the procurement of street light materials for the systematic conversion of a high voltage series circuitto standard multiple lower voltage circuits and the systematic replacementof 108 aging streetlights in the Linda Vista Avenue corridor.
These materials are necessary for the replacement of deteriorated electrical infrastructure 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 the High Voltage Series Street Light Conversion - Phase I project, a multi-phased project to convert the remaining 18 high voltage street light circuits citywide to low voltage circuits th at benefit the public with safer, more reliable and energy efficient street lighting.
On December 4, 2023, City Council awarded the construction contract to California Professional Engineering, Inc. for street light infrastructure conversion to low-voltage series circuits on Linda Vista Avenue for an amount not-to-exceed $2,012,290.
MEETING OF
05/20/2024
AGENDA ITEM NO.5
Linda Vista Avenue Street Light Materials Purchase Order Contract to Turtle ALA, LLC May 20, 2024
California Professional Engineering, Inc., is actively installing the substructure components for this series circuit conversion, including new metal conduits and pull boxes. Following the completion of the electrical substructure, PublicWori<s field crews will systematically refurbish and convert each of the existing poles and tuminairestothe low voltage electrical system while maintaining the historic appearance of the lighting system.
The Department of Public Works prepared plans and specifications for th is contract. Bids were requested and received in accordance with Section 4.08.070 of the Pasadena Municipal Code. On April 4, 2024, a Notice Inviting Bids for Purchase of Street Light Materials for Linda Vista Avenue was published in the local paper as well as posted on Opengov Procurement. The posting generated notices to all vendors who have previously registered with the City for this particular commodity class. A total of 21 vendors downloaded the specifications, including one local vendor. A single bid was received by the bid opening date, none from local vendors.
Following advertising, one bid was received on April 24, 2024, and is as follows:
Bidder Amount ($)
1. Turtle ALA, LLC, Los Angeles, CA
Engineer's Estimate
$177,445
$200,000
The lowest responsible and responsive bid received is approximately 1 1 percent lower than the Engineer's Estimate.
It is recommended th at Turtle ALA, LLC be awarded the con tract for the purchase of street light materials as they are the lowest responsive and responsible bidder. The proposed contract with Turtle ALA, LLC fully complies with the Competitive Bidding and Living 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.
Turtle ALA, LLC has no previous contracts with the City of Pasadena. The contract for this project will be set up as follows:
Base Bid
Contingency Allowance
Contract Not-to-Exceed Amount
$177,445
$17,745
$195,190
A contingency often percent is allocated to this contract given possible unforeseen conditions that may be encountered. It is anticipated that contracted materials will be Linda Vista Avenue Street Light Materials Purchase Order Contract to Turtle ALA, LLC May 20, 2024
delivered by August 2024 and field crews will begin installations in September 2024 and be completed in March 2025.
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, Sections 15301 (Class 1 Existing Facilities) and 15302 (Class 2 Replacement or Reconstruction). There would be minor alterations of existing public facilities involving negligible or no expansion of use beyond that previously existing at the time of the lead agency's determination, and th at there are no features that distinguish this project from others in the exempt class, and therefore, there are no unusual circumstances.
Linda Vista Avenue Street Light Materials Purchase Order Contract to Turtle ALA, LLC May 20, 2024
FISCAL IMPACT:
The total costofthis purchase order contract including contingency is $195,190. Funding for this action will be addressed by utilizing existing funds in the High Voltage Series Street Light Conversion - Phase I (74415) 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.
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Respectfully submitted,
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TOI<iY OLI^OS, P.E.
Director of Public Works
Pred by:
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(~^Y Kri^^arl<arian,P.E'.
Deputy Director of Public Works/City Engineer
Approved by:
A-<^D^-
4'ARQUEZ
City Manager