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Agenda Report
May 20, 2024
TO: Honorable Mayor and City Council
FROM: Department of Public Works
SUBJECT: AUTHORIZE THE CfTV MANAGER TO ENTER INTO A PURCHASE ORDER CONTRACT WITH SWARCO MCCAIN, INC. FOR THE
PURCHASE OF TRAFFIC SIGNAL CABINETS FOR AN AMOUNT
NOT-TO-EXCEED $404,545
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, Section 15301, Class 1, and Title 14, Chapters, Article 19, Section 15302, Class 2, and find that there 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 Swarco McCain, Inc. for the procurement of new traffic signal cabinets for an amount not-to-exceed $404,546, which includes the base contract amount of $367,768 and a contingency of $36,777 to provide for any necessary change orders.
BACKGROUND:
This contract provides for the procurement of new traffic signal cabinets for the replacement of existing cabinets at 18 intersections along Green Street, Holly Street, Orange Grove Boulevard and Colorado Boulevard. These upgraded cabinets are necessary to house updated traffic signal controllers where adaptive traffic response control system technology is utilized. This technology improves traffic operations at signalized intersections by adapting real-time to traffic demand rather than simply following programmed timing scenarios. These new signal cabinets, once received, will be installed by the City's Street Light and Traffic Signal crews as part of the Intelligent Transportation Systems and Traffic Flow Improvements within the SR 710 Affected Corridors project.
The Department of Public Works prepared specifications for the subject contract. Bids were requested and received in accordance with Section 4.08.070 of the Pasadena MEETING OF.
05/20/2024
AGENDA ITEM NO.6
Purchasing of Traffic Signal Cabinets
May 20, 2024
Municipal Code. On February 22, 2024, a Notice Inviting Bids for Purchase of Traffic Signal Cabinets was published in the local paper as well as posted on Opengov Procurement. The posting generated notices to all vendors who have previously registered with the City for this particular commodity class. A total of 15 vendors downloaded the specifications, none of whom were local. A single bid was received by the bid opening date.
Following advertising, one bid was received on March 21, 2024, and is as follows:
Bidder Amount ($)
1. Swarco McCain, Inc., Vista
Engineer's Estimate
$ 367,768
$ 360,000
It is recommended that Swarco McCain, Inc. be awarded the contract for this procurement as they are the lowest responsive and responsible bidder. The proposed contract with Swarco McCain, 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.
The City has previously done business with Swarco McCain, Inc. issuing purchase orders totaling approximately $300,000 since Fiscal Year 2018.
The contract for this project will be set up as follows:
Base Bid
Contingency Allowance
Contract Not-to-Exceed Amount
$ 367,768
$ 36,777
$ 404,545
A contingency often percent is allocated to this contract given possible unforeseen conditions that may be encountered. It is anticipated that the procurement will begin in June 2024 and once materials are received, installation by City crews will be completed by May 2025. 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.
Purchasing of Traffic Signal Cabinets
May 20, 2024
ENVIRONMENTAL ANALYSIS:
The contract award has been determined to be categorically exempt under the the California Environmental Quality Act (CEQA) in accordance with Title 14, Chapters, Article 19, Section 15301, Class 1, 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 Title 14, Chapter 3, Article 19, Section 15302, Class 2, replacement or reconstruction of existing public facilities where the new structure will be located on the same site as the structure replaced and will have substantially the same purpose and capacity as the structure replaced, and find th at there are no features that distinguish this project from others in the exempt class, and therefore there are no unusual circumstances.
FISCAL IMPACT:
The total cost of this purchase order contract including contingency is $404,545. Funding for this action will be addressed by utilizing existing budgeted appropriations in the Intelligent Transportation System Projects & Traffic Flow Improvements within the SR 710 Affected Corridors (75914) project on 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.
Respectfully submitted,
TCX^Y OLMOS, P.E.
Director of Public Works
Prepj^i/ed by:
Fof Kr^1^rkarfan/P((p/'
Deputy Director of Public Wori<s/City Engineer
Approved by:
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^IARQUEZ
City Manager