City Council Memorandum
TO: HONORABLE MAYOR AND CITY COUNCIL DATE: DECEMBER 12, 2023 FROM: PUBLIC WORKS DEPARTMENT WARD: 2
SUBJECT: AWARD BID NO. 7992 FOR THE CONSTRUCTION OF A TRAFFIC SIGNAL AT THE INTERSECTION OF WATKINS DRIVE AND W BIG SPRINGS ROAD TO ELECNOR BELCO ELECTRIC, INC., OF CHINO, CALIFORNIA, IN THE AMOUNT OF $602,852, PLUS A TEN PERCENT (10%) CONSTRUCTION CONTINGENCY IN THE AMOUNT OF $60,285.20, FOR A TOTAL AMOUNT OF $663,137.20 – SUPPLEMENTAL APPROPRIATION ISSUE:
Award Bid No. 7992 for the construction of a traffic signal at the intersection of Watkins Drive and W Big Springs Road to Elecnor Belco Electric, Inc., of Chino, California, in the amount of $602,852, plus a ten percent (10%) construction contingency in the amount of $60,285.20, for total amount of $663,137.20 RECOMMENDATIONS:
That the City Council:
Award Bid No. 7992 to Elecnor Belco Electric, Inc., of Chino, California, for the construction of a traffic signal at the intersection of Watkins Drive and W Big Springs Road, in the amount of $602,852, plus a ten percent (10%) construction contingency in the amount of $60,285.20, for total amount of $663,137.20; With five affirmative votes, authorize the Chief Financial Officer, or designee, to record an increase in revenue and an equal amount in appropriation in the amount of $663,137.20, in the Capital Outlay-Grants Fund, Big Springs & Watkins Signal Project revenue and expenditure accounts; and Authorize the City Manager, or designee, to execute the Construction Agreement with Elecnor Belco Electric, Inc., including making minor and non-substantive changes.
BACKGROUND:
The University of California, Riverside (UCR) continues to expand its campus and facilities and has planned the construction of a 1,200-space parking structure for the main campus which will be accessible via Big Spring Road. The projected increased traffic through the intersection of Watkins Drive and Big Springs Road to access the new parking structure warrants the installation of a traffic signal at the intersection to improve traffic operations, facilitate pedestrian movements, and minimize impacts to the surrounding business and residential community.
Due to the planned UCR parking structure project, the City partnered with UCR to design, administer, and construct a new traffic signal at the intersection of Watkins Drive and Big Springs Road.
On March 16, 2021, the City Council approved an agreement between the City of Riverside, Public Works Department (City), and UCR, to detail UCR’s reimbursement for all construction costs related to the installation of a traffic signal at the intersection of Watkins Drive and W Big Springs Road in the amount of the accepted bid plus ten percent (10%) contingency for construction costs. Initial traffic signal construction costs were estimated at $320,000. The Reimbursement Agreement was made and entered between the City and UCR on March 24, 2021.
The City will be responsible for obtaining, performing, and providing all aspects of the work required for completion of the traffic signal project as outlined in Section 1 of the Reimbursement Agreement:
City Defined Responsibilities:
Traffic signal plan design;
Pot holing and utility coordination;
Contract administration;
Entitlements including applicable CEQA documentation;
Bidding/hiring of any contractors;
Management of any contractors;
Liability for installation of the traffic signal and its associated improvements; Public Works inspection of the signal;
Traffic signal maintenance staff for traffic signal turn-on; and Any and all other actions required to obtain, perform, or provide all aspects of the work.
Per the reimbursement agreement, within thirty (30) days of receiving a letter from the City documenting bidding results, UCR shall concur with bid results by depositing funds with the City in the amount of the accepted bid plus ten percent (10%) contingency for construction costs.
The City shall fund entitlements, including applicable CEQA documentation if any and shall within thirty (30) days of the City’s acceptance of the work as completed remit any unused balance to UCR which shall not be increased beyond the amount described in the bidding results letter without a signed agreement in writing by the City and UCR.
DISCUSSION:
On August 9, 2023, Bid No. 7992 for the construction of a traffic signal at the intersection of Watkins Drive and W Big Springs Road (“Project”) was posted on PlanetBids. Due to the open access of public right of way, the City did not schedule a pre-bid job walk. Prior to bid opening, there was only one question and answer posted to PlanetBids by a prospective bidder and the City did not post any addenda.
On September 13, 2023, seven (7) bids were received for the construction of the traffic signal. The lowest bid received was from ISSA Electric Inc. in the amount of $544,000.00. However, this bidder was deemed non-responsive for failure to submit the required subcontractors’ bid information, therefore not meeting the minimum requirements of the bid specifications. The next lowest, responsive, and responsible bid received was from Elecnor Belco Electric, Inc. in the amount of $602,852, which is 47.25% over the Engineer’s Estimate.
Bidders:
Amount:
Ranking:
ISSA Electric Inc
$544,000
Non-Responsive
Elecnor Belco Electric, Inc.
$602,852
1 DBX, INC
$607,826
2 Crosstown Electrical & Data, Inc
$663,449
3 International Line Builders, Inc.
$684,910
4 Asplundh Construction, LLC
$702,288
5 MSL Electric Inc.
$726,652
6 The increase in project construction costs is due to an increase in material and labor costs. The project bid cost is $602,852.00, plus 10% construction contingency, for a total project cost of $663,137.20.
The Purchasing Manager concurs that the recommended action to award complies with Purchasing Resolution 23914.
STRATEGIC PLAN ALIGNMENT:
This Project aligns with Strategic Priority No. 6 – Infrastructure, Mobility, and Connectivity and the following goals:
6.2 – Maintain, protect, and improve assets and infrastructure within the City’s built environment to ensure and enhance reliability, resiliency, sustainability, and facilitate connectivity.
6.3 – Identify and pursue new and unique funding opportunities to develop, operate, maintain, and renew infrastructure and programs that meet the community’s needs.
Furthermore, this project aligns with each of the five Cross-Cutting Threads as follows:
Community Trust – The proposed safety improvement is intended, improve safety and improve transportation efficiency. The traffic signal will improve the quality of life for residents and visitors, which helps build community trust and results in greater public good.
Equity – Public Works strives to improve the City’s roadway network to provide safe and reliable transportation in all areas of the City. The proposed traffic signal includes safety enhancements for all road users including motorists, pedestrians, and bicyclists.
Fiscal Responsibility – Riverside is a prudent steward of public funds and ensures responsible management of the City’s financial resources by awarding construction contracts to the lowest responsive bidder and utilizing partnerships with other City institutions to jointly provide quality public service to all.
Innovation – Riverside is inventive and timely in meeting the community’s changing needs and prepares for the future through collaborative partnerships with City institutions of higher education and adaptive processes to accommodate all modes of transportation.
Sustainability & Resiliency – The construction materials specified for the traffic signal meets or exceeds industry standards and are expected to last well into the future. The improvements will also promote a sustainable, healthy lifestyle by enhancing the safety and connectivity at the signalized intersection.
FISCAL IMPACT:
The total fiscal impact of the action is $663,137.20. The estimated total Project cost including ten percent (10%) construction contingency is $663,137.20 as listed in Table 1, which will be reimbursed in full by UCR as documented in the Reimbursement Agreement and letter of support for the actual bid amount. Upon Council approval, the entries to record the supplemental appropriation and related revenue will be recorded as outlined in Table 2.
Table 1 — Total Project Costs:
Task
Amount
Construction Contract - Elecnor Belco Electric, Inc.
$602,852.00
10% Construction Contingency - Elecnor Belco Electric, Inc. $60,285.20
Total
$663,137.20
Table 2 — Project Funds:
Fund
Project
Account
Amount
Capital Outlay-Grants
Big Springs & Watkins Signal Project
Revenue
9925400-339000
$663,137.20
Expenditure
9925400-440309
$663,137.20
Prepared by: Gilbert Hernandez, Public Works Director
Certified as to
availability of funds: Kristie Thomas, Finance Director/Assistant Chief Financial Officer Approved by: Kris Martinez, Assistant City Manager
Approved as to form: Phaedra A. Norton, City Attorney
Attachments:
Project Location Map
Bid Award Recommendation
Reimbursement Agreement between UCR and City of Riverside UCR Letter of Support for Bid
Bid Award No. 7992 – Elecnor Belco Electric, Inc. ● Page 2