CITY OF SAN MATEO
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CITY OF SAN MATEO
Agenda Report
City Hall
330 W. 20th Avenue
San Mateo CA 94403
www.cityofsanmateo.org
Agenda Number: 16 Section Name: {{section.name}} Account Number: 10-4661 File ID: {{item.tracking_number}} TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: Public Works Department
MEETING DATE: August 19, 2024
SUBJECT:
High Voltage Streetlight Conversion (Phase 5) Project – Agreement RECOMMENDATION:
Approve an agreement with Columbia Electric, Inc. for construction of the High Voltage Streetlight Conversion (Phase 5) Project in the amount of $2,050,325; establish a contingency reserve in the amount of $315,000; and authorize the Public Works Director to execute the agreement in substantially the form presented and issue change orders as allowed by the contract documents and within contingency amount.
BACKGROUND:
The High Voltage Streetlight Conversion (Phase 5) Project (Project) is part of the High Voltage Streetlight Conversion Program. The Project will convert three (3) high voltage streetlight circuits, consisting of 51 streetlights, to low voltage circuits. The Engineer’s Estimate for the project is $1,665,300. Project locations are shown in the attached Location Map (Attachment 2).
The project was advertised on June 6, 2024, and a total of two (2) bids were received and opened on July 2, 2024. The bids received are listed below in order of increasing bid amount.
CONTRACTOR BID AMOUNT
Columbia Electric, Inc. $2,050,325
Bay Area Lightworks, Inc. $2,860,500
The higher than estimated bid amounts appear to be driven by increased labor costs, most notably for electrical work.
Based on a review of the bids received, staff recommends for City Council to award the agreement to Columbia Electric, Inc. as the lowest responsive, responsible bidder. A bid from Bay Area Lightworks, Inc. was determined to be non- responsive because of the omission of signed Addendum No. 1 (Acknowledgement Form), as required to bid.
Staff also recommends a $315,000 contingency (approximately 15% of contract value) to be established given the number of unforeseen changes made and requested by PG&E during construction on previous phases of the project. PG&E is a significant stakeholder to coordinate with and deliver these projects; their infrastructure and resources need to be taken into consideration and accommodated, which result in changes to the delivery of the projects. Some examples of these changes include: providing incorrect electrical service connection voltage (i.e. 120V vs 240V service); changing location of electrical service connection after approval of initial location; delays in providing initial approval of service connection locations; and request for City to consolidate multiple proposed service connections to one location. These requests have resulted in additional design rework, construction change orders, and delays for past contractors.
CITY OF SAN MATEO
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BUDGET IMPACT:
Sufficient funds are available in the High Voltage Streetlight Conversion Project (No. 460040) to award this Phase 5 agreement in the amount of $2,050,325 and establish a contingency reserve of $315,000. There is one more phase in the High Voltage Streetlight Conversion program before the program is complete. Depending on what the construction bids come back at in the future for the remaining phase, there may be insufficient funds to complete the program.
ENVIRONMENTAL DETERMINATION:
This project is categorically exempt from CEQA as an “existing facility,” because it consists of the operation, repair, maintenance, permitting, leasing, licensing, or minor alteration of existing public or private structures, facilities, mechanical equipment, or topographical features, involving negligible or no expansion of existing or former use. (CEQA Guidelines Section 15301.)
NOTICE PROVIDED
All meeting noticing requirements were met.
ATTACHMENTS
Att 1 - Agreement
Att 2 - Location Map
STAFF CONTACT
Kenny Tanaka, Assistant Engineer
[email protected]
650-522-7318
Mike Kato, Associate Engineer
[email protected]
650-522-7377