City Council
Report
City Council Meeting: July 18, 2023
Agenda Item: 5.A
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To: Mayor and City Council
From: Rick Valte, Public Works Director, Public Works, Engineering and Street Services
Subject: Award Construction Contract for Street Lighting Modernization Program - Package 3 and Authorize a Modification for Design and Construction Support Services
Recommended Action
Staff recommends that the City Council:
1. Adopt of finding of Categorical Exemptions pursuant to Section 15302 and Section 15303 of the California Environmental Quality Act (CEQA) Guidelines.
2. Award Bid #SP2598 to International Line Builders, Inc. dba ILB Electric, a California-based company, for construction services for the Street Lighting Modernization Program – Package 3 Project for the Public Works Department.
3. Authorize the City Manager to negotiate and execute a contract with International Line Builders, Inc. dba ILB Electric in an amount not to exceed $1,793,464, including a 10% contingency.
4. Authorize the Director of Public Works to issue any necessary change orders to complete additional work within contract authority.
5. Authorize the City Manager to negotiate and execute a second modification to professional service agreement #9337 (CCS) in the amount of $206,000 with Willdan Engineering for design and construction support services for the Public Works Department. This will result in a five-year amended agreement with a new total amount not to exceed $635,000, with future year funding contingent on Council budget approval.
Summary
The City of Santa Monica’s Street Lighting Modernization Program – Package 3 Project (Project) would convert deteriorated high-voltage series street lighting circuits to modern, 120-volt multiple circuits and install energy-efficient LED luminaires on various streets in the Pico and Sunset Park neighborhoods. These replacements would reduce the City’s energy use and result in subsequent savings for the City. The project would 2 of 8
also install two electric vehicle charging stations at Joslyn Park and one curbside electric vehicle charging station adjacent to 620 Idaho Avenue as part of the implementation of the Electric Vehicle Action Plan. Staff recommends awarding a contract to International Line Builders, Inc. dba ILB Electric in an amount not to exceed $1,793,464 (including a 10% contingency) to provide construction services.
Staff also recommends amending professional service agreement #9337 (CCS) with Willdan Engineering for a new total amount not to exceed $635,000 and extending the agreement for an additional three years from the expiration date to December 31, 2027.
Willdan Engineering would provide design and construction support services.
Discussion
Street Lighting Modernization Program
The Street Lighting Modernization Program converts 1960s high‐voltage series street lighting circuits to modern, 120‐volt multiple circuits and replaces high-pressure sodium (HPS) luminaires with energy-efficient light-emitting diode (LED) luminaires. The 120- volt multiple circuits are more reliable, require less maintenance, and allow the City to take advantage of energy‐efficient LED lighting technology. The Street Lighting Modernization Program consists of five projects to convert the City’s remaining series circuits to multiple circuits (Figure 1).
• Package 1: Completed in November 2018.
• Package 2: City Council awarded a construction contract for Package 2 in September 2019. However, the contract was canceled prior to the start of construction due to the financial impacts of the COVID-19 emergency. Staff anticipate that Package 2 will be rebid and completed in FY2024-25. • Package 3: The current Project, if awarded, would be completed in FY2023-24. • Packages 4 and 5: Staff anticipates the final two packages to be designed and constructed in FY2025-26 and FY2026-27, respectively, contingent on budget availability.
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The total cost for the five packages of the Street Lighting Modernization Program is estimated to be approximately $10 million.
Figure 1: Street Lighting Modernization Program Map
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Street Lighting Modernization Program – Package 3 Construction The Project would modernize street lighting on the following streets in the Pico and Sunset Park neighborhoods:
• Stewart Street from Colorado Avenue to Olympic Boulevard. • 20th Street from Olympic Boulevard to the I-10 Freeway Off Ramp. • 14th Street from Olympic Boulevard to Pico Boulevard. • 11th Street from Olympic Boulevard to Pico Boulevard. • 24th Street north of Ocean Park Boulevard.
• Area bounded by Oak Street, 14th Street, Hill Street, and 11th Street.
Electric Vehicle Action Plan Implementation
Implementation of the Electric Vehicle Action Plan (Attachment A) would help the City reach greenhouse gas reduction goals identified in the Climate Action and Adaptation Plan (Attachment B). The City contracts with a third-party vendor to supply and maintain EV charging equipment. The Project would use South Coast Air Quality Management District (SCAQMD) funding to install three City-supplied curbside charging stations with a total of six charging ports. Two charging stations would be installed on 7th Street adjacent to Joslyn Park and one charging station would be installed near the intersection of Idaho Street and 6th Street.
Design and Construction Support Services
Staff recommends authorizing a second modification to professional services agreement #9337 (CCS) with Willdan Engineering to extend the term of the agreement for an additional three years from the expiration date of December 31, 2024, and to provide additional funding for design and construction support services through the completion of the remaining Street Lighting Modernization Program – Packages 2, 3, 4, and 5.
Funding for the Street Lighting Modernization Program was removed in 2020 due to the financial impacts of the COVID-19 emergency. As a result, the Package 2 construction contract was cancelled and the Willdan design contract was put on hold while the 5 of 8
design of Package 3 was in development and before Packages 4 and 5 could be started. Funding for the Street Lighting Modernization Program was restored in 2021 using Prop C Local Return funds, which are restricted for transportation and street improvement purposes.
Additional funds are needed (for both design and construction phases) to update the Package 2 plans and specifications to conform to current City Street lighting design standards, adjust future package segments according to Prop C funding guidelines that limit work to transit routes, perform additional coordination with Southern California Edison, and update consultant billing rates from the original agreement executed in 2011.
Based on the current CIP funding allocation, staff anticipate all remaining packages can be designed and constructed by FY2026-27, contingent upon Council approve of future budgets. Extending the agreement by three years would align the Willdan Engineering agreement with the estimated timeline of the remaining packages to provide design and construction support services through the completion of the project.
Past Council Actions
11/14/17 (Attachment A) Adopted the Electric Vehicle Action Plan 5/28/19 (Attachment B) Adopted the Climate Action and Adaptation Plan 2/8/11 (Attachment C) Awarded RFP for Street Lighting Design Services (SP2121) to Willdan Engineering
Vendor Selection
Bidder Recommendation
Best Bidder International Line Builders, Inc. dba ILB Electric Evaluation Criteria Price; the ability, capacity, and skill of the bidder to perform the services; the capacity of the bidder to perform the contract within the time specified; the sufficiency of the bidder’s financial resources; the reputation and experience of the bidder.
Municipal Code SMMC 2.24.180
Submittals Received
International Line Builders, Inc. dba ILB Electric $1,630,422 6 of 8
Bid Data
Date
Posted Posted On
Advertise In
(City Charter & SMMC)
Vendors
Downloaded
Date Publicly
Opened
4/25/2023 City's Online
Bidding Site
Santa Monica Daily
Press
52 5/26/2023
Best Bidder Justification
Staff recommends International Line Builders, Inc. dba ILB Electric, the lowest bidder, as the best bidder when evaluating bid price and experience with similar projects for the City of Santa Monica and City of Los Angeles.
Public Outreach
Construction is expected to begin in fall 2023 and continue through the spring of 2024.
Prior to and during construction, City staff and the contractor would distribute notifications to adjacent properties detailing the project scope, construction schedule, and potential impacts. Periodic updates would be provided, as necessary. Social media would be utilized to notify the public about general construction updates.
Environmental Review
The award contract and amended agreement for the Street Lighting Modernization Program are categorically exempt as a Class 2 exemption pursuant to Section 15302 of the CEQA Guidelines, which exempts 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 substantially the same purpose and capacity as the structure replaced. This project would replace the existing street lighting system with a new street lighting system without changing the existing streetlight poles and foundations. Furthermore, none of the Exceptions to Categorical Exemptions set forth in the CEQA Guidelines, Section 15300.2, apply to this exemption.
The award contract for the installation of new EV chargers is exempt from CEQA pursuant to Section 15303 (Class 3 New Construction or Conversion of Small Structures). Class 3 consists of construction and location of limited numbers of new, Select Electric, Inc. $2,459,650
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small facilities or structures; installation of small new equipment and facilities in small structures; and the conversion of existing small structures from one use to another where only minor modifications are made in the exterior of the structure.
Financial Impacts and Budget Actions
Staff seeks authority to approve available funding from the Local Return Fund and SCAQMD Fund to award a contract with International Line Builders, Inc. dba ILB Electric for construction services for the Street Lighting Modernization Program – Package 3 Project.
Contract Request
FY2023-24
Request Amount CIP Account # Total Contract Amount
$1,588,904 C2704590.689130 $1,588,904
$204,560 C1807490.689000 $204,560
Total $1,793,464
Staff seeks authority to approve available funding from the Local Return Fund to increase the amount of professional service agreement #9337 (CCS) with Willdan Engineering for design and construction support services for the Street Lighting Modernization Program.
Agreement Modification Request
Agreement
#
Current
Authorized
Amount
FY 2023-24
Modified
Request Amount
CIP Account # Total Revised
Contract Amount
9337 $429,000 $206,000 C2704590.689130 $635,000
Future year funding is contingent on Council budget approval. 8 of 8
Prepared By: Robert Zak, Civil Engineer
Approved Forwarded to Council
Attachments:
A. November 14, 2017 Staff Report (Web Link)
B. May 28, 2019 Staff Report (Web Link)
C. February 8, 2011 Staff Report
D. Original PSA 9337 Willdan
E. PSA #9337 Modification #1
F. Oaks Form - ILB Electric
G. Oaks Form - Willdan Engineering