CITY OF SIGNAL HILL
STAFF REPORT
2175 Cherry Avenue • Signal
Hill, California 90755-3799
4/26/2022
AGENDA ITEM
TO:
HONORABLE MAYOR
AND MEMBERS OF THE CITY COUNCIL
FROM:
THOMAS BEKELE
PUBLIC WORKS DIRECTOR
SUBJECT:
PUBLIC WORKS CONTRACT WITH T.E. ROBERTS, INC. FOR THE WATER SERVICES AND VALVE REPLACEMENTS PHASE II PROJECT (PROJECT NO.
95.18012)
Summary:
The City Council will consider entering into a Public Works Contract with T.E. Roberts, Inc. (TER) for the construction of the Water Services and Valve Replacements Phase II Project (Project No.
95.18012). This Project includes:
· Removal and replacement of 20 water services (meters and connections) at various locations throughout the City;
· Removal and replacement of valves and relocation of fire hydrants near E. Spring Street and Junipero Avenue;
· Repair of asphalt pavement (approximately 10,000 square feet); and · Restoration of traffic striping and markings.
Recommendations:
1. Authorize the City Manager to enter into a Public Works Contract with TER for construction of the Water Services and Valve Replacements Phase II Project (Project No. 95.18012), for a term of 60 working days and a not-to-exceed contract amount of $449,116 in a form approved by the City Attorney.
2. Establish a 10% ($44,912) project contingency pursuant to the City’s Purchasing and Contracting Guidelines utilizing Signal Hill Measure R funds for a total construction budget of $494,028.
CITY OF SIGNAL HILL Page 1 of 3 Printed on 4/21/2022
powered by Legistar™
4/26/2022
Fiscal Impact:
The total project budget is $494,028, which is the sum of the $449,116 not-to-exceed contract amount and the $44,912 construction contingency amount. The Water Services and Valve Replacements Project was originally split into a three-phase project, however, staff has combined the scope of work for Phases II and III into a single project to maximize project efficiencies. The total budget for Phases II and III combined is $450,000 which is available as designated in the Fiscal Year 2021-22 Water Capital Improvement Program Budget (Account No. 500-40-5840). Staff is proposing to utilize $44,912 of Signal Hill Measure R funds to allow the project to have a 10% contingency in the case of any unforeseen conflicts in the field with existing facilities or other substructures. If the contingency is used, the budget will be amended and the project expenditures will be recorded through the Capital Improvements Fund (400) and the capital asset will be contributed to the Water Enterprise fund upon project completion.
Strategic Plan Objective:
Goal No. 4: Maintain and improve the public infrastructure.
Background:
In 2019, the City utilized its on-call consultant AKM Consulting Engineers to prepare plans and specifications for several water services identified by the Water Department in need of replacement.
These services included lines which were constructed with outdated materials such as plastic, which are more susceptible to leakage and breakage. Subsequently, funds previously set aside for the Water Services and Valve Replacements Project were reallocated for construction of Well 10, which was deemed more critical to the reliability of the City’s water system.
The plans (Attachment A) and specifications (Attachment B) were updated in March 2022. This Project will allow the Water Department to complete the required service replacements and minimize the need for future emergency work, which is significantly more costly and time intensive. The scope of work includes:
· Removal and replacement of ten 1” water services and meters; · Removal and replacement of ten 2” water services and meters; · Pavement restoration (conventional and rubberized asphalt); · Traffic control; and
· Striping restoration.
Analysis:
Bid Circulation Process
On March 11, 2022, the Notice Inviting Bids was posted at the City’s public notice locations, sent to subscribers through the City’s website, and posted on PlanetBids via the City’s portal. The notice was also published in the Signal Tribune newspaper on March 11 and March 18, 2022. In addition, a nonmandatory pre-bid meeting was held on March 23, 2022, to review site conditions and inform prospective bidders of the scope of work.
CITY OF SIGNAL HILL Page 2 of 3 Printed on 4/21/2022
powered by Legistar™
4/26/2022
Bid Opening
The table below lists the bids in order from lowest bid amount to highest bid amount.
Contractor Selection
The City received one bid protest letter from a prospective bidder on April 13, 2022 (two days after the bid closing date) stating that the bid due time on PlanetBids had changed, which resulted in them being unable to submit. However, after thoroughly investigating this claim, it was determined that there was no record of the bid due time changing on the PlanetBids website. Additionally, the contractor was not able to provide documentation in support of their protest.
TER, the lowest and responsible bidder, submitted all the required documents prior to the bid closing date and time, including their hard copy bid bond. After reviewing their bid documents, all documents were complete and in good order, including Addendum Number 1; as such, staff determined TER to be the lowest responsible bidder.
Staff has conducted reference checks on the company’s listed projects in the Statement of Qualifications and verified that TER, along with their subcontractors, are properly licensed to perform the work under this contract.
Next Steps
Upon contract award, staff will issue a Notice to Proceed and begin coordinating with the contractor.
Construction is estimated to start in May 2022 with a schedule of 60 working days.
Reviewed:
_________________________
Sharon del Rosario
Approved:
_________________________
Hannah Shin-Heydorn
Attachments
CITY OF SIGNAL HILL Page 3 of 3 Printed on 4/21/2022
powered by Legistar™