CITY OF SIGNAL HILL
STAFF REPORT
2175 Cherry Avenue • Signal
Hill, California 90755-3799
11/14/2023
AGENDA ITEM
TO: HONORABLE MAYOR
AND MEMBERS OF THE CITY COUNCIL
FROM: CARLO TOMAINO
CITY MANAGER
BY: THOMAS BEKELE
PUBLIC WORKS DIRECTOR
SUBJECT:
PUBLIC WORKS CONTRACT WITH VICON ENTERPRISE INCORPORATED FOR THE FUEL STATION CANOPY REPLACEMENT PROJECT (90.17015)
Summary:
The City Council will consider entering into a Public Works Contract with Vicon Enterprise Incorporated for the Fuel Station Canopy Replacement Project, in the amount of $445,000 with a 10% contingency up to $44,500. The City released a Notice Inviting Bids (NIB) for these services on September 21, 2023, with a bid due date of October 26, 2023; the City received three bids by the deadline. Following review of bids, staff determined Vicon Enterprise Incorporated is the lowest responsive and responsible contractor with the proper experience to perform the scope of work for the Fuel Station Canopy Replacement Project. Subject to City Council approval of the contract award, staff would issue a Notice to Proceed and begin coordinating with the contractor. Construction of the project is estimated to start in December 2023, with completion within 90 working days.
Strategic Plan Goal(s):
Goal No. 4 Infrastructure: Maintain and improve the City’s physical infrastructure, water system, and recreational spaces.
Recommendations:
1. Authorize the City Manager to enter into a Public Works Contract with Vicon Enterprise Incorporated for construction of the Fuel Station Canopy Replacement Project (Project No.
90.17015), for a term of 90 working days, for a not-to-exceed contract amount of $445,000, in a form approved by the City Attorney; and
2. Authorize the Public Works Director to utilize a contingency of up to 10% ($44,500) to accommodate additional scope of work in the event of changed or unforeseen conditions, for a CITY OF SIGNAL HILL Page 1 of 3 Printed on 11/9/2023
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11/14/2023
total construction budget of $489,500.
The total cost for this contract is $445,000; staff also recommends contingency funds totaling $44,500 for a total expected project cost of $489,500. Funds in the amount of $554,775.52 are allocated in the approved FY 2023-24 Capital Improvement Budget for the Fuel Station Canopy Replacement Project (Project No. 90.17015, Account No. 601-40-5840).
Background:
The fuel station canopy located at the Public Works Yard, 2175 28th Street, was originally constructed in 1982; the canopy has reached its maximum useful life and is in need of replacement. Fuel dispensing stations are required to have a canopy in accordance with the California Fire Code 406.7.2 and for general compliance with the State Water Resource Control regulations for purposes of accidental discharge of fuel and automotive fluids into the stormwater runoff.
In 2018, City staff initiated preliminary engineering efforts to design and replace the canopy at the City’s fuel station. AndersonPenna Partners, Incorporated in collaboration with its structural engineering subconsultant, McLean & Schultz, began the preliminary design. On December 13, 2022, City Council approved a sole-source contract with Moffatt & Nichol, Incorporated to finalize the structural canopy design and construction documents.
Analysis:
In May 2023, Moffatt & Nichol completed the structural engineering design and construction documents for the replacement of the City’s fuel station canopy. The final approved plans encompass the demolition of the existing canopy and replacement with a new steel canopy meeting the current California Building Code; partial removal and reconstruction of the fuel island, including the footings; and installation of new electrical conduit for possible future integration of solar panels. The proposed term of 90 working days includes the time required for procuring construction materials. The fuel pumps are only expected be out of service for approximately 2-3 weeks. Staff will make proper advance notifications to other departments for alternative fueling arrangements.
Bid Circulation Process
On September 21, 2023, staff issued a Notice Inviting Bids (NIB) for the Fuel Station Canopy Project.
The City posted the NIB at the following locations:
· PlanetBids via the City’s online portal
· City’s website
· City’s public notice locations as identified in Signal Hill Municipal Code Section 1.05.010 Nineteen prospective bidders were notified of the bid opportunity through PlanetBids and a total of fifteen prospective bidders downloaded the contract documents; the bids were due to the City on October 26, 2023.
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Bid Results
The City received three bids from the following contractors by the bid due date:
Contractor Selection
Vicon Enterprise Incorporated submitted the apparent low bid of $445,000.00 and submitted all the required documents and bid bond prior to the bid closing date and time.
Staff conducted reference checks and verified that Vicon Enterprise Incorporated, along with its subcontractors, are properly licensed to perform the work under this contract. Staff also reviewed the company’s bid documents, and found all documents were complete and in good order. Following the bid evaluation process, staff determined Vicon Enterprise Incorporated to be the lowest responsive and responsible bidder. Staff is recommending an award of contract to Vicon Enterprise Incorporated for construction of the Fuel Station Canopy Replacement Project (Project No. 90.17015), for a term of 90 working days, for a not-to-exceed contract amount of $445,000.
If the City Council approves the contract, staff would issue a Notice to Proceed and begin coordinating with the contractor. Construction of the project is estimated to start in December 2023 with completion within 90 working days.
Reviewed for Fiscal Impact:
_________________________
Sharon del Rosario
Attachment(s):
A. Contract
B. Project Plans
C. Project Specifications
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