CAP2306.SR.JD
CITY OF SIMI VALLEY
MEMORANDUM
A
pril 10, 2023
TO: City Council
F
ROM: Department of Public Works
S
UBJECT: AWARD OF CONTRACT FOR TRAFFIC SIGNAL VIDEO
DETECTION SYSTEM INSTALLATIONS, CP60000018, SPECIFICATION NO. SV 23-14
RECOMMENDATION
I
t is recommended that the City Council award the attached contract (page 5 ) to Econolite Systems, Inc. (Econolite) in the amount of $479,702.00 for the Traffic Signal Video Detection System Installations, CP60000018, Specification No. SV 23-14.
BACKGROUND AND OVERVIEW
S
taff recommends that the City Council award a construction contract to Econolite Systems in the amount of $479,702.00 for the construction of Traffic Signal Video Detection System Installations, CP60000018, Specification No. SV 23-14.
On
February 17, 2023, the Public Works Department solicited bids for a project that includes the installation traffic signal video detection systems at twelve (12) City intersections ahead of this years’ upcoming street rehabilitation projects. Improvements consist of installation of new traffic signal video detection cameras, removing and replacing existing traffic signal boxes, and removing and replacing existing signal cables.
See the Location Map (Attachment A, Page 4).
V
ideo detection cameras are installed as part of pavement rehabilitation projects in lieu of in-ground traffic loops that have to be replaced every time the roadway is resurfaced.
This will reduce future construction costs and will maintain normal traffic signal operations during construction. The camera installations will coincide with this year’s upcoming street rehabilitation projects and will minimize traffic signal light timing delays at intersections after removal of traffic loops in preparation of paving. These cameras only sense the presence of vehicles, triggering the traffic signal’s cycle to change; the cameras do not have recording functions or the ability to store data that is observed by the camera.
FINDINGS AND ALTERNATIVES
A
Notice Inviting Bids was published in the Ventura County Star and was also submitted to various publications and plan rooms. A Notice was also mailed to the contractors on the City ’s contractors’ list, including local contractors, and was posted on the City’s website.
AGENDA ITEM NO.
Consent (3)
CAP2306.SR.JD
On March 20, 2023, the bid opening date, seven (7) bids were received and the results are shown in the table below:
Contractor Bid Amount
Econolite Systems, Inc.
Anaheim, CA
Bid Amount corrected due to minor arithmetic error of
$8.00.
$479,702.00
California Professional Engineering,
San Jose, CA
$481,801.00
Elecnor Belco Electric, Inc.,
Chino, CA
$533,510.00
Baker-Electric & Renewables,
Escondido, CA
$542,960.00
Comet Electric,
Chatsworth, CA
$563,681.00
Crosstown Electrical,
Irwindale, CA
$582,376.00
Bear Electric Solutions,
Alviso, CA
$595,381.00
Engineer’s Estimate $600,000.00
Staff reviewed the bids received and determined that the lowest bid submitted by Econolite Systems ( Econolite) met the project’s requirements and was therefore determined to be responsive and cost competitive. Based on Econolite’s previous work accomplishments, staff believes that Econoline possesses the necessary qualifications and experience for the completion of the project and is considered to be a responsible bidder.
Sufficient funding is available in the FY 2022- 23 Streets and Road budget. Based on an award date of April 10, 2023, the completion of the project is anticipated by the end of October 2023.
Traffic control to minimize inconvenience will be monitored closely during construction, and the contractor will be required to maintain sufficient traffic flow, pedestrian access, and access to private properties.
The following alternatives are available to the City Council:
1. Award the attached contract to Econolite Systems , Inc. in the amount of $479,702.00 for the Traffic Signal Video Detection System Installation, CP60000018, Specification No. SV 23-14;
2. Do not award the contract at this time;
3. Provide other direction to staff.
2 CAP2306.SR.JD
Staff recommends Alternatives No. 1.
SUGGESTED CITY COUNCIL MOTION
I move to award a contract to Econolite Systems , Inc. in the amount of $479,702.00 for the construction of the Traffic Signal Video Detection System Installations, CP60000018, Specification No. SV 23-14.
SUMMARY
On February 17, 2023, the Public Works Department solicited bids for the construction of the Traffic Signal Video Detection System Installations, CP6000 0018, Specification No. SV 23-14. On March 20, 2023, Econolite Systems, submitted the lowest responsive and responsible bid. Therefore, it is recommended that the City Council award a contract to Econolite Systems, in the amount of $479,702.00 for completion of the project.
____________________________________
Ronald K. Fuchiwaki
Public Works Director
Prepared by: Fuad Shamout, Senior Engineer
INDEX Page
Attachment A – Location Map .............................................. 4 Contract ................................................................................ 5
3 CITY OF SIMI VALLEY
DEPARTMENT OF PUBLIC WORKS
ATTACHMENT A
4 CAP2306.CON.JD
Specification No. SV 23-14
CONTRACT BETWEEN THE CITY OF SIMI VALLEY AND
ECONOLITE SYSTEMS, INC. FOR TRAFFIC SIGNAL VIDEO
DETECTION SYSTEMS INSTALLATIONS, CP0000018,
SPECIFICATION NO. SV 23-14
THIS CONTRACT is made and entered into in the Ci ty of Simi Valley on this 10
th day of April 2023 by and between the CITY OF SIMI VALLEY, a municipal corporation, hereinafter referred to as CITY, and ECONOLITE SYSTEMS, INC. a California corporation, hereinafter referred to as CONTRACTOR, each a “Party” and collectively, “Parties”.
RECITALS
WHEREAS, on February 17, 202 3, CITY invited bids for the TRAFFIC SIGNAL VIDEO DETECTION SYSTEMS INSTALLATIONS, CP0000018 per Specification No. SV 23-14; and
WHEREAS, pursuant to said invitation, CONTRACTOR submitted a Proposal which was accepted by CITY for said project.
AGREEMENT
NOW, THEREFORE, in consideration of their mutual promises, obligations and covenants hereinafter contained, the parties hereto agree as follows:
1. Recitals
. The foregoing recitals are true and correct and are a part of this CONTRACT.
2. Term. The term of this CONTRACT shall be from the date this CONTRACT is made and entered, as first written above, and shall be completed no later than 50 consecutive working days after the receipt of the Notice to Proceed and final acceptance of all work by the City.
3. Incorporation By Reference. Public Contract Code Section 22300, Specification No. SV 23-14, consisting of 113 pages and all documents incorporated by reference therein, and the CONTRACTOR'S Bid consisting of the CONTRACTOR’S Proposal Statement, Proposed Schedule of Work and Prices, and Bidder’s Statement of Subcontractors and Material Fabricators, are hereby incorporated by reference and made a part of this CONTRACT.
5 CAP2306.CON.JD
Specification No. SV 23-14
4. Precedence of CONTRACT Documents . If there is a conflict between or among CONTRACT documents, the document highest in precedence shall control. The precedence shall be:
First: This Document consisting of 8 pages excluding paragraph 3 Second: Permits from other agencies as may be required by law Third: Special Provisions
Fourth: Bid Terms and Conditions
Fifth: Detailed Plans
Sixth: Standard Plans
Seventh: Standard Specifications Modifications
Eighth: "Standard Specifications for Public Works Construction" (SSPWC)
Ninth: Reference Specifications
Tenth: CONTRACTOR'S Proposal
Change orders, supplemental agreements, and approved revisions to plans and specifications become a part of item First.
5. Obligations of the CITY
.
A. The CITY shall be obligated to pay CONTRACTOR based
upon the actual City -authorized quantities in place and the unit and/or lump sum prices bid by CONTRACTOR, including but not limited to all labor, material and equipment, rather than the CONTRACT bid price.
B. CITY shall make regular progress payments to the
CONTRACTOR within 30 days after mutual concurrence with the unit quantities and/or lump sum items of work performed, subject to applicable retention requirements. In no event shall the total amount paid exceed the CONTRACT bid price of $479,702.00 unless otherwise agreed to by the parties in writing.
C. Upon receipt of an invoice for work performed to CITY'S satisfaction, CITY shall make progress payments within thirty (30) days of receipt of invoice. If the work is not performed satisfactorily or the invoice is defective, CITY shall notify CONTRACTOR, in writing, of the reasons within seven (7) days of receipt of invoice.
The intent of this Section is to comply with Public Contract Code Section 20104.50.
6. Obligations of the CONTRACTOR
.
A. CONTRACTOR shall perform as required by this
CONTRACT. CONTRACTOR agrees to perform the services more specifically set forth in the “Scope of Work” attached hereto and incorporated herein as Exhibit “A” and as further described in the incorporated documents. CONTRACTOR also warrants on behalf of itself and all subcontractors engaged for the performance of this CONTRACT that only persons authorized to work in the United States pursuant to the Immigration Reform and 6 CAP2306.CON.JD
Specification No. SV 23-14
Control Act of 1986 and other applicable laws shall be employed in the performance of the work hereunder.
B. CONTRACTOR shall obey all Federal, State, local, and special district laws, ordinances, and regulations.
C. CONTRACTOR sha ll abide by the CITY’S Business Tax
Ordinance, of which proof of payment must be obtained prior to performance of this CONTRACT. CONTRACTOR shall maintain a valid Business Tax Certificate for the term of the CONTRACT.
D. Prevailing wage: In addition to any applicable federal requirements, the CONTRACTOR shall comply with all applicable California laws related to prevailing wage, including but not limited to California Labor Code 1720 et seq. and all other California prevailing wage laws and regulations, and all requirements, regulations or decisions of the California Department of Industrial Relations related thereto.
CONTRACTOR further stipulates to follow all requirements and pay any penalties due, if any, under Section 1813 of the California Labor Code. The CONTRACTOR shall post the prevailing rate per diem wages at each job site. Further CONTRACTOR shall indemnify, defend, and hold CITY harmless from any claim that prevailing wages should have been paid pursuant to this CONTRACT, including federal prevailing wage requirements under the Davis-Bacon Act, if applicable and shall be liable for the payment of same and any penalties thereon. CONTRACTOR is responsible for paying all legally required prevailing wages, and in the case of a difference between state and Federal law, the highest legally required rate.
CONTRACTOR and all subcontractors must be registered
and remain registered with DIR (Department of Industrial Relations) through the term of the CONTRACT in accordance with the California Labor Code (“Labor Code”), in particular Labor Code Section 1771.1, and any successor or replacement provision thereto, unless a small project exemption applies ($25,000 for public works or $15,000 for maintenance). CONTRACTOR further agrees that it will follow all requirements and obligations set forth in Labor Code Section 1776.
7. Audit.
A. At any time during normal business hours and as often as the CITY may deem necessary, CONTRACTOR shall make available to CITY for inspection its records pertaining to this CONTRACT. CONTRACTOR shall permit CITY to audit, examine and/or reproduce such records. CONTRACTOR will retain such financial records, time sheets, work progress reports, invoices, bills and project records for at least two (2) years after termination or final payment under this CONTRACT. This paragraph shall survive for two (2) years after termination of this CONTRACT.
B. CITY shall have the option of inspecting and/or auditing all records and other written materials used by CONTRACTOR in preparing its statements to CITY as a condition precedent to any payment to CONTRACTOR. 7 CAP2306.CON.JD
Specification No. SV 23-14
8. Hold Harmless and Indemnification . CONTRACTOR shall defend, indemnify, and hold harmless CITY, its agents, officials, officers, representatives, and employees, from and against all claims, lawsuits, liabilities or damages of whatever nature arising out of or in connection with, or relating in any manner to any act or omission of CONTRACTOR, its agents, employees, and subcontractors, and employees thereof, pursuant to the performance or non- performance of this CONTRACT. The CONTRACTOR shall thoroughly investigate any and all claims and indemnify the CITY and do whatever is necessary to protect the CITY, its agents, officials, officers, representatives, and employees as to any such claims, lawsuits, liabilities, expenses, or damages arising out of this CONTRACT. The CITY shall be included as an Additional Insured in the automobile/liability insurance policies and endorsements of the CONTRACTOR. The CONTRACTOR mu st select an attorney acceptable to the CITY who will defend such proceeding and the CITY will control any litigation thereof. Such approval by the CITY will not be unreasonably withheld. This paragraph shall survive the termination of the CONTRACT.
9. Amendments. Any amendment, modification, or variation from the terms of this CONTRACT shall be in writing and shall be effective only upon mutual written approval by the Director of Public Works and CONTRACTOR.
10. Anti-Discrimination. In the performanc e of the terms of this CONTRACT, CONTRACTOR shall not engage in, nor permit subcontractors to engage in, discrimination in employment of persons because of the age, race, color, religious creed, sex, sexual orientation, national origin, ancestry, physical disability, mental disability, medical condition, or marital status of such persons. Violation of this provision may result in the imposition of penalties referred to in Labor Code Section 1735.
11. Termination. If, during the term of this CONTRACT, CIT Y determines that CONTRACTOR is not faithfully abiding by any term or condition contained herein, CITY may notify CONTRACTOR in writing of such defect or failure to perform. The notice must give to the CONTRACTOR a ten (10) day period of time thereafter in which to perform said work or cure the deficiency. If CONTRACTOR has not performed the work or cured said deficiency within the ten (10) days specified in the notice, such failure shall constitute a breach of this CONTRACT, and CITY may terminate this CONTRACT immediately by written notice to CONTRACTOR to said effect. Thereafter, neither party shall have any further duties, obligations, responsibilities, or rights under this CONTRACT except, however, any and all obligations of CONTRACTOR'S surety shall remain in full force and effect and shall not be extinguished, reduced, or in any manner waived by the termination hereof. In said event, CONTRACTOR shall be entitled to the reasonable value of its services performed from the beginning of the period in which the breach occurs up to the day it received CITY'S Notice of Termination, minus any damages, including liquidated damages if so provided herein, occasioned by such breach. CITY reserves the right to delay any such payment until completion or confirmed abandonment of the project, as may be determined in the CITY'S sole discretion, so as to permit a full and complete accounting of costs. In no 8 CAP2306.CON.JD
Specification No. SV 23-14
event, however, shall CONTRACTOR be entitled to receive in excess of the compensation quoted in its bid.
12. Insurance. CONTRACTOR shall, prior to commencing performance hereunder, submit proof of all insurance coverage as required by the Specification or other document incorporated in and made a part of this CONTRACT.
13. Complete CONTRACT
. This CONTRACT shall constitute the
complete CONTRACT between the parties hereto. No verbal agreement, understanding, or representation not reduced to writing and specifically incorporated herein shall be of any force or effect, nor shall any such verbal agreement, understanding, or representation be binding upon the parties hereto.
14. Independent Contractor. It is expressly understood between the parties to this CONTRACT that no employee/employer relationship is intended; CONTRACTOR is an independent contractor.
15. Time of Performance
. Time is of the essence in this CONTRACT.
16. Liquidated Damages. Should the CONTRACTOR fail to complete the project, or any part thereof, in the time agreed upon in the CONTRACT or within such extra time as may have been allowed for delays or extensions granted as provided in the CONTRACT, the CONTRACTOR shall reimburse the CITY for the additional expense and damage for each calendar day that the CONTRACT remains uncompleted after the CONTRACT completion date. I t is agreed that the amount of such additional expense and damage incurred by reason of failure to complete the CONTRACT is the per diem rate $1,500 per calendar day. Such amounts are hereby agreed upon as liquidated damages for the loss to the CITY resul ting from the failure of the CONTRACTOR to complete the project within the allotted time and to the value of the operation of the works dependent thereon.
It is expressly understood and agreed that this amount is a reasonable amount and is established in lieu of damages which are incapable of calculation at the inception hereof; and this amount is not to be considered in the nature of a penalty. The CITY shall have the right to deduct such damages from any amount due, or that may become due to the CONTRAC TOR, or the amount of such damages shall be due and collectible from the CONTRACTOR or the CONTRACTOR'S Surety.
Progress payments made after the scheduled completion date shall not constitute a waiver of liquidated damages.
9 CAP2306.CON.JD
Specification No. SV 23-14
17. Conflict of Interest . Ne ither CONTRACTOR nor any employees, agents, or subcontractors of CONTRACTOR who will be assigned to this project, to the best of CONTRACTOR'S knowledge, own any property or interest in properties, business relationships, or sources of income which may be affected by the performance of this CONTRACT. Should one party hereto learn of any such interest, income source, or business relationship, such fact shall immediately be brought to the attention of the other party hereto. If the parties thereupon cannot mutually agree upon a means to eliminate the conflict, CITY may terminate the CONTRACT immediately for non- performance pursuant to Section 11 herein.
18. Successors and Assigns. The terms hereof shall be binding upon and inure to the benefit of the successors and assigns of the parties hereto; provided, however, that no party hereto shall assign any of the benefits and burdens hereunder, whether voluntarily or by operation of law, without the prior written consent of the other party, and any such assignment without said consent shall be void.
19. Authority to Execute Contract. Both CITY and CONTRACTOR do covenant that each individual executing this CONTRACT on behalf of each party is a person duly authorized and empowered to execute contracts for such party.
20. Jurisdiction and Venue . Jurisdiction is in an appropriate court in the State of California and venue lies in Ventura County, and the parties do not consent to arbitration. In the event of any dispute, each party shall bear its own fees and cost s (including attorneys’ fees). This CONTRACT shall be governed by California law, without regard to conflict of law principles.
21. Non-Appropriation of Funds
. Payments due and payable to
CONTRACTOR for current goods and/or services are within the current budget and within an available, unexhausted and unencumbered appropriation of CITY. In the event CITY has not appropriated sufficient funds for payment of goods and/or services beyond the current fiscal year, this CONTRACT shall cover only those costs incurred up to the conclusion of the current fiscal year.
22. Notices
. All written notices required by, or related to this
CONTRACT shall be sent by Certified Mail, Return Receipt Requested, postage prepaid and addressed as listed below. Neither party to this CONTRACT shall refuse to accept such mail; the parties to this CONTRACT shall promptly inform the other party of any change of address. All notices required by this CONTRACT are effective on the day of receipt, unless otherwise indicated herein. The mailing address of each party to this CONTRACT is as follows:
CITY Ronald K. Fuchiwaki, Public Works Director
Department of Public Works
2929 Tapo Canyon Road
Simi Valley, CA 93063
Staff Contact: Fuad Shamout, Senior Engineer
(805) 583-6788
10 CAP2306.CON.JD
Specification No. SV 23-14
CONTRACTOR Econolite Systems, Inc.
1250 North Tustin Avenue
Anaheim, CA 92807
Staff Contact: John Tracey, CFO
(714) 575-5549
IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed the day and year first above written.
Attest: City of Simi Valley, A Municipal Corporation
By:
Lucy Blanco, City Clerk Fred D. Thomas, Mayor of the City of Simi Valley, California
Approved as to Form: Econolite Systems, Inc.
By:
David L. Caceres, City Attorney
Print Name:
Approved as to Content: Title:
By:
Brian Paul Gabler, City Manager
Print Name:
Title:
Johanna Medrano
Deputy Administrative Services Director/
Budget & Purchasing
Ronald K. Fuchiwaki
Public Works Director
11 CAP2306.CON.JD
Specification No. SV 23-14
EXHIBIT “A”
SCOPE OF WORK
CONTRACT BETWEEN THE CITY OF SIMI VALLEY AND
ECONOLITEFOR TRAFFIC SIGNAL VIDEO DETECTION
SYSTEMS INSTALLATIONS, CP0000018, SPECIFICATION
NO. SV 23-14
The project will consist of installation of traffic video detection systems and all appurtenant work at the following intersections:
1) Alamo Street and Sequoia Avenue
2) Alamo Street and Lemon Drive
3) Los Angeles Avenue and Sequoia Avenue
4) Los Angeles Avenue and Stow Street
5) Madera Road and Country Club Drive East
6) Madera Road and Cancun Street
7) Madera Road and Vista Lago Drive
8) Madera Road and Sunset Garden Lane
9) First Street and Royal Avenue
10) First Street and Arcane Street
11) Erringer Road and Arcane Street
12) Fourth Street and Royal Avenue
12