CITY OF
SIMI VALLEY
MEMORANDUM
March 31,
2025
TO: City Co
uncil
FROM: D
epartment of Public Works
SUBJECT: AWARD CONTRACT AND APPROVAL OF A SUPPLEMENTAL BUDGET
REQUEST FOR CONSTRUCTION OF THE ALAMO STREET AND TAPO
STREET TRAFFIC SIGNAL MODIFICATION, CP60000054,
SPECIFICATION NO. SV 25-12
STAFF RECOMMENDATION
It is
recommended that the City Council:
1. Award a contract to Bear Electrical Solutions, LLC (page 4) in the amount of $198,150 for the construction of the Alamo Street and Tapo Street Traffic Signal Modification Project, CP60000054, Specification No. SV 25-12; and
2. Approve a Supplemental Budget Request in the amount of $23,150 from the Traffic Impact Fee Fund (Fund 263) with an interfund transfer from Fund 263 to the Streets and Roads Fund (Fund 600).
BACKGROUND AND OVERVIEW
Staff recommends that the City Council award a contract for $198,150 and approve a supplemental budget request in the amount of $23,150 for the construction of the Alamo Street and Tapo Street Traffic Signal Modification Projec t, CP60000054, Specification No. SV 25-12.
At the November 18, 2024, City Council Meeting, Council approved a capital project, approved funding for that project , and authorize d the City Manager to execute a construction contract to install left -turn phasing on Alamo Street at the intersec tion with Tapo Street. The developer of the mixed-use apartment complex on the northeast corner of the intersection contributed $50,000 for their share of these improvements, in addition to the usual traffic impact fee assessment of $226,631.52, which is based on the number of trips generated by the dev elopment. Council appr oved an additional $125,000 for the project from Traffic Impact Fees (Fund 263).
FINDINGS AND ALTERNATIVES
A Notice Inviting Bids was published in the Ventura County Star and submitted to various publications and plan rooms. A Notice was mailed to the contractors on the City’s contractors’ list, including local contractors, and posted on the City’s website. Fiv e bids TR2503.SR.MG
AGENDA ITEM NO.
Consent (8)
w
ere received on the bid opening date of February 11, 2025, and the results are shown in the table below:
Contractor Bid Amount
Bear Electrical Solutions, LLC
Alviso, CA
$198,150
Crosstown Electrical & Data, Inc.
Irwindale, CA
$207,483
PTM General Engineering Services, Inc.
Riverside, CA
$220,022
California Professional Engineering, Inc.
Ventura, CA
$220,420
Alfaro Communications Construction, Inc.
Compton, CA
$237,777
Engineer’s Estimate $175,000
S
taff reviewed the bid submitted by Bear Electrical Solutions, LLC (Bear Electric) and determined that the bid was responsive and cost-competitive. As the lowest responsive, responsible bid is $23,150 higher than the approved project funding, a supplemental budget request is required to award the project.
Cons
truction is anticipated to start toward the end of June 2025 .. Procurement of traffic signal materials and equipment is uncertain, with long lead times . 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.
T
he following alternatives are available to the City Council:
1. Award a contract to Bear Electrical in the amount of $198,150 for the construction of the Alamo Street and Tapo Street Traffic Signal Modification Project, CP60000054, Specification No. SV 25-1 2 and ap prove a Supplemental Budget Request in the amount of $23,150 from the Traffic Impact Fee Fund (Fund 263), with an interfund transfer from Fund 263 to Fund 600 (Streets and Roads).
2. Provide other direction to staff.
S
taff recommends Alternative 1.
SUGGESTED CITY COUNCIL MOTION
I move to award a contract to Bear Electrical S olutions, LLC in the amount of $198,150 and approve a Supplemental Budget Request in the amount of $23,150 from the Traffic Impact Fee Fund (Fund 263), with an interfund transfer from Fund 263 to the Streets and Roads Fund (Fund 600) for the construction of the Alamo Street and Tapo Street Traffic Signal Modification Project, CP60000054, Specification No. SV 25-1 2.
TR2503.SR.MG
2 TR2503.SR.MG
SUMMARY
At the November 18, 2024 , City Council Meeting, Staff brought forward an item to establish a capital project and approve funding for a construction contract to install left-turn phasing on Alamo Street at the intersection with Tapo Street . The Council approved this request, a notice inviting sealed bids was then advertised, and f ive bids were received on the bid opening date of February 11, 2025, with the lowest responsive, responsible bid received being $23,150 more than the approved funding. Staff, therefore, recommends awarding a contract to Bear Electrical Solutions, LLC , in the amount of $198,150, and approving a supplemental budget request in the amount of $23,150 to cover the additional cost.
____________________________________
Ronald K. Fuchiwaki
Public Works Director
Prepared by: Justin Link, Principal Engineer
INDEX Page
Contract ................................................................................ 4
3 Contract No. 3250093
1 PUBLIC WORKS CONTRACT
BETWEEN
THE CITY OF SIMI VALLEY AND
BEAR ELECTRICAL SOLUTIONS, LLC
This CONTRACT is entered into this 31st day of March, 2025, by and between the CITY OF SIMI VALLEY , a general law city and municipal corporation (“the City”) and BEAR ELECTRICAL SOLUTIONS, LLC, a Limited Liability Company (“the Contractor”).
1. WORK.
A. The Contractor will provide all work required by the Contract Documents (the “Work”). The Contractor agrees to do additional work arising from changes ordered by the City in accordance with the Contract Documents.
B. The Contractor and the City agree to abide by the terms and conditions contained in the Contract Documents;
C. The Contractor will furnish all of the labor; supplies and materials; equipment; printing; vehicles; transportation; office space and facilities; all tests, testing and analyses; and all matters whatsoever (except as otherwise expressly specified to be furnished by the City) needed to perform and complete the Work and provide the services required of the Contractor by the Contract Documents.
D. “Contract Documents” means the Notice Inviting Bids; Instructions to Bidders; Supplementary Instructions to Bidders; Proposal; this Contract; Standard Specifications; Supplementary Conditions; Exhibits; Technical Specifications; List of Drawings; Drawings; Addenda; Notice to Proceed; Change Orders; Notice of Completion; and all other documents identified in the Contract Documents which together form the contract between the City and the Contractor for the Work. The Contract Documents constitute the complete agreement between the City and the Contractor and supersede any previous agreements or understandings.
2. CONTRACT SUM. The City agrees to pay the Contractor a sum not to exceed one hundred ninety-eight thousand one hundred fifty dollars ($198,150) for the Work in the manner set forth in the Contract Documents. The City may adjust this amount as set forth in the Contract Documents.
3. TIME FOR PERFORMANCE.
A. The Contractor will fully complete the Work within 90 consecutive calendar days after receipt of the Second Notice to Proceed. (the “Contract Time.”)
B. City shall issue two (2) Notices to Proceed. The First Notice to Proceed will 4 City of Simi Valley
Contract No. 3250093
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TR2503.CON.MG SPEC. NO. SV 25-12
authorize Contractor to order and purchase equipment necessary to complete the Work. The Contract Time will commence when the City issues the Second N otice to Proceed. This “Second” Notice to Proceed will be given following successful acquisition of the parts and equipment necessary to carry out the Work.
C. The Contract Documents will supersede any conflicting provisions included on the notice to proceed issued pursuant to this Contract.
D. The Contractor may not perform any Work until:
i. The Contractor furnishes proof of insurance as required by the Contract Documents; and
ii. The City gives the Contractor a written, signed, and numbered purchase order and notice to proceed.
E. By signing this Contract, the Contractor represents to the City that the Contract Time is reasonable for completion of the Work and that the Contractor will complete the Work within the Contract Time.
F. Should the Contractor begin the Work before receiving written authorization to proceed, any such Work is at the Contractor’s own cost and risk.
4. DISPUTES. Disputes arising from this contract will be determined in accordance with the Contract Documents and Public Contracts Code §§ 10240-10240.13.
5. THIRD PARTY CLAIMS. In accordance with Public Contracts Code § 9201, the City will promptly inform the Contractor regarding third- party claims against the Contractor, but in no event later than ten (10) business days after the City receives such claims. Such notification will be in writing and forwarded in accordance with the “Notice” section of the Contract Documents. As more specifically detailed in the Contract Documents, the Contractor agrees to indemnify and defend the City against any third-party claim.
6. TAXPAYER IDENTIFICATION NUMBER. The Contractor will provide the City with a Taxpayer Identification Number.
7. PERMITS AND LICENSES . Unless otherwise provided, the Contractor, at its sole expense, will obtain and maintain during the Contract Time, all necessary permits, licenses, and certificates that may be required in connection with the Work.
8. OWNERSHIP OF DOCUMENTS. All documents, data, studies, drawings, maps, models, photographs and reports prepared by the Contractor under the Contract Documents are the City’s property. The Contractor may retain copies of said documents 5 City of Simi Valley
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and materials as desired, but will deliver all original materials to the City upon the City’s written notice.
9. INDEMNIFICATION. The Contractor agrees to indemnify, defend, and hold the City harmless as set forth in the Contract Documents. The requirements as to the types and limits of insurance coverage to be maintained by the Contractor as required by the Contract Documents, and any approval of such insurance by the City, are not intended to and will not in any manner limit or qualify the liabilities and obligations otherwise assumed by the Contractor pursuant to the Contract Documents, including, without limitation, to the provisions concerning indemnification.
10. INDEPENDENT CONTRACTOR. The City and the Contractor agree that the Contractor will act as an independent contractor and will have control of all work and the manner in which is it performed. The Contractor will be free to contract for similar service to be performed for other employers while under contract with the City. The Contractor is not an agent or employee of the City and is not entitled to participate in any pension plan, insurance, bonus or similar benefits the City provides for its employees. Any provision in this Contract that may appear to give the City the right to direct the Contractor as to the details of doing the work or to exercise a measure of control over the work means that the Contractor will follow the direction of the City as to end results of the work only.
11. AUDIT OF RECORDS. The Contractor will maintain full and accurate records with respect to all services and matters covered under this Contract. The City will have free access at all reasonable times to such records, and the right to examine and audit the same and to make transcript therefrom, and to inspect all program data, documents, proceedings and activities. The Contractor will retain such financial and program service records for at least three (3) years after termination or final payment under the Contract Documents.
12. NOTICES. All communications to either party by the other party will be deemed made when received by such party at its respective name and address as follows:
The City The Contractor
Attention: Justin Link Attention: Andrew Bader
Principal Engineer President
City of Simi Valley Bear Electrical Solutions, LLC
2929 Tapo Canyon Road 1252 State Street
Simi Valley, CA 93063 Alviso, CA 95002
(805) 583-6884 (408) 449-5178
[email protected] [email protected]
Any such written communications by mail will be conclusively deemed to have been received by the addressee three (3) days after deposit thereof in the United States Mail, postage prepaid and properly addressed as noted above. In all other instances, notic es 6 City of Simi Valley
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will be deemed given at the time of actual delivery. Changes may be made in the names or addresses of persons to whom notices are to be given by giving notice in the manner prescribed in this paragraph.
13. NO THIRD PARTY BENEFICIARY . This Contract and every provision herein is for the exclusive benefit of the Contractor and the City and not for the benefit of any other party. There will be no incidental or other beneficiaries of any of the Contractor’s or the City’s obligations under this Contract.
14. INTERPRETATION. This Contract was drafted in, and will be construed in accordance with the laws of the State of California, and exclusive venue for any action involving this Contract will be in Ventura County.
15. EFFECT OF CONFLICT. In the event of any conflict , inconsistency, or incongruity between any provision of the Contract Documents, precedence will be as follows:
A. This Contract;
B. The Standard Specifications; and
C. Precedence of documents as determined in the Standard Specifications.
16. SEVERABILITY. If any portion of the Contract Documents are declared by a court of competent jurisdiction to be invalid or unenforceable, then such portion will be deemed modified to the extent necessary in the opinion of the court to render such portion enforceable an d, as so modified, such portion and the balance of this Contract will continue in full force and effect.
17. AUTHORITY/MODIFICATION. The Parties represent and warrant that all necessary action has been taken by the Parties to authorize the undersigned to execute this Contract and to engage in the actions described herein. This Contract may be modified by written amendment. The City’s City Manager, or designee, may execute any such amendment on the City’s behalf.
18. ACCEPTANCE OF FACSIMILE SIGNATURES. The Parties agree that this Contract, agreements ancillary to this Contract, and related documents to be entered into in connection with this Contract will be considered signed when the signature of a party is delivered by facsimile transmission. Such f acsimile signature will be treated in all respects as having the same effect as an original signature.
19. COVENANTS AND CONDITIONS. The parties agree that all of the provisions hereof will be construed as both covenants and conditions, the same as if the words importing such covenants and conditions had been used in each separate paragraph.
7 City of Simi Valley
Contract No. 3250093
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TR2503.CON.MG SPEC. NO. SV 25-12
20. CAPTIONS. The captions of the paragraphs of this Contract are for convenience of reference only and will not affect the interpretation of this Contract.
21. TIME IS OF ESSENCE. Time is of the essence for each and every provision of the Contract Documents.
IN WITNESS WHEREOF the parties hereto have executed this contract the day and year first hereinabove written.
Attest: City of Simi Valley, A Municipal Corporation
By:
Lucy Blanco, City Clerk Dee Dee Cavanaugh, Mayor of the City of Simi Valley, California
Approved as to Form: BEAR ELECTRICAL SOLUTIONS, LLC
By:
Algeria R. Ford, City Attorney
Print Name: Andrew Bader
Approved as to Content: Title: President
By:
Samantha C. Argabrite, City Manager
Print Name: Robert Asuncion
Title: Vice President
Johanna Medrano,
Deputy Administrative Services Director/
Budget & Purchasing
Ronald K. Fuchiwaki,
Public Works Director
8