REPORT TO COUNCIL
SUBJECT
Title
Action on Award of Contract for the Lick Mill Blvd Pedestrian Beacon Upgrade and Monroe St - Los Padres Blvd Traffic Signal Modification Project to Sposeto Engineering, Inc. and Related Budget Amendment
Report
COUNCIL PILLAR
Deliver and Enhance High Quality Efficient Services and Infrastructure
BACKGROUND
City Council previously approved a design professional services agreement with Advanced Mobility Group for the Lick Mill Blvd Pedestrian Beacon Upgrade and Monroe St at Los Padres Blvd Traffic Signal Modification Project (Project). The Project consists of two main components. The first upgrades the three existing flashing beacons located along the Lick Mill Boulevard corridor to newer standards. The second component of the project upgrades the traffic signal at Monroe Street and Los Padres Boulevard to provide new left turn arrows for vehicles turning from Monroe Street onto Los Padres Boulevard and includes replacing curb ramps to meet ADA standards (Attachment 1).
DISCUSSION
In October 2024, a competitive Request for Bids (RFB) for construction of the Project was published on the City’s bid notification system, Periscope S2G. The RFB was viewed by over 50 vendors, which included contractors, suppliers, plan rooms, builder exchanges, and more. Beyond the contractors and suppliers who viewed the RFB through the bid system, additional vendors were also able to view the RFB as members of various plan rooms and builder exchanges. In addition, staff also reached out directly to distribute the RFB to contractors and vendors who have previously viewed similar projects in the past.
On October 24, 2024, the bid opening for the Project was held via video conference. Seven bids were received ranging from $108,500 to $728,753. The Bid Summary is included as Attachment 2. The apparent lowest bidder, Acumen Construction Management (ACM), submitted a bid which looked like a supplier’s proposal and was missing many required documents including the required City bid form. Therefore, the bid submitted by ACM did not meet the minimum bid requirements and was deemed non-responsive. The bid submitted by the second apparent lowest bidder, Sposeto Engineering, Inc., in the amount of $644,666 is the lowest responsive bid at 4.8 percent above the Engineer’s Estimate of $615,200.
Sposeto Engineering, Inc.’s bid was reviewed by the Department of Public Works (DPW) and the City Attorney’s Office for compliance with the terms and conditions of the bid documents and has been determined to be the lowest responsive and responsible bid. Staff recommends awarding the construction contract to Sposeto Engineering, Inc.
The award of contract will allow construction to commence in order to complete the improvements during the summer and fall of 2025. The contract includes prevailing wage requirements.
ENVIRONMENTAL REVIEW
This project being considered is exempt from the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15301(c), “Existing Facilities,” as the activity consists of the repair, maintenance or minor alteration of existing facilities involving no or negligible expansion of the use beyond that presently existing, and specifically includes the repair of existing highways and streets.
FISCAL IMPACT
The approximate cost of the contract is $644,666, plus a 15 percent contingency of $96,700, for any potential change orders for a total not-to-exceed contract amount of $741,366. Staff recognizes the challenges of working with existing underground infrastructure and therefore recommends a 15 percent construction contingency for this project to account for unforeseen conditions that may arise.
Funding for the contract is available in the Lick Mill Pedestrian Beacons Upgrade Project and in the Monroe - Los Padres Traffic Signal Modification Project in the Streets and Highways Capital Fund. Since the work was bid as a consolidated project under a single construction contract, staff recommends consolidating the funding required for the contract into one project for administration and accounting purposes. The recommended budget amendment reallocates the budget from the Lick Mill Pedestrian Beacons Upgrade Project into the Monroe - Los Padres Traffic Signal Modification Project.
|
Budget Amendment FY 2024/25 |
|
|
Current |
Increase/ (Decrease) |
Revised |
|
Streets and Highways Capital Fund |
|
|
|
|
Expenditures |
|
|
|
|
Lick Mill Pedestrian Beacons Upgrade Project |
$500,000 |
($500,000) |
$0 |
|
Monroe - Los Padres Traffic Signal Modification Project |
$543,182 |
$500,000 |
$1,043,182 |
COORDINATION
This report has been coordinated with the Finance Department, Water & Sewer Utilities Department, and the City Attorney’s Office.
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email clerk@santaclaraca.gov <mailto:clerk@santaclaraca.gov> or at the public information desk at any City of Santa Clara public library.
RECOMMENDATION
Recommendation
1. Determine that the proposed actions are exempt from CEQA pursuant to Section 15301 (Existing Facilities) of Title 14 of California Code of Regulations;
2. Award the Public Works Contract for the Lick Mill Blvd Pedestrian Beacon Upgrade and Monroe St - Los Padres Blvd Traffic Signal Modification Project to Sposeto Engineering, Inc., the lowest responsive and responsible bidder, in the amount of $644,666 and authorize the City Manager to execute any and all documents associated with, and necessary for the award, completion, and acceptance of this Project, in final forms approved by the City Attorney;
3. Authorize the City Manager to execute change orders up to approximately 15 percent of the original contract price, or $96,700 for a total project budget not-to-exceed amount of $741,366, in final forms approved by the City Attorney; and
4. Approve the following FY 2024/25 budget amendment in the Streets and Highways Capital Fund to reallocate funding from the Lick Mill Pedestrian Beacons Upgrade Project in the amount of $500,000 to the Monroe - Los Padres Traffic Signal Modification Project (majority affirmative Council votes required).
Staff
Reviewed by: Craig Mobeck, Director of Public Works
Approved by: Jovan D. Grogan, City Manager
ATTACHMENTS
1. Project Location Map
2. Bid Summary