REPORT TO COUNCIL
SUBJECT
Title
Action on Award of Contract for the Great America Parkway and Tasman Drive Traffic Signal Interconnect Project to W. Bradley Electric and Related Budget Amendment
Report
COUNCIL PILLAR
Deliver and Enhance High Quality Efficient Services and Infrastructure
BACKGROUND
The City contains over 145 signalized intersections and many of them are connected to the City’s Traffic Management Center using fiber optic or copper cables. The interconnected traffic signal system allows the City to better manage traffic operations at various times of the day and days of the week. As part of the traffic signal management program, capital improvement projects (CIPs) are planned for interconnecting signalized intersections, replacing obsolete traffic signal controller cabinets, and replacing copper cables with fiber optic cables. Fiber optic cables provide faster data transmission speeds which support higher resolution video streams and future “smart” signals.
On March 22, 2022 (Agenda Item 3G, RTC22-1748), the City Council approved an agreement with Iteris, Inc. to provide the required design professional services for the Great America Parkway and Tasman Drive Traffic Signal Interconnect Project (Project). The Project replaces the existing copper cables on Great American Parkway and Tasman Drive with fiber optic cables, newer equipment, and pull boxes (Attachment 1, Project Map). The traffic signals and traffic monitoring cameras along these two major corridors are used by the Department of Public Works (DPW) staff to control traffic during stadium events.
DISCUSSION
In November 2023, 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 54 vendors, including contractors, suppliers, plan rooms, and builder exchanges, among others. Additional vendors were able to view the RFB as members of various plan rooms and builder exchanges. Staff also reached out directly to contractors and vendors who had viewed similar projects in the past.
On November 30, 2023, bids for the Project were opened via video conference. Seven bids were received ranging from $752,362 to $1,740,975. The Bid Summary is included as Attachment No. 2. The lowest bid submitted by W. Bradley Electric (WBE) in the amount of $752,362 is approximately 19 percent below the engineer’s estimate of $932,745. WBE’s bid was reviewed by staff for compliance with the terms and conditions of the bid documents and has been determined to be a responsive and responsible bid. Staff recommends awarding the construction contract to W. Bradley Electric.
Award of contract will enable construction of the Project to commence. Substantial completion of the Project is anticipated in Fall 2024. The date may be subject to change based on any unforeseen conditions discovered during construction or extended delivery dates by equipment suppliers. 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.
FISCAL IMPACT
The approximate cost of the contract is $752,362, plus approximately 15 percent contingency, or $112,855, for any potential change orders, for a total not-to-exceed contract amount of $865,217. Funding for the Project comes from the Traffic Signal Interconnect Upgrade Project (533-1232) and Traffic Signal Enhancements Project (533-1219). A budget amendment is recommended to consolidate funding to the Traffic Signal Interconnect Upgrade Project (533-1232) for the contract award. The table below summarizes the recommended budget amendment:
Budget Amendment
FY 2023/24
|
|
Current |
Increase/ (Decrease) |
Revised |
|
Streets and Highways Capital Fund (533) |
|
|
|
|
Expenditures |
|
|
|
|
Traffic Signal Interconnect Upgrade (533-1232) |
$173,311 |
$697,415 |
$870,726 |
|
Traffic Signal Enhancements (533-1219) |
$1,407,725 |
($697,415) |
$710,310 |
|
|
|
|
|
COORDINATION
This report has been coordinated with the Finance 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 the project to be exempt under CEQA Guidelines Section 15301 (Class 1) Categorical Exemption;
2. Award the Public Works Contract for the Great America Parkway and Tasman Drive Traffic Signal Interconnect Project to the lowest responsive and responsible bidder, W. Bradley Electric, in the amount of $752,362 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 $112,855, for a total not-to-exceed amount of $865,217; and
4. Approve the FY 2023/24 budget amendment in the Streets and Highways Capital Fund to decrease the Traffic Signal Enhancements Project (533-1219) and increase the Traffic Signal Interconnect Upgrade Project (533-1232) by $697,415 (majority affirmative Council votes required).
Staff
Reviewed by: Craig Mobeck, Director of Public Works
Approved by: Jovan Grogan, City Manager
ATTACHMENTS
1. Project Map
2. Bid Summary