REPORT TO COUNCIL
SUBJECT
Title
Action on Award of Contract for the Scott Boulevard (Garrett Dr. - Central Expwy.) Traffic Signal Interconnect and Coordination Project (CE 18-19-15) [Council Pillar: Deliver and Enhance High Quality Efficient Services and Infrastructure]
Report
BACKGROUND
As part of the traffic signal management program, capital improvement projects (CIPs) are planned for replacing obsolete traffic signal controller cabinets, interconnecting signalized intersections, and connecting traffic signals to the City’s Traffic Management Center (TMC) at City Hall to allow efficient traffic signal operation and travel time improvements. In 2018, the City received a Transportation Fund for Clean Air (TFCA) grant in the amount of $200,000 for Scott Boulevard (Garrett Drive - Central Expressway) Traffic Signal Interconnect and Coordination (Project). On February 5, 2019 (Agenda Item 2.C), the City Council authorized the City Manager to execute the Santa Clara Valley Transportation Authority Congestion Management Program TFCA Agreement FY 2018/19 to receive the grant and approved the transfer of $310,000 for a required local match to this Project.
The Project consists of installing traffic signal interconnect conduits, fiber optic cables, controller cabinets and other appurtenances along Scott Boulevard from Garrett Drive to Central Expressway, including fiber optic splicing and testing (Location Map, Attachment No. 1).
DISCUSSION
On July 8, 2020, bids were opened via video conference for construction of the Project. Five bids were received ranging from $207,649.31 to $355,291.60. The Bid Summary is included as Attachment No. 2. The bids included a base bid for the project improvements and two add alternates: 1) Installation of Traffic Monitoring Camera System and 2) Installation of Travel Time Bluetooth Reader System. The add alternates were established so that if costs came in too high, they could be deleted from the Project. Based on the bid results, staff recommends awarding the base bid and both add alternates.
The lowest total bid, submitted by DV Electric, Co. in the amount of $207,649.31 includes $172,949.31 for the Base Bid plus $16,000 for Add Alternate 1 and $18,700 for Add Alternate 2. The total bid is 9.5 percent above the Engineer’s Estimate (EE) of $189,638, but the project budget is sufficient to address the additional cost. DV Electric, Co.’s bid was reviewed for compliance with the terms and conditions of the Bid Documents and found to be the lowest responsible and responsive bid. Staff recommends awarding the contract to DV Electric, Co.
The Project is scheduled for completion by Spring 2021. This timeframe is subject to change based on the current issues related to the COVID-19 pandemic. 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), work within existing roadways that does not create additional automobile lanes.
FISCAL IMPACT
The cost of the construction contract is $207,649.31 (Base Bid plus Add Alt. 1 and 2) plus approximately 15 percent construction contingency of $31,150.69, for any potential change orders. Staff recognizes the potential unknowns and challenges of working with the existing facilities and hence recommends a 15 percent construction contingency for this Project. The total not-to-exceed construction contract amount is $238,800. Funding for the contract is available in Street and Highway Capital Fund’s Scott Boulevard Traffic Signal Interconnect and Coordination project.
COORDINATION
This report has been coordinated with the City Attorney’s Office and Finance Department.
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 or email clerk@santaclaraca.gov <mailto:clerk@santaclaraca.gov>.
RECOMMENDATION
Recommendation
1. Award a Contract for the Scott Boulevard (Garrett Dr. - Central Expwy.) Traffic Signal Interconnect and Coordination Project (CE 18-19-15), including Base Bid, Add Alternate 1, and Add Alternate 2, to the lowest responsive and responsible bidder, DV Electric, Co., in the amount of $207,649.31 and authorize the City Manager to execute any and all documents associated with, and necessary for the award, completion, and acceptance of this Project; and
2. Authorize the City Manager to execute change orders up to approximately 15 percent of the original contract price, or $31,150.69, for a total not to exceed amount of $238,800.
Staff
Reviewed by: Craig Mobeck, Director of Public Works
Approved by: Deanna J. Santana, City Manager
ATTACHMENTS
1. Location Map
2. Bid Summary