REPORT TO COUNCIL
SUBJECT
Title
Action on Award of Purchase Order with Alfaro Communications Construction for the Intelligent Transportation System Project 1 and Traffic Signal Enhancements Project
Report
COUNCIL PILLAR
Deliver and Enhance High Quality Efficient Services and Infrastructure
BACKGROUND
Intelligent Transportation Systems (ITS) are control and information devices that enhance traffic operations and management of congestion on roadways. Typical ITS components include new controller cabinets to support “smart” signals, traffic monitoring cameras to observe roadways, Bluetooth/Wi-Fi modules to collect travel time information, and fiber optic communications to support high resolution data transmission.
In 2017, the City received $500,000 in grant funds from the Valley Transportation Authority for the Santa Clara Citywide Intelligent Transportation System (ITS) Project 1 to install traffic monitoring cameras, travel time readers, and fiber optic communications to enhance traffic operations on Homestead Road, Monroe Street, and Scott Boulevard. Since 2017, approximately $240,000 of improvements have been constructed, including 15 travel time readers and fiber optic communications on Homestead Road between Lafayette and San Tomas Expressway. The remaining $260,000 of improvements consist of 15 traffic monitoring cameras and two travel time readers at 17 signalized intersections.
Included in the Adopted Biennial Capital Improvement Program Budget for FY 2020/21 and FY 2021/22 is a transportation project titled, Traffic Signal Enhancements. This project proposes to enhance traffic signals and operations throughout the City by installing ITS improvements and upgrading traffic signal hardware in multiple phases. The improvements within the current phase of this project consist of 20 traffic monitoring cameras, four travel time readers, one controller cabinet replacement, and five accessible pedestrian signals at 25 signalized intersections.
As the Santa Clara Citywide ITS Project 1 and Traffic Signal Enhancements projects have similar types of improvements related to traffic signals, staff combined these two projects into one project (Attachment 1) to achieve potential cost savings. By creating one combined project, this will allow the City to hire one contractor which can reduce mobilization costs and unit costs (i.e. Contractor can procure greater quantities of materials at lower prices). Additionally, creating one combined project will reduce staff management and administration time necessary to deliver this project.
DISCUSSION
Pursuant to City Code Section 2.105.330, a formal Request for Bids (RFB) was conducted as the solicitation method for this procurement, with award recommendation to the lowest bidder. In September 2021, the City released an RFB for various improvements to be completed as part of the combined project. A total of 59 companies viewed the RFB which was posted on the City’s e-procurement system, and six bids were received as follows:
|
Bidder |
Total Base Bid |
|
Alfaro Communications Construction, Inc. |
$ 579,950.00 |
|
Bear Electrical Solutions Inc. |
$ 601,585.00 |
|
Econolite Systems Inc. |
$ 608,346.84 |
|
St. Francis Electric |
$ 661,009.00 |
|
Tennyson Electric Inc. |
$ 897,325.00 |
|
Columbia Electric Inc. |
$ 1,006,700.00 |
Staff recommends award of purchase order to Alfaro Communications Construction, Inc. for a one-year term for having the lowest responsive and responsible bid. In the event any of the various traffic signal upgrades are not completed within the initial term the City has the option to extend the purchase order for one additional year. The purchase order includes the necessary language regarding prevailing wage.
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 proposed purchase order is for a maximum not-to-exceed amount of $579,950. Contingency in the amount of $58,050 is also being requested for any unforeseen issues, bringing the total amount to $638,000. Sufficient funding of approximately $850,000 is available in the existing capital projects, Traffic Signal Enhancements (1219) and Santa Clara Citywide ITS Project 1 (1385) in the Streets and Highways Capital Fund. The remaining $212,000 will be used for future phases of the Traffic Signal Enhancements project.
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>.
RECOMMENDATION
Recommendation
1. Authorize the City Manager to execute a purchase order with Alfaro Communications Construction, Inc. to provide services for various traffic signal upgrades for an initial one-year term, with a maximum compensation not-to-exceed $638,000; and
2. Authorize the City Manager to execute one one-year option to extend the term of the purchase order and amend not-to-exceed amounts after initial term and subject to the appropriation of funds.
Staff
Reviewed by: Craig Mobeck, Director of Public Works
Approved by: Deanna J. Santana, City Manager
ATTACHMENT
1. Project Map