REPORT TO COUNCIL
SUBJECT
Title
Action on Award of Contract to Ray’s Electric, Inc. and Amendment No. 1 to the Agreement with CSG Consultants, Inc. for the Uncontrolled Crosswalks Improvements Project
Report
COUNCIL PILLAR
Deliver and Enhance High Quality Efficient Services and Infrastructure
BACKGROUND
Included within the FY 2022/23 Adopted Capital Improvement Program Budget is the Uncontrolled Crosswalks Improvements Project (Project) supported by gas tax funding. The goal of the Project is to improve pedestrian safety at the following seven locations: 1. Benton Street at Sonoma Place (east), 2. Pruneridge Avenue at Redwood Avenue, 3. Homestead Road at University Street, 4. Homestead Road at Viader Court, 5. Washington Street at Manchester Drive, 6. Washington Street at Linden Drive, and 7. Bellomy Street at Alviso Street. A location map is included as Attachment 1.
On November 13, 2018, City Council approved a design professional services agreement with CSG Consultants, Inc. (CSG) to complete traffic studies, determine if additional improvements were necessary at each of the seven locations, and prepare the engineering design and construction bid documents necessary for the Project.
Staff worked with the consultant to review the traffic studies and finalize the recommended improvements at the seven locations which includes:
1. Benton Street at Sonoma Place (east): New High Intensity Activated Crosswalk (HAWK)
2. Pruneridge Avenue at Redwood Avenue: New Curb Radius Bulbout
3. Homestead Road at University Street: New Curb Radius Bulbout and additional striping and street lighting
4. Homestead Road at Viader Court: New Curb Radius Bulbout and additional striping
5. Washington Street at Manchester Drive: New HAWK
6. Washington Street at Linden Drive: New HAWK
7. Bellomy Street at Alviso Street: Enhanced signage and additional street lighting
In late 2020, the City’s annual paving project implemented the recommendations for new curb radius bulbouts at Homestead Road at University Street and Homestead Road at Viader Court. This work was advanced as Homestead Road was receiving pavement treatments and to avoid future pavement re-work at these locations. Additionally, staff determined that the recommendation for Pruneridge Avenue at Redwood Avenue should be implemented separately as part of the possible future pedestrian improvements recommended within the Pruneridge Avenue Complete Streets Plan.
CSG then moved forward to complete the design to implement recommendations for enhanced signage and street lighting at Bellomy Street at Alviso Street, additional street lighting at Homestead Road at University Street, and for three HAWK signals at Benton Street at Sonoma Place (easterly intersection), Washington Street at Manchester Drive, and Washington Street at Linden Drive.
DISCUSSION
On July 12, 2022, a competitive Request for Bids (RFB) was published on the City’s bid notification system, BidSync, for construction of the Project. On August 10, 2022, bids for the Project were opened via video conference. The City received three bids from Ray’s Electric, Inc., Sposeto Engineering, Inc., and St. Francis Electric, LLC ranging from $1,883,055 to $1,957,000. The Bid Summary is included as Attachment 2.
The lowest bid, submitted by Ray’s Electric, Inc., in the amount of $1,883,055, is 3.7 percent below the Engineer’s Estimate of $1,955,150. The bid was reviewed by Department of Public Works (DPW) staff 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. A Bid Protest was submitted by the third apparent lowest bidder, St. Francis Electric, LLC, regarding the bid submitted by Ray’s Electric, Inc. and Sposeto Engineering, Inc. The Bid Protest was resolved by the City Attorney’s Office in favor of Ray’s Electric and correspondence was transmitted to all bidders. Staff recommends awarding the construction contract to Ray’s Electric, Inc.
Award of the contract will enable construction of the Project to begin in June 2023 with substantial completion anticipated by late 2023. These dates are subject to change based on the latest issues related to the COVID-19 situation. The contract includes the applicable prevailing wage requirements.
In addition, staff is recommending an amendment to the agreement with CSG to reinstate the expired agreement, extend the termination date through December 2023, and increase the maximum compensation by $10,972 to provide additional construction support services to ensure the construction of improvements are in accordance with the design.
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 minor alteration of existing streets involving no or negligible expansion of the use beyond that presently existing, and specifically includes the minor alteration of existing pedestrian crossings.
FISCAL IMPACT
The approximate cost of the construction contract is $1,883,055, plus approximately 15 percent contingency, or $282,460 for any potential change orders for a total not-to-exceed contract amount of $2,165,515. The not-to-exceed amount of the original agreement with CSG Consultants, Inc. is $160,250. The proposed Amendment No. 1 adds $10,972 to the original CSG agreement, bringing the total not-to-exceed agreement amount to $171,222.
Funding for both the construction contract and Amendment No. 1 is available in the Uncontrolled Crosswalks Improvements project (CIP 1226) in the Streets and Highways Capital Fund in the FY 2022/23 Adopted Capital Improvements Program Budget.
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. Award the Public Works Contract for the Uncontrolled Crosswalks Improvements project to the lowest responsive and responsible bidder, Ray’s Electric, Inc, in the amount of $1,883,055, and authorize the City Manager to execute any and all documents associated with, and necessary for the award, completion, and acceptance of this Project;
2. Authorize the City Manager to execute change orders up to approximately 15 percent of the original contract price, or $282,460, for a total not to exceed amount of $2,165,515;
3. Authorize the City Manager to execute Amendment No. 1 to the Agreement with CSG Consultants, Inc. to extend the term to December 31, 2023 and increase the maximum compensation to $171,222; and
4. Authorize the City Manager to make minor modifications to the CSG Consultants, Inc. Agreement if needed and to extend the term.
Staff
Reviewed by: Craig Mobeck, Director of Public Works
Approved by: Rajeev Batra, City Manager
ATTACHMENTS
1. Project Location Map
2. Bid Summary
3. Amendment No. 1 to the Agreement with CSG Consultants, Inc.
4. Original Agreement with CSG Consultants, Inc.