REPORT TO COUNCIL
SUBJECT
Title
Action on an Award of Contract for the Streetlight Replacement - Tasman Drive Contract No. 2875A-9662 Project, to Bear Electrical Solutions LLC
Report
COUNCIL PILLAR
Deliver and Enhance High Quality Efficient Services and Infrastructure
BACKGROUND
The City of Santa Clara’s Electric Department, Silicon Valley Power (SVP), issued a public works bid packet in support of the Electric Department Capital Improvement Program (CIP) Streetlight Replacement - Tasman Drive Contract No. 2875A-9662 (Project). The proposed Project will replace Approximately 110 aged steel square street light poles and luminaires along Tasman Drive with new aluminum round tapered street light poles and LED luminaires.
DISCUSSION
On February 19th, 2025, a competitive Request for Bid (RFB) was published on the City’s bid notification system, BidNet Direct, for this Project. On March 13, 2025, the Project bids were opened electronically through BidNet Direct. The City received two bids, one from Bear Electrical Solutions LLC and the other Tennyson Electric LLC, ranging from $2,854,991.50 to $4,426,951.48. The Bid Summary is included as Attachment 1.
At the bid opening, Bear Electrical Solutions LLC was declared the lowest apparent bidder with a submitted bid in the amount of $2,854,991.50, which is 9% more than the City’s Engineer’s Estimate of $2,615,310.79.
Bear Electrical Solutions LLC’s bid was reviewed by SVP staff for compliance with the terms and conditions of the bid documents, and staff has determined Bear Electrical Solutions LLC to be the lowest responsive and responsible bid. Staff recommend awarding the contract for the Project to Bear Electrical Solutions LLC.
Award of the contract will allow construction to commence in order to complete the Project. The contract includes prevailing wage requirements.
ENVIRONMENTAL REVIEW
Staff recommends that the City Council determine that the action being considered is exempt from the California Environmental Quality Act (“CEQA”) pursuant to the section 15302 (Class2-Replacement or Reconstruction) of Title 14 of the California code of Regulations as the proposed work involves the replacement or reconstruction of existing utility systems and/or facilities involving negligible expansion of capacity.
FISCAL IMPACT
The cost of the contract is $2,854,991.50 plus a 25% contingency, or $713,747.88, for any potential change orders for a total maximum compensation amount of $3,568,739.38. Funding for the contract is available in SVP’s Street Lighting Capital Fund in the Great America Street Light Replacement Project (Streetlight Replacement - Tasman Drive, 2875A-9662).
COORDINATION
The 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 or at the public information desk at any City of Santa Clara public library.
RECOMMENDATION
Recommendation
1. Determine the proposed actions are exempt from CEQA pursuant to section 15302 section 15302 (Class2 - Replacement or Reconstruction) of Title 14 of the California Code of Regulations; and
2. Award the Public Works Contract for Streetlight Replacement - Tasman Drive Project to the lowest responsive and responsible bidder, Bear Electrical Solutions LLC in the amount of $2,854,991.50, 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
3. Authorize the City Manager to execute change orders up to approximately 25 percent of the original contract price, or $713,747.88, for a total amount not to exceed $3,568,739.38, and to take any other actions necessary to implement and administer the Agreement, subject to the appropriation of funds and the review and approval as to form by the City Attorney.
Staff
Reviewed by: Manuel Pineda, Chief Electric Utility Officer
Approved by: Jovan D. Grogan, City Manager
ATTACHMENTS
1. Bid Summary