REPORT TO COUNCIL
SUBJECT
Title
Action on the Award of the Public Works Contract for the Caltrain Pole Replacement Project
Report
BACKGROUND
On February 20, 2019, the City’s Electric Utility, dba Silicon Valley Power (SVP) opened bids for the Caltrain Pole Replacement Project (Contract No. 2421). The Project is required by the Peninsula Corridor Joint Powers Board in connection with Caltrain’s Peninsula Corridor Electrification Project. The work consists of raising SVP’s existing 60 kV transmission line to meet clearance requirements between SVP and Peninsula Corridor Joint Powers Board facilities. Per the terms and conditions of the Indenture with Peninsula Corridor Joint Powers Board executed in January 1963, the City is responsible for funding and performing the relocation work on the 60kV transmission line within the Peninsula Corridor Joint Powers Board’s right-of-way at SVP’s sole cost and expense.
DISCUSSION
One bid was received for the Caltrain Pole Replacement Project. The Engineer’s Estimate and the evaluated bid are as follows:
|
Engineer’s Estimate |
$831,852 |
|
Hot Line Construction, Inc. |
$1,631,958 |
Hot Line Construction, Inc.’s bid is $800,106 over the Engineer’s Estimate. The Engineer’s Estimate was prepared by the City’s structural engineer consultant, Electrical Consultants, Inc. (ECI). Staff and ECI analyzed the bid and determined the high bid is a result of the non-standard overnight and weekend night working hours required by Peninsula Corridor Joint Powers Board. The effects of the non-standard working hours were not expected to be as significant in the engineers estimate. The Project is currently scheduled for completion by May 2019. The bid was reviewed for compliance with terms and conditions of the Contract Documents and meets the critical time constraints of the Project. Hot Line Construction, Inc. is a qualified contractor who has successfully performed similar work for the City in the past, therefore staff recommends awarding the contract to Hot Line Construction, Inc.
ENVIRONMENTAL REVIEW
The actions being considered are exempt from the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines sections 15302(c) Class 2 - Replacement or Reconstruction) because this involve the replacement or reconstruction of existing utility systems involving negligible or no expansion of capacity.
FISCAL IMPACT
The cost of the contract is $1,631,958, plus a 10% contingency in the amount of $163,196, for a not-to-exceed amount of $1,795,154. There are sufficient funds budgeted for the Caltrain Pole Replacement Project within the Relocation of Electric Crossings for Caltrain project, in the 2018/19 Capital Improvement Project (591-2421).
COORDINATION
This report has been coordinated with the Finance Department and 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 Caltrain Pole Replacement Project (Contract No. 2421) to the lowest responsive and responsible bidder, Hot Line Construction, Inc., in the amount of $1,631,958 and authorize the City Manager to execute any and all documents necessary for the award, completion and acceptance of the Project;
2. Authorize the City Manager to execute change orders up to 10% of the original contract amount, or $163,196, for a total not-to-exceed amount of $1,795,154 for Contract No. 2421.
Staff
Reviewed by: Manuel Pineda, Assistant City Manager/Interim Chief Electric Utility Officer
Approved by: Deanna J. Santana, City Manager