REPORT TO COUNCIL
SUBJECT
Title
Action on Award of Contract for the Bowers Avenue Signal Timing Project and Related Budget Amendment
Report
BACKGROUND
On January 10, 2017, City Council approved and authorized the City Manager to execute a Congestion Management Program Transportation Fund for Clean Air Agreement with the Santa Clara Valley Transportation Authority for a grant of $590,000 for the Bowers Avenue Signal Timing Project (Project). To support the grant application for this Project, the City offered a local funding match amount of $260,000. This results in total project funding of $850,000 for the Project. In June 2018, the City contracted with Kimley-Horn and Associates to perform the design work for the Project and on January 16, 2019, it was advertised for public bid.
The Project is designed to improve signal timing, vehicle progression, and travel times for vehicles and transit along the Bowers Avenue corridor while reducing vehicle emissions and allowing for remote monitoring of traffic signals. Specifically, the Project will upgrade traffic signal controller equipment, install traffic signal communications with fiber optic cables and conduits, and implement traffic signal coordination timing along this corridor. The Project boundaries include Bowers Avenue from Highway 101 to El Camino Real, as seen in the Location Map (Attachment 1).
DISCUSSION
On February 7, 2019, bids were opened for construction of the Project. Four bids were received ranging from $572,700 to $799,729. The Bid Summary is included as Attachment 2.
The lowest bid in the amount of $572,700 submitted by St. Francis Electric, LLC is approximately 20% above the engineer’s estimate of $476,600. The bids were prepared in a competitive environment with multiple contractors bidding for the Project; therefore, the bid prices reflect the current market condition in the Bay Area. While the bids are higher than the Engineer’s Estimate, staff recommends awarding the contract as there is no guarantee that re-bidding the Project in the current economic climate will produce a substantially lower bid result. St. Francis Electric, LLC was reviewed for compliance under the terms and conditions of the Project Contract Documents, and has been determined to be the lowest responsive and responsible bidder. The Project is scheduled for completion in summer 2019.
ENVIRONMENTAL REVIEW
The Project is categorically exempt from the California Environmental Quality Act (CEQA) pursuant to CEQA Section 15301(C) Existing Facilities, as the activity consists of the operation, repair, maintenance, permitting, leasing, licensing, or minor alteration of existing highways and streets, sidewalks, gutters, bicycle and pedestrian trails, and similar facilities involving negligible or no expansion of use beyond that existing at the time of the lead agency’s determination.
FISCAL IMPACT
The Bowers Avenue Signal Timing Project (533-1391) was funded at $850,000. However, the cost of the contract is $572,700, plus approximately 10% contingency, or $57,270, for a total not-to-exceed amount of $629,970. Further, in June 2018, the City executed a design contract with Kimley-Horn and Associates for the not-to-exceed amount of $106,500 for the Project. Due to grant funding deadlines, the City procured $207,600 in traffic signal equipment in advance to ensure successful schedule completion. Finally, bid and advertisement costs are $3,070. This results in a total project cost of $947,140 with a funding need of $97,140.
Therefore, in order to complete the Project, staff recommends an additional appropriation of $98,000. The additional funding need of $98,000 is available in the City’s Streets and Highway Fund in the Central Control Traffic Signal Upgrade Program (533-1217). The Project supports and implements the improvements generally described in the Central Control Traffic Signal Upgrade Program, which is an annual program.
BUDGET AMENDMENT
FY 2018/19
|
Streets and Highways (533) |
Current |
Increase/ (Decrease) |
Revised |
|
Expenditures |
|
|
|
|
Central Control Traffic Signal Upgrade Program (533-1217) |
$708,622 |
($98,000) |
$607,622 |
|
Bowers Avenue Signal Timing Project (533-1391) |
$850,000 |
$98,000 |
$948,000 |
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 Bowers Avenue Signal Timing Project (CE 17-18-13) to the lowest responsive and responsible bidder, St. Francis Electric, LLC, in the amount of $572,700, and authorize the City Manager to execute all documents associated with and 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 $57,270, for a total not-to-exceed amount of $629,970; and
3. Authorize the related budget amendment transferring $98,000 from Streets and Highway Fund in Central Control Traffic Signal Upgrade Program to the Bowers Avenue Signal Timing Project.
Staff
Reviewed by: Craig Mobeck, Director of Public Works
Approved by: Deanna J. Santana, City Manager
ATTACHMENTS
1. Location Map
2. Bid Summary