REPORT TO COUNCIL
SUBJECT
Title
Action on Award of the Contract for the Street Corporation Yard Electric Gate Project
Report
BACKGROUND
The Street Corporation Yard Electric Gate Project (Project) proposes to install a new automatic sliding gate for the parking lot at the Public Works Street Corporation yard located at 1700 Walsh Avenue. The existing gate is manually operated and staff cannot access the parking lot outside of regular business hours without a hard key. Staff may also work early morning or late-night hours when it is dark outside, making it challenging to open and close the gate. When the gate is open during working hours, anyone can access the parking lot without any control. The City has been moving towards eliminating hard keyed locks to improve security and control access to and from facilities. In order to better manage the safety and access to this parking lot, a new automatic gate equipped with an electronic card reader system was included in the City’s budget. The work includes installation of a controller and minor modifications to the fence. The access control system of the new automatic gate will be integrated into the existing system that is currently used to manage other gates at the corporation yard.
DISCUSSION
On September 18, 2019, one bid was received and opened for construction of the Project. The single bid was received from Woida Enterprises, Inc., dba Arrow Fencing in the amount of $189,000, which is 10% higher than the engineer’s estimate. Staff speculates that reason the City received only one bid may be attributed to the limited number of fencing contractors performing gate installation for government contracts and the current economy uptrend in the Bay Area where contractors have abundant work in the private sector. The Project was advertised for three weeks, which is the standard advertisement duration for public works projects, and was posted in the Santa Clara Weekly, on Bidsync, and various plan rooms. In addition, staff mailed, faxed, and emailed the Notice of Inviting Bids to numerous contractors located in California.
Arrow Fencing’s bid was reviewed for compliance with the terms and conditions of the Bid Documents and has been determined to be the lowest responsive and responsible bidder. Staff recommends awarding the contract to Arrow Fencing.
Construction of the Project is anticipated to start in early 2020.
ENVIRONMENTAL REVIEW
This Project being considered is exempt from the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15302, “Replacement or Construction,” as the activity consists of the replacement or reconstruction of existing structures and facilities where the new structure will be located on the same site as the structure replaced and will have substantially the same purpose and capacity as the structure replaced.
FISCAL IMPACT
The cost of the contract is $189,000 plus approximately 15 percent contingency, or $28,350, for any potential change orders, for a total not-to-exceed contract amount of $217,350. Staff recognizes the potential unknowns and challenges of working with the existing infrastructure and hence recommends a 15 percent construction contingency for this Project. There is sufficient funding available in the Street Corporation Yard Renovation project to cover the costs of the Project.
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 Street Corporation Yard Electric Gate Project (CE17-18-17) to the lone responsive and responsible bidder, Arrow Fencing, in the amount of $189,000 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
2. Authorize the City Manager to execute change orders up to approximately 15 percent of the original contract price, or $28,350, for a total not-to-exceed amount of $217,350.
Staff
Reviewed by: Craig Mobeck, Director of Public Works
Approved by: Deanna J. Santana, City Manager
ATTACHMENTS
1. Bid Summary