REPORT TO COUNCIL
SUBJECT
Title
Action on Award of Contract for the High-Intensity Activated Crosswalk Beacon on Scott Boulevard at Harrison Street Project to Bear Electrical Solutions, Inc.
Report
COUNCIL PILLAR
Deliver and Enhance High Quality Efficient Services and Infrastructure
BACKGROUND
On April 28, 2020, City Council approved and appropriated funding for the installation of a High-Intensity Activated Crosswalk Beacon (HAWK) on Scott Boulevard at Harrison Street (Project) based on public requests and a subsequent traffic operations study. The City entered into a design professional services agreement with Kimley-Horn and Associates, Inc. to prepare the engineering design and construction bid documents for the Project in December 2020. The scope of work for the Project includes constructing the HAWK at the intersection of Scott Boulevard at Harrison Street, including associated signal equipment, safety lighting, fiberoptic communications, slurry seal, traffic striping and signing, and other necessary work to complete the Project. A location map is included as Attachment 1.
DISCUSSION
On May 17, 2022, a competitive Request for Bids (RFB) was published on the City’s bid notification system, BidSync, for construction of the Project. On June 8, 2022, bids for the Project were opened via video conference. The City received three bids from Bear Electrical Solutions, Inc., St. Francis Electric, LLC, and Tennyson Electric, Inc. ranging from $419,614 to $537,222. The Bid Summary is included as Attachment 2.
The lowest bid, submitted by Bear Electrical Solutions, Inc. (BES) in the amount of $419,614, is 5.1 percent below the Engineer’s Estimate of $442,000. BES’ bid was reviewed by 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. Staff recommends awarding the contract to Bear Electrical Solutions, Inc.
Award of the contract will enable construction of the project to begin 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.
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 contract is $419,614, plus approximately 10 percent contingency, or $41,961 for any potential change orders for a total not-to-exceed contract amount of $461,575. Funding for the contract is available in the HAWK Beacon on Scott at Harrison project (CIP 1251) in the Streets and Highways Capital Fund.
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 High-Intensity Activated Crosswalk Beacon on Scott Boulevard at Harrison Street Project to the lowest responsive and responsible bidder, Bear Electrical Solutions, Inc., in the amount of $419,614, 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 10 percent of the original contract price, or $41,961, for a total not to exceed amount of $461,575.
Staff
Reviewed by: Craig Mobeck, Director of Public Works
Approved by: Rajeev Batra, City Manager
ATTACHMENTS
1. Project Location Map
2. Bid Summary