Item 6-J
City Council Meeting: July 14, 1998 Santa Monica, California
TO: Mayor and City Council
FROM: City Staff
SUBJECT: Award of Contract for the Installation of New Streetlights at Various Locations to C. T. & F., Inc.
Introduction
This report recommends that the City Council award a contract for the installation of new streetlights to C. T. & F., Inc., the lowest responsible bidder, in the amount of $175,530. on the following streets:
23rd Street - from Arizona Avenue to Wilshire Boulevard
29th Street - from Ocean Park Boulevard to Pearl Street
Lincoln Boulevard - from Montana Avenue to Alta Avenue
Princeton Street - from Wilshire Boulevard to Washington Avenue
Prospect Avenue - from Marine Street to the end of street (dead end)
Yale Street - from Montana Avenue to Washington Avenue.
Background
In accordance with Santa Monica Municipal Code §7.04.860, whenever 60% of the occupants of the residential units in any area petition the City Council to institute proceedings for residential streetlighting, the City Council shall institute those proceedings under the Improvement Act of 1911 to provide residential streetlighting to the area.
In 1995 and 1996, successful petitions (those with greater than 60% support) were received from residents on these streets:
23rd Street - from Arizona Avenue to Wilshire Boulevard
29th Street - from Ocean Park Boulevard to Pearl Street
Lincoln Boulevard - from Montana Avenue to Alta Avenue
Princeton Street - from Wilshire Boulevard to Washington Avenue
Prospect Avenue - from Marine Street to the end of street (dead end)
Yale Street - from Montana Avenue to Washington Avenue.
Rent Control staff has reviewed these petitions and determined that they conform with Rent Control Regulations for pass-through of assessments to tenants. On April 14, 1998, the City Council accepted the certified results of the streetlight assessment election, approved the formation of the streetlight assessment election, and ordered the work to begin.
Discussion
The Notice Inviting Bids was published in Los Angeles Times on May 30, 1998 and June 1, 1998. A Notice Inviting Bids, along with the plans and specifications, were also submitted to four (4) construction journals and were sent to six (6) women/minority business enterprise (WMBE) associations. Bid packages were requested by ten contractors. The City Clerk's Office received four sealed bids, which were read aloud on June 22, 1998, by the Deputy City Clerk. The base bid results were as follows:
1. C. T. & F., Incorporated $ 175,730.00
2. Paul Gardner Corporation $ 188,784.00
3. L. A. Signal, Incorporated $ 220,000.00
4. California Electrical Services $ 237,870.00
City Engineer's Estimate $ 250,000.00
The lowest bidder, C. T. & F., Inc., supplied the City with the names of recent similar projects. City staff contacted representatives of the City of Los Angeles, the County of Los Angeles, Caltrans, Culver City, and the City of Glendale. C.T. & F, Inc., successfully completed projects include streetlighting on Jefferson Boulevard (City of Los Angeles), traffic signal modifications on Wilshire Boulevard (City of Los Angeles), traffic signal modifications on Huntington Drive (County of Los Angeles), streetlighting on the 210 Freeway (Caltrans), the Smart Corridor Extension (City of Culver City), and streetlighting on Colorado Street (City of Glendale). All references reported that the Contractor's work was very good. C. T. & F. has also completed several projects for the City of Santa Monica including the Smart Corridor Extension, Downtown Circulation Modifications, and many traffic signal projects. Their work for the City has been very good. The State Contractors' License Board verified that the Contractor's license is current, active, and in good standing.
BUDGET/FINANCIAL IMPACT
The funds required for this project are as follows:
Bid Amount............................................................ $ 175,530
Contingency (20%)................................................ $ 35,106
Total Contract........................................................ $ 210,636
Incidental Expenses *(estimated)...................... ... $ 52,659
Total Project Costs.................................... $ 263,295
*Incidental expenses include staff time for engineering surveys, design, public notifications, administration of the assessment district, advertisements, construction management, and inspections.
The City's share of the project is $144,812.25. Funding for the City portion of the project is available in account 01-770-453-20094-8905-99155 for $111,954.00, and account 01-770-453-20095-8905-99155 for $ 32,858.25
The remaining costs for the project in the amount of $118,482.75 will be paid through the property owner assessments. Assessments will be paid upon completion of the work and will be held in Trust Account Number 80-000-000-00000-9750-04289 pending payment to the Contractor. Bonds are issued for any unpaid assessments. Bond proceeds are paid to the Contractor or assignee, and the property owner(s) then reimburse the bond holder(s) over time.
Federal Community Development Block Grant (CDBG) funds may be available to assist low-to-moderate income households with the costs of the streetlight assessment. In accordance with City policy, non-profit organizations which receive a welfare exemption from the Los Angeles County Tax Assessor shall be exempt from this assessment.
RECOMMENDATION
Staff recommends that the City Council:
1. Award a contract for the installation of new streetlights at various locations to C. T. & F., Inc., the lowest responsible bidder, in the amount of $175,530;
2. Authorize the City Engineer to issue any necessary change orders to complete additional work in conformance with the Administrative Instructions on change orders; and
3. Approve the expenditure of funds described in the Budget/Financial Impact section above.