City Council Meeting: September 11, 2001                                                                         Santa Monica, California

 

                                   

TO:                  Mayor and City Council

 

FROM:                        City Staff

 

SUBJECT:     Award of Construction Contract for the Streetlight Assessment District Project

 

 

Introduction

This report recommends that the City Council award a contract for the construction of new streetlights to L.A. Signal, Inc., the best bidder, in the amount of $262,070 for installation of streetlights on District “B” – Dewey Street from 17th Street to 23rd Street, Street,District “C” – Robson Avenue from 17th Street to Dewey Street and District “D” – Marine Street from Lincoln Boulevard to 17th Street and approve $37,930 in contingency funds for this contract.

 

Background

 

On April 10, 2001, the City Council held a Public Hearing for the formation of Streetlight Assessment Districts in accordance with the requirements of Article XIII D of the California Constitution, the  Propositionthe Proposition 218 Omnibus Implementation Act .Act, and Santa Monica Municipal Code section 7.04.860.

 

On May 8, 2001, Council accepted the results of a the streetlight installation assessment election and approved the formation of various the following assessment districts:   

            District “B” – Dewey Street from 17th Street to 23rd Street

            District “C” – Robson Avenue from 17th Street to Dewey Street

            District “D” – Marine Street from Lincoln Boulevard to 17th Street

           

 

Discussion

The Notice Inviting Bids was published in the Los Angeles Times Westside Weekly and the F.W. Dodge newsletter on June15 and 17, 2001, respectively.  A Notice Inviting Bids, along with the plans and specifications, were also submitted to four (4) construction journals and five MBE/WBE agencies and were sent to six (6) women/minority business enterprise (WMBE) associations.  Bid packages were requested by three contractors.  The City Clerk's Office received two sealed bids which were read aloud on June 27, 2001 by the Deputy City Clerk.   

 

The base bid results were as follows:        

            1.  C.  T. & F., Incorporated                                                                                                  $617,330.11

2.  L.A. Signal, Incorporated                                                                                                $262,070.00

                 City Engineer's Estimate                                                $326,150.00

 

The best bidder, LA Signal, Inc., supplied the City with the names of recent similar projects including series circuit street lighting for the City of Beverly Hills; street lighting for the City of Glendale; and traffic signals for the City of Baldwin Park. Staff contacted representatives of those agencies which reported that the Contractor’s work was very good. Staff also contacted the Center for Contractor Compliance and found L.A. Signal Inc. did not report any non-compliance issues. 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:

Construction Contract

            Bid Amount                                                                             $262,070

            Contingency                                                                            $  37,930

            Total Contract                                                                         $300,000

 

The City’s share of the project costs is as follows;

            Bid Amount                                                                             $176,330

            Contingency                                                                            $   25,571

            Total Contract                                                                          $201,901

               

            Incidental Expenses                                                               $  27,095       

            Contingency                                                                             $    4,064

            Total Incidental expenses*                                                     $  31,159

            Total City portion of Project amount                                     $233,060

 

*Incidental expenses include staff time for engineering surveys, design, public notifications, administration of the assessment district, advertisements, etc.

 

Funding for the City portion of the project is available in the following accounts:

 

C01015594.589000

“New Streetlight Systems”

$  29,101

 

 

C01015595.589000

“New Streetlight Systems”

$  36,108

 

 

C01015599.589000

“New Streetlight Systems”

$167,851

 

 

 

Total Available:   

$233,060

 

 

The remaining $113,308 in costs for the project, including $98,099 for the construction contract and $15,209 for incidental expenses, will be paid through the property owners assessments.

 

Assessments will be paid upon completion of the work and will be held in a Trust Account pending payment to the contractor.

 

RECOMMENDATION

Staff recommends that the City Council:

1.         Award a contract for the installation of new streetlights at various locations to L.A. Signal, Inc., the best bidder, in the amount of $262,070 and approve $37,930 in contingency funds;

2.         Approve the expenditure of funds described in the Budget/Financial Impact section above; and

3.                  Authorize the City Engineer to issue any necessary change orders to complete additional work in conformance with the Administrative Instructions on change orders.

 

Prepared by: Craig Perkins, Director of Environmental and Public Works Management

                       Anthony Antich, P.E., City Engineer

                        Renee Cowhig, Maintenance Manager

                        Kim Braun, Facilities Maintenance Superintendent

                        Dave Britton, P.E., Sr. Civil Engineer

                       Jim Creager, P.E., Civil Engineer