City Council
Meeting: November 13, 2007
Agenda Item: 1-E
To: Mayor and City Council
From: Craig
Perkins, Director – Environmental and Public Works Management
Subject: Award Construction Contract for the
Recommended
Action
Staff recommends
that the City Council:
1. award a construction contract to Freeway Electric,
Inc., the best bidder, in the amount of $126,500 plus a 10% contingency, for a
total amount not to exceed $139,150; and
2. authorize the City Engineer to issue any
necessary change orders to complete additional work within budget authority.
Executive Summary
The Georgina Avenue Street Lighting
Assessment Project is a collaborative effort between area residents and the
City to provide enhanced street lighting on
Discussion
The Georgina Avenue Street Lighting
Assessment Project was approved by residents and the City Council, as outlined
below. Improvements will include the
installation of ornamental Aegean concrete style street lights on residential
streets (Attachment A). The street light
style was selected by residents at a public meeting held on May 3, 2006.
Previous Council Actions
On July
11, 2006, the City Council accepted petitions and set a public hearing on
October 10, 2006 for the purpose of determining whether public convenience and
necessity require the installation of street lighting and declared its
intention to install street lighting on 30th Street, from Pico
Boulevard to Pearl Street (District “A”) and Georgina Avenue, from 4th
Street to 7th Street (District “B”).
On October
10, 2006, City Council held a public hearing for the formation of
streetlight assessment districts on 30th Street, from Pico Boulevard
to Pearl Street (District “A”) and Georgina Avenue, from 4th Street
to 7th Street (District “B”).
Ballots were received and accepted up to the end of the public hearing.
On November
14, 2006 City Council accepted the certified results of the streetlight
assessment district election as tabulated by the City Clerk; approved the
formation of a street light assessment district on Georgina Avenue from 4th
Street to 7th Street (District “B”); adopted Resolution 10184 (CCS)
to assess property owners for the construction cost of streetlight
improvements; and issued bonds as security for unpaid assessments in
conformance with Proposition 218.
Contractor Selection
A Notice Inviting Bids was
published in the Santa Monica Daily Press on August 17 and 18, 2007, and
the bid package was sent to nine public plan rooms. The Notice Inviting Bids was also posted on
the Civil Engineering and Architecture Division’s webpage. Thirteen contractors requested bid packages
and seven sealed bids were received by the City Clerk’s office and publicly
opened on September 12, 2007, by the Deputy City Clerk. The bid results were as follows:
|
Freeway Electric, Inc. |
$126,500 |
|
KDC Inc., dba Dynalectric |
$142,900 |
|
TDS Engineering, Inc. |
$145,699 |
|
CSI Electrical Contractors, Inc. |
$168,900 |
|
Christopher R. Morales, Inc. |
$169,785 |
|
MS Navarro Engineering |
$171,620 |
|
Y & M Construction, Inc. |
$268,000 |
|
City
Engineer's Estimate |
$139,500 |
Bids were
evaluated based on competitive pricing, understanding of the project’s scope,
direct experience on similar projects, approach to the work, technical
competence, qualifications of the proposed staff, and the ability to meet the
desired time frames.
Freeway
Electric, Inc., is recommended as the best bidder, based the quality of
services offered and experience with similar projects. The contractor’s recently completed projects
include Traffic Signal Modifications for the City of Bellflower,
Traffic Signal Upgrades on Balboa Boulevard for the City of Newport Beach,
Traffic Signal Modifications at Madison Avenue for the City of Indio, Traffic
Signal Modifications at Various Locations for the City of Indio, Traffic Signal
Modifications for the City of Carson and Traffic Signal Modifications for the
City of Arcadia. Reference
agencies were contacted and all respondents reported that the contractor’s work
was completed in a timely and cost-efficient manner while maintaining
consistent quality. The Center for
Contract Compliance confirmed that Freeway Electric, Inc., is in good standing
and is capable of handling labor compliance issues. The State Contractors License Board also
confirmed that the company’s license is current, active, and in good standing.
Construction
Management and Public Outreach
Construction
management and public outreach for this project will be provided by EPWM
staff. Construction management will
include inspection of the contractor’s work during construction, reporting
field changes and unforeseen conditions to the construction manager, monitoring
and mitigating impact as a result of the construction activities, attending
contractor’s safety meetings, attending periodic progress meetings, and
maintaining all necessary inspection documentation relevant to the work
conducted during construction. Public
outreach will consist of public notifications to adjacent properties and the
surrounding community on the scope of the project, potential impacts and
schedule, periodic updates and response to questions from the public. Staff costs for construction management and
public outreach is estimated to be $14,000 with the City contributing 50%, or
$7,000 from general funds, and the property owners’ contributing the remaining
50% through the assessment district.
Assessment
administration for this project will be provided by EPWM and Finance
Departments. Assessment administration
consists of assessment district formation including petition processing,
assessment cost confirmation, and assessment billing. Staff cost for assessment administration is
estimated to be $14,000 with the City contributing 50%, or $7,000 from general
funds, and the property owners’ contributing the remaining 50% through the
assessment district.
Budget/Financial Impact
Funds required for this construction contract:
Construction
Contract $126,500
Contingency
(10%) $ 12,650
$139,150
Upon
project completion and confirmation of assessment costs, invoices will be mailed
to property owners within the assessment district. Property owners will be invoiced at the
completion of the project, once final costs are confirmed by Council, and their
payments will be held in a Trust Account pending repayment to the contractor. Property owners will have two (2) options to
pay for the assessment: (1) pay the
entire balance, without incurring any interest, within thirty (30) days of the
invoice date; or (2) elect to make payments over a 10-year period. Under the second option, bonds will be issued
for the unpaid amounts and a lien will be placed upon the property until the
full assessment cost, including interest, has been paid. Payments will be made twice a year with an
annual interest rate equal to 8%. The
total project cost is estimated to be $172,050,
with the City contributing 50% and the property owners contributing
the remaining 50%.
Estimated
Project Cost Summary
|
Design |
$4,900 |
|
Construction |
$126,500 |
|
Construction Contingency (10%) |
$12,650 |
|
Public Outreach & Construction Management |
$14,000 |
|
Assessment Administration |
$14,000 |
|
|
$172,050 |
|
|
|
Funds in
the amount of $86,025 are available in account C010724.589000 (Street &
Park Light Retro) to pay for the City’s share of this construction
contract. Account 80.201250 will be
established for the property owners’ share.
Prepared
by:
|
Approved: |
|
Forwarded to Council: |
|
|
|
|
|
Director – Environmental and Public Works Management
Department |
|
P. City Manager |