City of Culver City, California
Agenda Item Report
Meeting Date: 06/04/12 Item Number: C-7
CITY COUNCIL AGENDA ITEM: (1) Reject the Bid Submitted by Pro Tech
Engineering Corporation and (2) Award of Contract to Sully-Miller Contracting
Company as the Lowest Responsive and Responsible Bidder for the Construction
of Washington Boulevard and Washington Place Streetlight Improvement Project,
P-853 & 684, and Induction Streetlight Conversion Project.
Contact Person/Dept.: Lee Torres/PW Phone Number: (310) 253-5623
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Public Hearing: [] Action Item: [] Attachments: [X]
Commission Action Required: Yes [] No [X] Date: _______________
Public Notification: (E-Mail) Agenda and Meetings – City Council (05/30/2012); (E-Mail)
All bidders (05/31/12)
Department Approval:
Charles D. Herbertson (05/23/12)
City Attorney Approval:
Carol Schwab (by H. Baker) (05/30/12)
Chief Financial Officer Approval:
Jeff Muir (by K. Marsden) (05/30/12)
City Manager Approval:
John M. Nachbar (05/30/12)
RECOMMENDATION:
Staff recommends the City Council:
1) Reject the bid submitted by Pro Tech Engineering Corporation as non-
responsive; and,
2) Award a construction contract to Sully-Miller Contracting Company (Sully-Miller),
as the lowest responsive and responsible bidder, to complete the necessary work
for the Washington Boulevard and Washington Place Streetlight Improvement
Project, P-853 and P-684, and Induction Streetlight Conversion Project.
BACKGROUND:
Washington Place and Washington Boulevard Streetlight Improvement Projects,
P-684 and P-853
On June 27, 2011 the City Council authorized the advertisement for solicitation of
bids for the Washington Boulevard and Washington Place Streetlight Improvement
Project and the Induction Streetlight Conversion Project.
Should the City Council award the contract, these projects will replace and upgrade
the existing streetlight system, which has become obsolete. The work will occur on
Washington Boulevard between Marcasel Avenue and Berryman Avenue and on
Washington Place between Sepulveda Boulevard and Albright Avenue. The scope
of work includes the replacement of the conduits, wiring, and the removal and City of Culver City, California
Agenda Item Report
replacement of twelve (12) existing non-standard streetlights with new 28-foot-high
‘Cobra-head’ streetlights to include new fixtures with energy efficient 250 W
Induction lamps, and the replacement of fifty-one (51) luminaries with new fixtures
and 250 W Induction lamps on existing ‘Cobra-head’ streetlights.
SCE On-Bill Financing Program
On March 28, 2011, the City Council approved entering into an agreement with
Southern California Edison to use their On-Bill Financing Program to finance an
energy efficient street light project . Through this program, approximately 625 high
pressure sodium streetlights were proposed to be converted to energy efficient
‘Induction’ lamps using funds from a zero percent interest loan to be paid back with
the energy savings from the project.
After the City Council approved the advertisement of construction bids for the project
in June 2011, staff determined that many of the proposed locations for conversion
would not meet the spacing requirements of streetlights by the Illuminating
Engineering Society (IES) roadway lighting standards using lower lamp wattages.
Therefore, staff conducted a City-wide survey of other potential streetlights for
conversion and found only 494 streetlights to be appropriate for conversion as
shown on the attached list. Staff met with Southern California Edison (SCE)
representatives regarding the reduction from 625 to 494 streetlight locations for
induction lamps. Of the proposed 494 streetlights conversions, 378 streetlights
would be converted from 250W HPS to 150W Induction and 116 streetlights would
be converted from 400W HPS to 250W Induction. SCE responded that this change
in project scope would not affect the Culver City’s eligibility on their On-Bill Financing
Program.
Staff included 133 intersection safety lights for conversion to the energy efficient
induction lamps in order to provide continuity between segments of the streetlights
replacements as shown in the attachment. The conversions of the safety lights are
not eligible for SCE’s On-Bill Financing Program, as they are generally not suitable
for wattage reductions.
Due to the city-wide survey of finding new streetlights for conversion and the
resignation of an Associate Engineer, this project was reprioritized for construction
from Summer 2011 to Spring 2012.
DISCUSSION:
On May 3, 2012, the City Clerk’s Office staff publicly opened the bids. Five (5)
contractors responded with the following bid amounts:
City of Culver City, California
Agenda Item Report
CONTRACTOR BID AMOUNTS
1 Pro Tech Engineering Corp., Corona Del Mar, CA $757,500.00
2 Sully-Miller Contracting Company, Brea, CA $860,708.00
3 Dynaelectric, Los Alamitos, CA $896,531.00
4 California Professional Engineering, Inc.,
La Puente, CA
$931,775.00
5 Steiny and Company, Baldwin Park, CA $945,497.00
The bid proposal from Pro Tech Engineering Corp. (Pro Tech) was reviewed and
found to be non-responsive. Pro Tech did not use the revised bid forms schedule
per the Addendum #2 released during the bidding period. It was also discovered
that the bid proposal contained mathematical errors.
On May 11, 2012, Pro Tech acknowledged the errors in a letter to the City and
requested that their bid proposal be withdrawn from consideration. Staff replied with
a letter to Pro Tech on May 14, 2012, approving the withdrawal of their bid.
Staff reviewed the bid proposal of the second lowest bidder, Sully-Miller Contracting
Company (Sully-Miller), and found the bid documents responsive and complete. Its
bid bond, contractor’s license, and worker’s compensation insurance were reviewed
and determined to meet City requirements. Sully-Miller has completed similar
streetlight improvement projects with other municipal agencies in the local region,
including the cities of Downey and Long Beach, and Caltrans, with favorable
comments.
Staff recommends that the City Council authorize the Public Works Director/City
Engineer to approve change orders in the amount not-to-exceed $100,000 (12%), if
necessary for unforeseen conditions or project enhancements.
FISCAL ANALYSIS:
The following chart contains fiscal information regarding award of the contract:
Proposed Project Budget
P-684 Gas Tax Funds (41800684) $ 453,636.00
P-853 Gas Tax Funds (41800853) $ 480,839.00
P-684 General Funds (42000684) $ 760,081.00
Available Funds $1,694,556.00
Proposed Base Bid
Washington Blvd Streetlight Improvement $259,035.00 City of Culver City, California
Agenda Item Report
Project
Washington Place Streetlight Improvement
Project
$190,773.00
Induction Streetlight Conversion Project $294,328.00
Induction Safety Light at Intersections
Conversion Project
$116,572.00
Total Construction Contract Base Bid $860,708.00
Estimated Project Expenses
Construction Contract (Base Bid) $860,708.00
12% contingency $100,000.00
Subtotal $960,708.00
Construction Inspection Services $ 50,000.00
Geotechnical Construction Services
(Observation & Testing)
$ 5,000.00
Total Estimated Project Expenses $1,015,708.00
It is estimated that $200,000 in energy savings will be used to pay back the zero-
interest loan from SCE in not more than 10 years.
The remaining funds in the amount of $678,909 will be available for other future
streetlight projects.
ATTACHMENTS:
1. Location Map for induction conversions
2. Inventory of locations for induction conversions
3. Inventory of locations for safety light conversions
MOTIONS:
That the City Council:
1) Reject the bid submitted by Pro Tech Engineering Corporation as non-
responsive; and,
2) Award a contract to Sully-Miller Contracting Company as the lowest responsive
and responsible bidder for the Washington Boulevard and Washington Place
Streetlight Improvement Project, and the Induction Streetlight Conversion Project
in the amount of, $860,708.00; and,
3) Authorize the Public Works Director/City Engineer to approve change orders in
an amount not-to-exceed $ 100,000.00, if necessary; and, City of Culver City, California
Agenda Item Report
4) Authorize the City Attorney to review/prepare the necessary documents; and,
5) Authorize the City Manager to execute such documents on behalf of the City.
MEETING DATE: 06/04/12
AGENDA ITEM:
(1) Reject the Bid submitted by Pro Tech Engineering Corporation
and (2) Award of Contract to Sully-Miller Contracting Company for
the construction of Washington Boulevard and Washington Place
Streetlight Improvement Project, P-863 & 684, and Induction
Streetlight Conversion Project.
ATTACHMENTS
1 Location Map for induction conversions
2 Inventory of locations for induction conversions
3 Inventory of locations for safety light conversions
Page
2
3-4 Induction Streetlight Conversion Project
Conversion
• • • • 400 Watt to 250 Watt
• 250 Watt to 150 Watt
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0 1,250 2,500 7,500 5,000 10,000
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INDUCTION STREET LIGHT CONVERSION PROJECT - INVENTORY LIST
Name Limits Existing Luminaire
(Wattage/Type)
Proposed induction
(250 W)
Proposed Induction
(150 W)
Centinela Avenue Sepulveda Blvd to Mesmer Ave 400 W HPS 11
Centinela Avenue Bristol Pkwy to Cemetery 250 W HPS 5
Delmas Terrace Washington Blvd to Venice Blvd 400 W HPS 3
Eastham Drive Higuera Street to Stellar Drive 250 W HPS 7
Green Valley Pkwy Sepulveda Blvd to Centinela Ave 250 W HPS 39
Hannum Avenue Playa Street to Buckingham Pkwy 250 W HPS 39
Hayden Avenue Higuera Street to National Blvd 250W HPS 12
Hayden Place Higuera Street to Cul De Sac 250 W HPS 8
Higuera Street Ballona Ck to Hayden Av 400 W HPS 5
Ince Boulevard Culver Blvd to Lindblade 250 W FIPS 8
Jefferson Boulevard City Limits (North)to Sepulveda Blvd 250 W HPS 113
Jefferson Boulevard Sepulveda Blvd to City Limits (South) 250 W HPS 13
Machado Road Jefferson Blvd to Sepulveda BI 400 W HPS 4
Main Street Culver Blvd to Venice Blvd 250 W HPS 4
Overland Avenue Washington Blvd to Jefferson Blvd 250 W HPS 52
Overland Avenue Jefferson Blvd to Playa Street (South Drive) 250 W HPS 36
Playa Street Overland Avenue (South Dr.) to Sepulveda Blvd 250 W HPS 20
Sepulveda Boulevard Venice Blvd to Washington Blvd 400 W HPS 18
Sepulveda Boulevard Washington Blvdto Culver Blvd 400 W HPS 10
Sepulveda Boulevard City Limits to Jefferson Blvd 400 W HPS 20
Slauson Avenue City Limits to Jefferson Blvd 400 W HPS 45
Stellar Drive Hayden Avenue to Eastham Dr 250 W HPS 8
Warner Drive Hayden Avenue to Eastham Dr 250 W HPS 8
Washington Place Grand View Blvd to Centinela Ave 250 W HPS 6
TOTAL 116 378 SAFETY LIGHT CONVERSION - INVENTORY LIST
Location Street Intersection Number of Proposed Safety
Lights (250 W Induction)
Centinela Avenue Centinela Ave @ Green Valley Circle 2
Centinela Ave @ Bristol Parkway 2
Centinela Ave @ Sepulveda Boulevard 4
Green Valley Pkwy Green Valley Pkwy @ Bristol Pkwy
Green Valley Pkwy @ Buckingham Pkwy 4
Hannum Avenue Hannum Avenue @ Fox Hills Drive 2
Hannum Avenue @ Fox Bristol Pkwy 4
Hannum Avenue @ Uplender Way
3
Higuera Street Higuera Street @ Eastham Drive 2
Higuera Street @ Hayden Avenue 4
Jefferson Boulevard Jefferson Blvd @ Duquesne Avenue 4
Jefferson Blvd @ 9919 Jefferson Blvd
2
Jefferson Blvd @ College Blvd /Leahy Street 2
Jefferson Blvd @ Rain Tree Circle 2
Jefferson Blvd @ Indian Wood Road
Jefferson Blvd @ Summertime Lane 4
Jefferson Blvd @ Overland Avenue 6
Jefferson Blvd @ Kinston Avenue 4
Jefferson Blvd @ Cote Street 4
Jefferson Blvd @ Machado Lane 5
Jefferson Blvd @ Sepulveda Blvd 6
Overland Avenue Overland Ave © Palm Court 2
Overland Ave @ Culver Blvd 2
Overland Ave © Braddock Dr 3
Overland Ave @ Franklin Ave 1
Overland Ave © Virginia Ave 4
Overland Ave @ Maytime Lane 3
Overland Ave @ Clarmon Place
3 04bit.
Location Street Intersection Number of Proposed Safety
Lights (250 W Induction)
Playa Street Playa Street @ Hannum Ave 2
Sepulveda Boulevard Sepulveda Blvd © 405 Fwy 2
Sepulveda Blvd @ Washington Place 2
Sepulveda Blvd @ Washington Blvd 2
Sepulveda Blvd @ Culver Blvd 3
Sepulveda Blvd @ Machado Lane 4
Sepulveda Blvd @ Sawtelle Blvd 6
Slauson Avenue Slauson Avenue @ Hannum Avenue 4
Slauson Avenue @ Jefferson Blvd 4
Slauson Avenue @ 90 Fwy 6
Slauson Avenue @ Bristol Pwky 4
Slauson Avenue @ Buckingham Pkwy 6
Washington Place Washington Place @ Centinela Ave 2
Washington Place @ Grand View Blvd 4
Total Safety Lights 133