City of Culver City, California
Agenda Item Report
Meeting Date: 01/25/2010 Item Number: C-3
CITY COUNCIL AGENDA ITEM: Award of a Construction Contract to Republic
Intelligent Transportation Services, Inc., as the Lowest Responsive and
Responsible Bidder, for the Upgrade of Traffic Signal Preemption Devices at
Various Locations, P-882
Contact Person/Dept.: Mate Gaspar/PW Phone Number: (310) 253-5602
Fiscal Impact: Yes [X] No [] General Fund: Yes [] No [X]
Public Hearing: [] Action Item: [] Attachments: [X]
Commission Action Required: Yes [] No [X] Date: _______________
Public Notification: (E-Mail) Agenda and Meetings – City Council (01/20/10), (E-mail)
Republic ITS, Inc. (01/20/10)
Department Approval:
Charles D. Herbertson (01/14/10)
City Attorney Approval:
Carol Schwab (by H. Baker) (01/20/10)
Chief Financial Officer Approval:
Mark Scott (by N. Kimball)
City Manager Approval:
Mark Scott (01/21/10)
RECOMMENDATION:
Staff recommends that the City Council award a construction contract to Republic
Intelligent Transportation Services (ITS) Inc., as the lowest responsive and
responsible bidder, for the Upgrade of Traffic Signal Preemption Devices at
Various Location(P-822).
BACKGROUND:
Traffic signal preemption devices provide priority to emergency vehicles to go
through signalized intersections in a safe manner thereby reducing the response
time. This project includes replacement and upgrade of these 20 year old devices
at 44 intersections. The new devices will be compatible with devices currently
being deployed in the City at other traffic signals.
The City previously had executed a contract with J&J Company for this work. After
starting work, J&J performed some preparatory work and stopped work claiming an
increase in the cost of procuring the equipment. Staff had notified J&J that unless
work was completed the City would proceed with termination of the contract upon
30 days’ written notice as provided in the contract. There was no response from
J&J.
On September 14, 2009, the City Council terminated the contract with J&J, and
authorized staff to advertise the project for bid. Staff had set up the bid schedule
for a base bid consisting of 35 traffic signals and an alternate bid for 9 additional
traffic signals which could be awarded based on availability of funds. City of Culver City, California
Agenda Item Report
DISCUSSION:
On December 10, 2009, the City Clerk’s Office publicly opened eight bids as
follows:
CONTRACTOR BID AMOUNTS
1 Republic ITS Inc.
Base Bid (35 signals)
Add Alternate(9 signals)
Total
$153,225
$26,400
$179,625
2 CT &F
Base Bid (35 signals)
Add Alternate(9 signals)
Total
$171,054
$40,045
$211,099
3 Macadee Electrical
Base Bid (35 signals)
Add Alternate(9 signals)
Total
$175,125
$28,373
$203,498
4 Freeway Electric
Base Bid (35 signals)
Add Alternate(9 signals)
Total
$184,184
$37,030
$221.214
5 Christopher Morales
Base Bid (35 signals)
Add Alternate(9 signals)
Total
$199,820
$41,487
$241,307
6 Steiny & Co
Base Bid (35 signals)
Add Alternate(9 signals)
Total
$203,950
$34,275
$238,225
7 Terno Inc.
Base Bid (35 signals)
Add Alternate(9 signals)
Total
$218,594
$36,845
$255,439
8 California Professional Engineering
Base Bid (35 signals)
Add Alternate(9 signals)
Total
$252,215
$48,446
$301,661
Note: The bids have been listed in the low to high base bid amount which is the
basis for contract award. Republic ITS Inc. is the apparent lowest responsive and
responsible bidder based on both the base bid amount and the total bid amount.
City of Culver City, California
Agenda Item Report
Staff reviewed the bid proposal from Republic ITS Inc., 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. Republic ITS Inc. has completed several similar projects for other
municipal agencies with satisfactory performance. Staff recommends award of the
construction contract to Republic ITS Inc., for both the base bid and the alternate
bid in the total bid amount of $179,625 as the lowest responsive and responsible
bidder.
As Republic ITS’ bid is within available funding, staff recommends that the City
Council authorize the City Manager to approve contract change orders in an
amount not to exceed $3,589 (approximately 10% of the contract amount) to cover
unforeseen contingencies. This authorization is within the project budget and no
additional appropriation is required for this purpose.
The construction management of the project will be conducted by Public Works
Department staff. Project construction is anticipated to start in April 2010 and be
completed by July 2010.
FISCAL ANALYSIS:
The project is funded by several federal grants and local sources. The original
project budget included a $25,600 appropriation from the SAFETEA-LU federal
earmark. However, the amount ultimately authorized by SAFETEA-LU was only
$8,792. As a result, an administrative budget amendment will be processed by
staff to decrease the SAFETEA-LU funding by $16,808.
The amended sources of funds are as follows:
SAFETEA-LU federal funds (42300882) $8,792
(reduced from $25,600)
Intelligent transportation system federal funds (42300882) $78,228
P-429 Traffic signal upgrade/replacement $25,000
(Transferred from 42000429 to 42000882 on 5/22/06
Approved by the City Council on 05/22/2006)
Playa Vista developer mitigation funds (42000882) $82,172
TOTAL $194,192
Total payment made to J&J Contractor at termination of its contract: $11,178
Funds available to implement the project $ 183,214 City of Culver City, California
Agenda Item Report
ATTACHMENT:
1. List of intersections included in the project.
MOTIONS:
That the City Council:
1. Award a construction contract to Republic Intelligent Transportation
Services Inc., as the lowest responsive and responsible bidder, for the
Upgrade of traffic signal preemption devices at various locations –project
number P-882, in the amount of $179,625 based on its base bid; and,
2. Authorize the City Manager to approve change orders in the amount not to
exceed $3,589; and,
3. Authorize the City Attorney to review/prepare the necessary documents;
and,
4. Authorize the City Manager to execute such documents on behalf of the
City.
MEETING DATE: 1/25110
AGENDA ITEM: Award a Construction Contract to Republic
Intelligent Transportation Services, Inc. for the
Upgrade of Traffic Signal Preemption Devices
at Various Locations, P-882
ATTACHMENTS
Pages
List of intersections included in the projectLIST OF INTERSECTIONS TO RECEIVE
REPLACEMENT TRAFFIC SIGNAL PREEMPTION DEVICES
1 Culver Boulevard Overland Avenue
2 Culver Boulevard Motor Avenue
3 Culver Boulevard Madison Avenue
4 Culver Boulevard Duquesne Avenue
5 Culver Boulevard La Fayette Place
6 Culver Boulevard Elenda Street
7 Culver Boulevard Sawtelle Boulevard
8 Duquesne Avenue Jefferson Boulevard
9 Jefferson Boulevard Slauson Avenue
10 Overland Avenue MGM Driveway
11 Overland Avenue Virginia Avenue
12 Overland Avenue Centinela Avenue
13 Overland Avenue Franklin Avenue
14 Overland Avenue Jefferson Boulevard
15 Sawtelle Boulevard 405 Freeway Off Ramps
16 Sepulveda Boulevard Washington Place
17 Sepulveda Boulevard Lucerne Avenue
18 Sepulveda Boulevard Braddock Drive
19 Sepulveda Boulevard Linblade Drive
20 Sepulveda Boulevard Culver Boulevard
21 Sepulveda Boulevard Green Valley Circle
22 Sepulveda Boulevard West Mall Driveway
23 Sepulveda Boulevard Route 90 On-Ramp
24 Sepulveda Boulevard Slauson Avenue
25 Sepulveda Boulevard Jefferson Boulevard
26 Sepulveda Boulevard Berryman Avenue
27 Sepulveda Boulevard Sawtelle Boulevard
28 Sepulveda Boulevard Jefferson Boulevard
29 Sepulveda Boulevard Route 405 On Ramp
30 Washington Boulevard Culver Boulevard/Main Street
31 Washington Boulevard Duquesne Avenue/Hughes Avenue
32 Washington Boulevard Madison Avenue
33 Washington Boulevard Jasmine Avenue
34 Washington Boulevard Motor Avenue
35 Washington Boulevard Overland Avenue
36 Washington Boulevard Culver Center
37 Washington Boulevard Sepulveda Boulevard
38 Washington Boulevard Elenda Street
39 Washington Boulevard Ince Boulevard
40 Washington Boulevard Robertson Boulevard
41 Washington Boulevard National Boulevard
42 Washington Boulevard Helms Avenue
43 Washington Boulevard McManus Avenue
44 Washington Boulevard La Cienega Boulevard
45 Washington Boulevard Adams Boulevard
46 Washington Place Tilden Avenue