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CC - CONSENT ITEM: (1) Award of Construction Contract to PTM General Engineering Services Inc., as the Lowest Responsive and Responsible Bidder, in the Amount of $244,044 for the Sawtelle at Matteson Traffic Signal Modification Project, PL-010; and (2) Authorization to the Public Works Director to Approve Change Orders to the Contract in an Amount Not-to-Exceed $35,803 to Cover Contingency Costs (14.5%).
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Meeting Date: August 12, 2024
Contact Person/Dept: Andrew Maximous
Public Works Department, Mobility and Traffic Engineering
Phone Number: (310) 253-5628
Fiscal Impact: Yes [X] No [ ] General Fund: Yes [X] No [ ]
Attachments: Yes [ ] No [X]
Public Notification: E-Mail: Meetings and Agendas - City Council (08/07/2024)
Department Approval: Yanni Demitri, Public Works Director/City Engineer (07/24/2024)
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RECOMMENDATION
Staff recommends the City Council (1) award a construction contract to PTM General Engineering Services Inc., as the lowest responsive and responsible bidder, in the amount of $244,044 for the Sawtelle at Matteson Traffic Signal Modification Project, PL-010; and (2) authorize the Public Works Director to approve change orders to the contract in an amount not-to-exceed $35,803 to cover contingency costs (14.5%).
BACKGROUND
The Sawtelle at Matteson Traffic Signal Modification Project is intended to relieve congestion at the freeway ramps and reduce cut-through traffic in the adjacent residential neighborhood. The signal modification will provide a protected left turn phase for the left turn movement coming off the southbound San Diego Freeway (I-405) off-ramp and convert the northbound and southbound left turns into protected movements.
As part of the project, the City intends to remove the existing crosswalk at the north leg of the intersection and install a new crosswalk at the south leg of the intersection. A traffic study was performed and concluded that the proposed crosswalk removal at the north leg assists in reducing delay for the westbound right turn movement and eliminates the risk of pedestrian collisions.
On May 16, 2024, the City received an Encroachment Permit approval from Caltrans to proceed with the traffic signal modification.
On June 13, staff presented the project to the Mobility, Traffic and Parking Subcommittee which provided unanimous support for the project. This hearing complies with California Vehicle Code (CVC) Section 21950.5 and the Manual on Uniform Traffic control Devices (MUTCD) Section 3B.18.31, stating a public hearing must be held not less than 30 days prior to the scheduled date of removal of a marked crosswalk.
DISCUSSION
The notice inviting bids was posted on PlanetBids on June 6, 2024. On July 9, 2024, six (6) bids were received by the City’s Purchasing Division. The bid received from California Professional Engineering Inc. was incomplete and declared to be non-responsive due to a blank bid schedule. A summary of the bids received is below:
Staff reviewed the responsive bid documents and determined PTM General Engineering Services Inc., submitted the lowest responsive bid. Staff reviewed the bid proposal and found the bid documents responsive, complete, and within the available budget. The company’s bond, contractor’s license, and worker’s compensation insurance were reviewed and determined to meet City requirements. PTM is a well-established electrical contractor and has completed many similar traffic signal projects for cities throughout southern California with satisfactory performance.
Construction is scheduled to begin in Fall 2024 and is expected to be substantially completed by the Spring of 2025. This project’s construction activities will be scheduled to minimize impacts to residents, businesses, and the traveling public.
FISCAL ANALYSIS
The Adopted Budget for Fiscal Year 2024-2025 includes sufficient funding for the contract of $244,044 and $35,803 in contingency (a total of $279,847) in CIP No. PL-010 (Matteson/Sawtelle Traffic Improvement). This project can be found in the Capital Improvements section of the budget book in Fund 420 (Capital Improvements and Acquisitions).
ATTACHMENTS
None.
MOTIONS
That the City Council:
1. Award the construction contract to PTM General Engineering Services Inc., as the lowest responsive and responsible bidder, in the amount of $244,044 for the Sawtelle at Matteson Traffic Signal Modification Project, PL-010;
2. Authorize the Public Works Director to approve change orders to the contract in an amount not -to-exceed $35,803 to cover contingency (14.5%); 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.