City of Culver City, California
City Council Agenda Item Report
RECOMMENDATION:
Staff recommends the City Council award a contract to Ace Electric, Inc., as the
lowest responsive and responsible bidder, for the Bill Botts Field Lighting Project, P-
869.
BACKGROUND:
In October 2004, the City Council approved Resolution No. 2004-R073 to apply for
2002 Resources Bond Act (Proposition 40) California Youth Soccer and Recreation
Development Program grant funds for the Bill Botts Field Lighting Project.
In May 2006, a Grant Contract from the State Department of Parks and Recreation
Office of Grants and Local Services was issued to Culver City for the project
improvements.
The City’s Planning Division filed an Initial Study on April 4, 2007 which stated that
the subject project could not have a significant effect on the environment, and a
Negative Declaration will be prepared. A Notice of Intent to Adopt a Negative
Declaration was filed on April 5, 2007. Subsequently, a Notice of Decision was
made on May 14, 2007 which stated the project could not have a significant effect on
the environment, and a Notice of Determination was made on May 18, 2007 which
stated that 1) the project will not have a significant effect on the environment, 2) a
Negative Declaration was prepared for this project, 3) mitigation measures were not
made a condition of the approval of the project, 4) a Statement of Overriding
Considerations was not adopted for this project.
Date: 12/08/08 Item Number: C-4
AGENDA ITEM: Award of a Contract to Ace Electric, Inc. for the Bill Botts Field
Lighting Project (P-869).
Contact Person/Dept.: Sammy
Romo/Public Works
Phone Number: (310) 253-5619
Fiscal Impact: Yes [X] No [ ] General Fund: Yes [] No [X]
Public Hearing: [ ] Action Item: [] Attachments: [X]
Public Notification:
Master E-Mail Notification List on (12/03/08), Ace Electric, Inc. by telephone on (December
1, 2008); G. Coast Construction, Inc., Electro Construction Corporation, Electro-Air
Company, McKoy Electric Company, Pro-Tech Engineering Corporation, Pima Corporation,
and A-1 Electric Service Company, Inc. by email on (December 1, 2008).
Department Approval:
Charles D. Herbertson (11/25/08)
City Attorney Approval:
Carol Schwab (by H. Baker) (12/02/08)
Chief Financial Officer Approval:
Jeff Muir (by M. Noller) (12/02/08)
City Manager Approval:
Jerry B. Fulwood (12/02/08) City of Culver City, California
City Council Agenda Item Report
DISCUSSION:
Design
Requests for Proposals (RFP) for design of the project were sent to Psomas and
CBM Consulting. These companies were pre-approved by the City Council on July
23, 2007 to perform general civil engineering related services as well as construction
inspection services. After the RFP’s were received, staff reviewed them and
determined the most responsive and cost-effective proposal was from CBM
Consulting. CBM completed the preparation of the bid documents under the
oversight of the Public Works Department.
On November 6, 2008, the City Clerk Department staff publicly opened the bids.
Eight (8) contractors responded with the following bid amounts:
CONTRACTOR BID AMOUNTS
1 Ace Electric, Inc. $255,000
2 G. Coast Construction, Inc. $258,800
3 Electro Construction Corporation $259,900
4 Electro-Air Company $294,500
5 McKoy Electric Company $305,500
6 Pro Tech Engineering Corporation $348,550
7 Pima Corporation $353,400
8 A-1 Electric Service Company, Inc. $400,000
Staff reviewed all of the bid documents and determined they were responsive and
complete. Per the project specifications, the lowest bid is determined by the lowest
total base bid. Ace Electric, Inc. has the lowest total base bid. Due to the
exceptionally lower bid amount than estimated, staff is proposing that the City
Council approve increasing the quantity of work by $11,236 (4.4% of the base bid).
The project specifications allow an increase to the quantity of work by up to 25%
without changing the bid unit prices. With the 4.4% increase to the quantity of work,
staff is proposing to upgrade the existing electrical cabinet.
Staff has researched Ace Electric, Inc.’s current and past projects and found them to
be positive. Ace Electric, Inc. has recently completed sports field lighting projects for
several cities including Azusa, El Segundo, and Oceanside as well as for Apple
Valley Unified School District and multiple private developments. Representatives
from these projects indicated that Ace Electric, Inc. performed in a professional City of Culver City, California
City Council Agenda Item Report
manner and recommended them for future projects. Therefore, staff proposes to
award the construction contract to Ace Electric, Inc.
Construction management and inspection
The construction management will be performed by Engineering Division staff. On
November 11, 2008, RFP’s were sent out for geotechnical and structural observation
services. Geotechnical observation is not expected to exceed $10,000 and
structural observation is not expected to exceed $3,000.
The construction work will begin in January 2009 and is expected to be substantially
completed in March 2009.
FISCAL ANALYSIS:
The project is funded with Proposition 40 funds and Roberti-Z’Berg-Harris (RZH)
Block Grant funds. (On June 23, 2008, the City Council authorized staff to submit a
project application to the State of California Department of Parks and Recreation
Office of Grants and Local Services for $59,100 in Proposition 40 Roberti-Z’Berg-
Harris (RZH) Block Grant funds for the Bill Botts Field Lighting Project to supplement
the Prop 40 funds.)
In addition to the grant funds, Fifty thousand dollars ($50,000) City in-kind match is
required for the Proposition 40 grant. Staff has and will continue to record the staff
time expended on this project in order to meet the in-kind match requirement.
The current project budget is listed below:
Current Project Budget
Funding Source Amount
Proposition 40 Youth Soccer Grant $265,000
Proposition 40 RZH Block Grant $59,100
Total = $324,100
Recent Expenditures
Design (CBM Consulting) $17,004
CEQA Expense $1,900
Total = $18,904
City of Culver City, California
City Council Agenda Item Report
Remaining Project Balance $305,196
Estimated Project Expenses
Bill Botts Field Lighting Project, P-869
Construction Contract (with 4.4%
contract increase)
$266,236
Geotechnical & Structural
Construction Services (Observation &
Testing)
$13,000
Subtotal $279,236
9.8% project contingency $25,960
Total Estimated Project Expenses $305,196
ATTACHMENT:
1. Location Map
MOTIONS:
That the City Council:
1) Award a contract to Ace Electric, Inc. for the Bill Botts Field Lighting Project (P-
869), based on its base bid amount of $255,000; and,
2) Authorize the Public Works Director/City Engineer to increase the construction
contract with Ace Electric, Inc. in an amount not-to-exceed $11,236 to upgrade
the electrical cabinet; and,
3) Authorize the Public Works Director/City Engineer to approve change orders in
an amount not-to-exceed $25,960, if necessary; and,
4) Authorize the City Attorney to review/prepare the necessary documents and
authorize the City Manager to execute such documents on behalf of the City.
MEETING DATE: 1218/08
AGENDA ITEM: Approve a Contract to Ace Electric, Inc. for the Bill
Botts Field Lighting Project (P-869).
ATTACHMENTS
Pages|109| Location Map 1CBM Consulting, Inc,
17001 SOLITli DENVER AVENUE
CARDFNA, CA 90248
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iaa.eilnli FAX 210 320-1021
mem ehmeonsuning.com
ehmalebmconsultIng corn
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