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CC - Award of a Construction Contract to Aldridge Electric Inc. as the Lowest Responsive and Responsible Bidder for the Construction of the Traffic Monitoring CCTV System Gap Closure Project, PL-004.
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Meeting Date: July 11, 2016
Contact Person/Dept: Hong Wang/Public Works Department
Phone Number: (310) 253-5604
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) Meetings and Agendas - City Council (07/05/16)
Department Approval: Charles D. Herbertson, Public Works Director/City Engineer (06/30/16)
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RECOMMENDATION
Staff recommends the City Council award a construction contract to Aldridge Electric. Inc. (Aldridge) as the lowest responsive and responsible bidder in the amount of $3,195,118.10 for the Construction of the Traffic Monitoring CCTV System Gap Closure Project, PL-004.
BACKGROUND
The City of Culver City was awarded funding by Los Angeles County Metropolitan Transportation Authority (Metro) for a Traffic Monitoring CCTV System Gap Closure Project, (the “Project”). The Project will install a real-time closed circuit video monitoring system along selected regional arterial streets to close the gap in the City’s existing traffic monitoring camera system. The Project will improve traffic mobility and safety along the identified routes by enabling the City to respond more quickly and effectively to planned special events, reported traffic problems and emergencies.
The Project involves the design and installation of closed circuit monitoring cameras and/or approximately four miles of fiber optic communication cable at 18 locations, along with hub switching equipment and software, and new auxiliary equipment in the City Hall building. The 18 project locations will supplement the existing 14 camera locations operated by the City and 10 other camera locations that are shared with the City of Los Angeles. The existing CCTV cameras that were installed in 2005 will be upgraded and integrated to the new Video Management system (VMS). The proposed new CCTV camera locations and associated fiber communication connections are as follows:
Washington Boulevard at:
1. Glencoe Avenue
2. Centinela Avenue
3. Washington Place/Tilden Avenue/Harter Avenue
4. Duquesne Avenue/Hughes Avenue
5. Ince Boulevard
6. Kensington Avenue
Sepulveda Boulevard at:
1. Ballona Creek
2. Culver Boulevard
3. Bankfield Avenue
Sawtelle Boulevard at:
1. Washington Boulevard
2. Overland Avenue
3. Culver Boulevard
Slauson Avenue at:
1. Hannum Avenue
2. Buckingham Parkway
Bristol Parkway at Hannum Avenue
National Boulevard at Hayden Avenue
Jefferson Boulevard at Leahy Street/College Boulevard
Centinela Avenue at Green Valley Circle
Advantec designed the construction plans and prepared the specifications through the on-call traffic engineering contract with the City. On May 9, 2016 the City Council approved the plans and specifications and authorized the publication of a notice inviting bids.
DISCUSSION
The Notice Inviting Bids was published in a local newspaper, industry trade journals, and posted on the City’s website. On June 16, 2016, the City Clerk’s Office publicly opened the bids. Three contractors responded with the following bid amounts:
Contractor Bid Amount
1. Aldridge Electric. Inc., Libertyville IL $3,195,118.10
2. High-Light Electric, Riverside CA $3,385,550.00
3. DBX, Inc., Temecula CA $3,419,455.00
Staff reviewed the bid proposal of the apparent lowest bidder, Aldridge, 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. Aldridge is an electrical contractor based in Libertyville, Illinois and is licensed in California, with multimillion dollars in annual revenue and over 60 years of experience completing complex infrastructure projects. Staff contacted the references listed in the bid documents, all of which responded with positive feedback. The proposed communications subcontractor Crosstown Electrical and Data, Inc. is a reputable California company who also worked successfully on City’s last CCTV camera project in 2005 and the Fox Hills Area Traffic Signal Synchronization Project, P-852 in 2010.
The total available budget is approximately $3.2 million, including contingency and inspection costs. Due to bid amount exceeding the available budget amount, staff evaluated the CCTV system and is recommending potentially eliminating the new CCTV cameras and associated cabinets at the following six locations that Staff considers to be less essential in the overall CCTV system:
1. Bankfield Sepulveda Bl.
2. Kensington/ Washington Bl.
3. Hannum/ Slauson Bl.
4. Ballona Creek/Sepulveda Bl.
5. Sawtelle Bl./Culver Bl.
6. College Rd/Jefferson Bl.
The cost savings for eliminating the six camera locations is approximately $562,000. Aldridge has agreed to the City initiated scope of work change and price reduction. A letter from Aldridge is attached. The price reduction is about 18% and is not a substantial change in the scope of work.
Staff recommends the City Council award the contract to Aldridge and authorize the Public Works Director/City Engineer to approve change orders in the amount not-to-exceed $250,000 (approximately 10%), if necessary for unforeseen conditions. If there are sufficient contingency funds remaining towards the end of the project, staff recommends that some of the CCTV cameras at the above listed six locations to be installed, as funds allow.
For construction efficiency and cost effectiveness, included in the CCTV bid proposal is $152,870 to install additional conduit and pull boxes for the proposed Municipal Fiber Network Project, PT-003, where the alignments overlap with the CCTV project. The coordination and design efforts by the CCTV consultant, Advantec, was $19,320. Including proposed inspection services and construction contingency amount of $28,000, the total amount requested is about $200,000.This work is funded separately by the Municipal Fiber Network Project.
Construction management and inspection services will be performed by a consultant firm to be selected from the list of on-call engineering companies.
FISCAL ANALYSIS
Estimated Project Expenses:
Original Construction Bid Amount $3,195,118.10
Change Order No. 1 ($ 561,997.10)
Revised Construction Amount $2,635,118.10
Construction Contingency $ 250,000.00
Construction Management and Inspection $ 140,000.00
Design Fee Expenditure $ 221,747.00
Total Estimated Project Expenses $3,244,868.00
Available Funding:
PL-004 MTA Grant (Fund #423) $2,438,000.00
PL-004 Local Match (Fund #420) $ 610,000.00
PT-003 Municipal Fiber Network (Fund #205) $ 200,000.00
Total Estimated Project Expenses $3,248,000.00
ATTACHMENTS
June 28, 2016 letter from Aldridge accepting reduced scope of work.
MOTION
That the City Council:
1. Award a construction contract to Aldridge Electric, Inc., as the lowest responsive and responsible bidder, in the amount of $3,195,118.10 for the Construction of the Traffic Monitoring CCTV System Gap Closure Project, PL-004; and,
2. Approve a change order with Aldridge Electric, Inc., to eliminate six camera locations in the amount of contract reduction of $561,997.10; and,
3. Authorize the Public Works Director/City Engineer to approve change orders or additional CCTV camera installations, in an amount not to-exceed $250,000, and;
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.