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CC - (1) Consent to Allow California Professional Engineering Inc. to Withdraw its Bid; (2) Award of Construction Contract in the Amount of $630,118 to Comet Electric, Inc., as the Lowest Responsive and Responsible Bidder; and (3) Authorize the Public Works Director/City Engineer to Approve Change Orders in an Amount Not-to-Exceed $94,500, for the Traffic Signal Re-Wiring Project, PZ-429, Traffic Signal Construction at Washington Boulevard and Cattaraugus Avenue, PL-003 and Left Turn Modification at Sepulveda Bl/Jefferson Bl/Playa St., PL-009.
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Meeting Date: January 14, 2019
Contact Person/Dept: Hong Wang/Public Works
Phone Number: (310).253-5604
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Public Hearing: [] Action Item: [] Attachments: []
Commission Action Required: Yes [] No [] Date:
Public Notification: (E-Mail) Meetings and Agendas - City Council (01/09/19);
Department Approval: Charles D. Herbertson, Director of Public Works/City Engineer (01/03/19)
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RECOMMENDATION
Staff recommends the City Council (1) consent to allow California Professional Engineering Inc. to withdraw its bid; (2) award a contract in the amount of $630,118 to Comet Electric, Inc. as the lowest responsive and responsible bidder; and (3) authorize the Public Works Director/City Engineer to approve change orders in an amount not to-exceed $94,500 if necessary, for the Traffic Signal Re-Wiring Project, PZ-429, Traffic Signal Construction at Washington Boulevard and Cattaraugus Avenue, PL-003, and Left Turn Modification at Sepulveda Bl/Jefferson Bl/Playa St., PL-009.
BACKGROUND/DISCUSSION
Traffic Signal Re-Wiring Project, PZ-429:
The Public Works Department operates and maintains 102 fully functional traffic signals and three pedestrian activated signals in the city. This project will replace deteriorated single conductor wires with multi- conductor cables, which will ease the maintenance and troubleshooting effort and improve the reliability of traffic signals at the following three major intersections:
1. Sepulveda Boulevard and Centinela Avenue.
2. Washington Boulevard/ Washington Place/Zanja/Wade Street
3. Slauson Avenue and Hannum Avenue
This project also includes the replacement of six knocked-down streetlight poles on Slauson Avenue between Buckingham Avenue and Bristol Parkway and on Sepulveda Boulevard between Bankfield Avenue and Green Valley Circle.
New Traffic Signal at the Intersection of Washington Boulevard and Cattaraugus Avenue, PL-003:
As a condition of approval for the private development project at 8770 Washington Boulevard, the developer was required to install (partial funding) a traffic signal at the intersection of Washington Boulevard/Cattaraugus Avenue. The proposed new signal will provide signal controlled access to and from Cattaraugus Avenue (west) at Washington Boulevard.
Left Turn Modification at Sepulveda Bl/Jefferson Bl/Playa St., PL-009:
This project consists of the traffic signal modification for a proposed new third left turn/through lane from Jefferson Boulevard eastbound onto Sepulveda Boulevard southbound. The additional left turn lane is part of the traffic mitigation measure funded by the ‘Cumulus Project’ located in the City of Los Angeles at the northwest corner of Jefferson Boulevard and La Cienega Boulevard.
Kimley-Horn and KOA completed the design of the aforementioned projects under the City Council approved on-call traffic engineering.
Construction Bids:
On May 14, 2018 the City Council approved the plans, specifications and authorized staff to publish a notice inviting bids for the project. The Notice Inviting Bids was published on the City’s website and in trade journals. No bid addendum was issued. On December 13, 2018, the City Clerk’s staff publicly opened the bids. Eight contractors responded with the following bid amounts:
Contractor Total Base Base Bid Amount
Bid Amount W/O Deletable Bid Item #5
1. California Professional Engineering Inc. $707,727.00 $618,727.00
2. Comet Electric, Inc, $720,028.00 $630,118.00
3. Dynalectric $726,291.00 $645,783.00
4. Select Electric, Inc. $750,777.00 $666,694.00
5. Alfaro Communications Construction Inc. $765,565.00 $654,565.00
6. Belco Elecnor Group $849,745.00 $768,745.00
7. Calpromax Engineering Inc. $896,000.00 $786,000.00
8. PTM General Engineering Services, Inc $914,014.00 $839,014.00
On December 17, 2018 California Professional Engineering Inc. submitted a letter requesting that its bid proposal be withdrawn due to an error made on one of its bid items.
California Public Contract Code Section §5103 allows the public agency to consent to bidder's withdraw if the bidder can establish that:
(a) A mistake was made.
(b) He or she gave the public entity written notice within five working days, excluding Saturdays, Sundays, and state holidays, after the opening of the bids of the mistake, specifying in the notice in detail how the mistake occurred.
(c) The mistake made the bid materially different than he or she intended it to be.
(d) The mistake was made in filling out the bid and not due to error in judgment or to carelessness in inspecting the site of the work, or in reading the plans or specifications.
Staff has reviewed the supporting documents submitted by California Professional Engineering Inc. and determined that the bidder inadvertently omitted one of its supplier's bid amount of $71,511 in Bid Item #4. The other Contractor’s bid amount for #4 is on average $100,000 higher than California Professional Engineering Inc.'s bid amount of $32,169. It is recommended that the City Council consent to California Professional Engineering Inc.'s bid withdraw based on the mistake it made.
Staff reviewed the remaining seven sets of contractor bid documents and determined Comet Electric Inc. submitted the lowest responsive total base bid. Staff reviewed the bid proposal and found the bid documents responsive and complete. Its bond, contractor’s license, and worker’s compensation insurance were reviewed and determined to meet City requirements. Comet Electric Inc. is a well-established electrical contractor and has completed many similar projects throughout the cities in southern California and many within Culver City with satisfactory performance. Completed Culver City projects include Street Light Energy Efficiency Upgrade Project, PZ-684 and various traffic signal projects as a subcontractor on private development projects or on City's CIP projects.
Staff recommends that the City Council not award the Deletable Bid Item #5, which is the installation of a redundant video camera detection system at the intersection of Washington Bl/ Washington Place/ Zanja/. Wade Ave. The bid price of $89,910 greatly exceeds the engineer’s estimate of $35,000. Existing in-pavement loops will continue to be utilized for detection of vehicle traffic. Comet Electric Inc. base bid price without the Deletable Bid Item #5 is $630,118, which is the recommended contract award amount.
Construction:
Due to current 5~6 months industrywide lead time for signal steel pole manufacturing, the contractor would be granted additional working days to complete the project to account for manufacturer's delays. Therefore the projected completion date for the project is August, 2019.
Public Works Department Engineering Division staff will perform the construction management of the project. The construction inspection and material testing service providers will be selected from the City Council approved on-call consultant construction inspection list.
FISCAL ANALYSIS
Available funds:
PZ-429: fund #420(Capital Improvement fund) $571,215
PL-003: Fund #420(Capital Improvement fund) $150,000
PL-009: Fund #420(Capital Improvement Fund) $100,000
Total: $821,215
Estimated expenditures:
Construction Contract Amount: $630,118
Construction Contingency (15%) $ 94,500
Inspection and Material Testing $ 60,000
Total: $790,618
ATTACHMENTS
None
MOTION
That the City Council:
1. Consent to allow California Professional Engineering Inc. to withdraw its bid;
2. Award a contract to Comet Electric, Inc. as the lowest responsive and responsible bidder, for the Traffic Signal Re-Wiring Project, PZ-429, Traffic Signal Construction at Washington Boulevard and Cattaraugus Avenue, PL-003, and Left Turn Modification at Sepulveda Bl/Jefferson Bl/Playa St., PL-009 in the amount of $630,118;
3. Authorize the Public Works Directory/City Engineer to approve change orders in the amount not-to-exceed $94,500, 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.