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CC - (1) Approval of a Construction Contract With Econolite Systems, Inc. in an Amount Not-to-Exceed $290,941.95 as the Lowest, Responsive and Responsible Bidder for Culver City Bus Signal Priority System WLAN Communications Equipment Installation Project, with Options for Three Additional Years of Maintenance on a Time-and-Material Basis in an Amount Not-to-Exceed $40,000; and (2) Authorization to the City Manager to Approve Amendments up to 15% for Both the Contract and Annual Maintenance Agreement in an Additional Amount of $44,000 and $6,000 respectively for Unanticipated Costs.
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Meeting Date: September 9, 2019
Contact Person/Dept: Diana Chang/Transportation Department
Phone Number: (310) 253-6566
Fiscal Impact: Yes [X] No [] General Fund: Yes [] No [X]
Public Hearing: [] Action Item: [] Attachments: []
Commission Action Required: Yes [] No [] Date:
Public Notification: (E-Mail) Meetings and Agendas - City Council (09/04/19);
Department Approval: Rolando Cruz, Chief Transportation Officer (08/29/19)
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RECOMMENDATION
Staff recommends the City Council (1) approve a construction contract with Econolite Systems, Inc. in an amount not-to-exceed $290,941.95 as the lowest, responsive and responsible bidder for the Culver City Bus Signal Priority System WLAN Communications Equipment Installation Project, with options for three additional years of maintenance on a time-and-material basis in an amount not-to-exceed $40,000; and (2) authorize the City Manager to approve amendments up to 15% for both the contract and annual maintenance agreement in an additional amount of $44,000.00 and $6,000 respectively for unanticipated costs.
BACKGROUND/DISCUSSION
The Bus Signal Priority System (BSP System) is one of the three major components of the Transit Intelligent Transportation System Project (Transit ITS Project). The Transit ITS Project includes: 1). The replacement of the existing SmartBus Fleet Operations Management System; 2). Design and installation of the BSP System; and, 3). Design and installation of the Real-Time Bus Arrival Information System.
The BSP System will provide wireless signal priority to buses at signalized intersections in the City to increase operational efficiency and travel time savings. In the past ten months, Staff has been implementing the design, procurement, testing, non-public right-of-way procurement and maintenance of software and equipment components of the BSP System. In July 2019, City finalized the signalized intersections design plans and released the Notice Inviting Bids (BID No. 1949) for the BSP System WLAN Communications Equipment Installation Project (Project), which includes the installation and maintenance of the BSP System equipment in the public right-of-way.
Selection Process
A pre-bid conference was held on July 16, 2019 to introduce the project and collect questions from potential bidders. Response to all questions received at the pre-bid conference and through emails were posted to City’s bid web page. On August 1, 2019, the City Clerk’s Office publicly opened the bids. Three contractors responded with the following bid amounts:
After careful evaluation of each firm’s bid documents, contractor’s license, minimum requirements, and reference checks, staff determined Econolite Systems, Inc. as the lowest, responsive and responsible bidder. Staff conducted reference checks and received positive feedback that Econolite Systems, Inc. performed satisfactory works for other agencies.
Staff recommends the City Council to approve a construction contract with Econolite Systems, Inc. in an amount not-to-exceed $290,941.95 for the Project, with options for three additional years of maintenance services on a time-and-material basis in an amount not-to-exceed $40,000 and authorize the City Manager to approve amendments up to 15% for both the contract and annual maintenance agreement in an additional amount of $44,000.00 and $6,000 respectively for unanticipated costs.
The construction inspection services for this Project will be performed by a consultant firm to be selected from the City’s list of on-call engineering companies.
FISCAL ANALYSIS
The cost of the base contract, including contingency, is not-to-exceed $334,941.95. The cost of service will be based on actual work performed.
Funding in the amount of $334,941.95 for the cost of the base contract, including contingency, has been identified for the Project. The funding sources include Metro Call for Projects grant for Citywide BSP Project, PTMISEA Prop 1B funds, and Metro Rapid Program FTA Grants. Sufficient funds have been allocated in Transportation capital account 20370300.732120 in the FY2019-20 budget.
The cost of the first three years of maintenance services (on a time-and-material basis), including contingency, is not-to-exceed $46,000.00 ($40,000 for base maintenance services plus $6,000 in contingency), and will be identified annually in each fiscal year budget. The cost of service will be based on actual work performed. The operating dollars will be sourced from local transportation funding.
ATTACHMENTS
None
MOTION
That the City Council:
1. Approve a construction contract with Econolite Systems, Inc. in an amount not-to-exceed $290,941.95 as the lowest, responsive and responsible bidder for Culver City Bus Signal Priority System WLAN Communications Equipment Installation Project, with options for three additional years of maintenance on a time-and-material basis in an amount not-to-exceed $40,000;
2. Authorize the City Manager to approve amendments up to 15% for both the contract and annual maintenance agreement in an additional amount of $44,000.00 and $6,000 respectively for unanticipated costs;
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.