HomeMy WebLinkAbout2012/04/24 Item 11CITY COUNCIL
AGENDA STATEMENT
~`~~ CITY OF
CHULAVISTA
4/24/12, Item~_
ITEM TITLE: PUBLIC HEARING TO CONSIDER WAIVING MINOR
MATHEMATICAL ERROR IN THE BID RECEIVED FOR THE
"TRAFFIC SIGNAL IMPROVEMENTS AT THE INTERSECTIONS
OF HILLTOP DRIVE AND OXFORD STREET, ORANGE
AVENUE AND ALBANY AVENUE, MAIN STREET AND
HILLTOP DRIVE (TF300, TF370 & TF371) ," PER CITY
CHARTER SECTION 1009
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
CHULA VISTA WAIVING MINOR MATHEMATICAL ERROR,
ACCEPTING BIDS AND AWARDING A CONTRACT FOR THE
"TRAFFIC SIGNAL IMPROVEMENTS AT THE INTERSECTIONS
OF HILLTOP DRIVE AND OXFORD STREET, ORANGE
AVENUE AND ALBANY AVENUE, MAIN STREET AND
HILLTOP DRIVE "(TF300, TF370 & TF371)" PROJECT TO
SELECT ELECTRIC, INC. IN THE AMOUNT OF $484,967,
WAIVING CITY COUNCIL POLICY 574-01 AND AUTHORIZING
THE EXPENDITURE OF ALL AVA ABLE CONTINGENCY
FUNDS IN AN AMOUNT NOT TO EX; D $60,000
SUBMITTED BY: DIRECTOR OF PUBLIC WORKS
ASSISTANT DIREC NG E
REVIEWED BY: CITY MANAGER
ASSISTANT CIT NAGER ~~
4/STHS VOTE: YES ^ NO
SUMMARY
On March 22, 2012, the Director of Public Works received five (5) sealed bids for the "Traffic
Signal Improvements at the Intersections of Hilltop Drive and Oxford Street, Orange Avenue and
Albany Avenue, Main Street and Hilltop Drive (TF300, TF370 & TF371)" Project. These traffic
signal projects aze included in the Capital Improvement Program (CIP) budget to modify an existing
traffic signal at Main Street/Hilltop Drive, and install two new traffic signal systems and equipment
at the intersections of Orange Avenue/Albany Avenue and Hilltop Drive/Oxford Street. The
proposed action would: waive a minor mathematical error, awazd a public works contract to Select
Electric, Inc., in the amount of $484,967, waive Council Policy 574-01, and authorize the Director
of Public Works to approve change orders up to the contingency amount of $60,000.
ENVIRONMENTAL REVIEW
TF300 & TF370: The Director of Development Services has reviewed the proposed project(s) for
compliance with the California Environmental Quality Act (CEQA) and has determined that the
project(s) qualifies fora Class 3 categorical exemption pursuant to Section 15303 New
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4/24/12, Item
Page 2 of 4
Construction or Conversion of Small Structures] of the State CEQA Guidelines because the minor
project consists of the installation of a traffic signal system to an intersection that currently has a
street stop system. Thus, no further environmental review is necessary.
TF371: The Director of Development Services has reviewed the proposed project for compliance
with the California Environmental Quality Act (CEQA) and has determined that the project
qualifies for a Class 1 categorical exemption pursuant to Section 15301 [Existing Facilities] of the
State CEQA Guidelines because the project consists of the modification to an existing traffic signal
system to an intersection and also ancillary work consisting of pedestrian ramp reconstruction
within existing sheet right-of--way Thus, no further environmental review is necessary.
RECOMMENDATION
Council adopt the resolution.
BOARDS/COMMISSION RECOMMENDATION
Not applicable.
DISCUSSION
The "Traffic Signal Improvements at the Intersections of Hilltop Drive and Oxford Street,
Orange Avenue and Albany Avenue, Main Street and Hilltop Drive in the City of Chula Vista,
CA (TF300, TF370 & TF371)" project consists of the installation of two new traffic signal
systems at the intersections of Hilltop Drive/Oxford Street and Orange Avenue/Albany Avenue,
and the modification of an existing traffic signal system at Main Street/Hilltop Drive. Contract
work also includes the construction of ADA pedestrian ramps, cross gutter improvements and
miscellaneous concrete improvements, as necessary, to comply with current intersection
standazds.
On Mazch 21, 2012, the Director of Public Works received a total of five (5) bids for the project.
The following table summazizes the bids received:
CONTRACTOR TOTAL SUBMITTED BID
1 Select Electric, Inc. -Spring Valley, CA $484,967.00*
2 Lekos Electric, Inc. - El Cajon, CA $503,043.00
3 DBX, Inc. -Temecula, CA $513,216.75
4 Republic ITS -Novato, CA $540,500.00
5 HMS Construction, Inc. -Vista, CA $545,761.20**
*The submitted bid proposal contained clerical error that did not affect the unit price or the total bid
amount.
**The submitted bid proposal contained mathematical errors that affected the total bid amount.
Correction of bid totals did not change the outcome and ranking of the bids.
Staff reviewed the apparent low bid proposal in the amount of $484,967.00 submitted by Select
Electric, Inc. During review of Select Electric bid proposal, staff found that the contractor had a
minor clerical error in a specific bid item subtotal; however, the grand total was correct and the
unit bid price remained the same.
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4/24/12, Item~~
Page 3 of 4
The low bid submitted by Select Electric, Inc. is below the Engineer's estimate of $540,000.00
by about $55,000, or approximately 10%. The Contractor has satisfactorily performed
construction projects of similar scope for the City in the past. The Contractor's License No.
297034 is current and active. Staff reviewed the low bid and determined the bid package is
complete, with no errors or omissions. Therefore, staff recommends awarding a contract in the
amount of $484,967 to Select Electric, Inc.
The proposed resolution would also authorize the Director of Public Works to approve change
orders over and above existing policy limits. Under City Council Policy No. 574-01, if an
individual change order causes the cumulative increase in change orders to exceed the Director's
authority ("Maximum Aggregate Increase in Change Orders"), then City Council approval is
required. The corresponding maximum aggregate contract increase that may be approved by the
Director of Public Works under Policy No. 574-01 is $36,948 which is based upon the base
contract amount. Approval of the proposed resolution would increase the Director of Public
Works' authority to approve change orders, as necessary, up to the contingency amount of
$60,000, which is an increase of $23,052 over Policy No. 574-01. Increasing the contingency
funds will allow staff to continue the project without delay should unforeseen circumstances
resulting in increased project costs arise during the course of construction, as well as make
adjustments to bid item quantities. Unforeseen conditions include such items as utility conflicts,
hazardous materials, unexpected underground conflicts, eta If the contingency funds are not
used, then they will be returned to the project fund balance.
Disclosure Statement
Attachment 1 is a copy of the Contractor's Disclosure Statement.
DECISION MAKER CONFLICT
Staff has reviewed the property holdings of the City Council and has found no property holdings
within 500 feet of the boundaries of the properties which are the subject of this action.
CURRENT YEAR FISCAL IMPACT
A breakdown of the project construction costs is as follows:
FUNDS REQUIRED FOR CONSTRUCTION CONTRACT
A. Base Contract Amount $484,967
B. Contract Contingencies $60,000
C. Construction Inspections Staff Costs $60,000
D. Design Su ortlSurvey/Monument Preservation $30,000
TOTAL FUNDS REQUIRED FOR CONSTRUCTION CONTRACT $634,967
Sufficient funds aze available in CIP project accounts TF300, TF 370, and TF371. There is no
direct fiscal impact to the General Fund as the Traffic Signal Fund provides funding for this
project
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4/24/12, Item1L
Page 4 of 4
ONGOING FISCAL IMPACT
Upon completion of the project, changes in maintenance and operation costs for the traffic
signals will be $1,200 per yeaz per newly installed traffic signal system, based upon similaz
signal systems at other intersections. Maintenance and operation costs for the signal system at
Main Street and Hilltop Drive will decrease from existing due to equipment upgrades for energy
efficiency.
ATTACHMENTS
Contractor's Disclosure Statement
Prepared by: Boushra Salem, Senior Civil Engineer, Public Works Engineering
Patrick C. Moneda, Associate Civil Engineer, Public Works Engineering
File: J~IEngineerlACENDAICAS1o72104-24-121TF300,TF370,TF371 CAS rev.bfsdoc
11-4
City of Chula Vista Disclosure Statement
Pursuant to Council Policy 10l-01, prior to any action upon matters that will require discretionary action
by the Council, Planning Commission and al] other official bodies of the City, a statement of disclosure of
certain ownership or financial interests, payments, or campaign contributions for a City of Chula Vista
election must be filed. The following information must be disclosed:
1. List the names of all persons having a financial interest in the property that is the subject of tits
application ortfte contract, e.g., owner, applicant, contractor, subcontrector, material supplier.
~.
3.
5.
if any person* identified pars ant to (1) above is a torpor uon r partnership, list the names of aU
individuals with a $30OD rove tment in the bysiness (core ratio artnership) entity.
If any
of any
ttvstor
Please
Has
City
tified pursu nt to (l) abov is a non-proft orga ' on~.or vast, list the names
ing as direc or of the non profit organi~6i n or as vas`s or beneficiary or
itify every per3 n, incl iding any a sots, employees, consultants, or independent
you have assigns to rep sent you b fore the City in this matter.
rson" associated with ibis convact had any financial dealings with an official*t of he
da Vista as it relates to this contract within the past 12 months? Yes_ No_
~,
Q:1EngineerinelAll ['rojecls\Tt-7TF300,370.3711CONTi2HCT1Tf390-370-371 CONTRACT {drag-pemj.doc
11-5
If Yes, briefly describe the nature of the financial interest the official" may have in this conRna,
Have yoq made a contribution of more than $350 within the past hvehe (l2) months [o a current
member of the Chula Vista City Council? No~Yes _ If yes, which Council member?
7. Have you provided more than X340 (or an item of equivalent value) to an official'* of [he City
of Chula Vista in the pastnvelve (12) months? (This includes being a source of income, money to
retire a legal debt, gifr, loan, etc.) Yes, . No
if Yes, which official** and what wa_s the nat~jr/e of item provided?
tM y tFJJ -iy`i 1 - ~~SaOEN'C~
Print or type name of ContractodApplicant
Person is deFned as: any individual, firm, co-partnership, joint venture, association, social club,
fraternal organization, corporation, estate, trust, receiver, syndicate, any outer counq~, city,
municipality, district, or oilter political subdivision, -or any outer group or combination acting as
a unit.
*° Official includes, but is not timi[ed to: Ma}•or, Council member, Planning Commissioner,
Member of a board, cotnmission, or cotntnittee of the City, employee, or staff members.
2a
Q:\L•neincerin_tAII Projccts\TI'1TP3DD,370,3711COMIWCIlTF3D0-370-371 COMRACT (draft-pcm).doc
~~-6
RESOLUTION NO. 2012-
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
CHULA VISTA WAIVING MINOR MATHEMATICAL
ERROR, ACCEPTING BIDS AND AWARDING A CONTRACT
FOR THE "TRAFFIC SIGNAL IMPROVEMENTS AT THE
INTERSECTIONS OF HILLTOP DRIVE AND OXFORD
STREET, ORANGE AVENUE AND ALBANY AVENUE,
MAIN STREET AND HILLTOP DRIVE "(TF300, TF370 &
TF371)" PROJECT TO SELECT ELECTRIC, INC. IN THE
AMOUNT OF $484,967, WAIVING CITY COUNCIL POLICY
574-01 AND AUTHORIZING THE EXPENDITURE OF ALL
AVAILABLE CONTINGENCY FUNDS IN AN AMOUNT NOT
TO EXCEED $60,000
WHEREAS, this project is included in the Capital Improvement Program (CIP) budget to
install a new and/or modify existing traffic signal systems at three (3) intersections; and
WHEREAS, on March 21, 2012, after a public biding process, the Director of Public
Works received five (5) sealed bids for the "Traffic Signal Improvements at the Intersections of
Hilltop Drive and Oxford Street, Orange Avenue and Albany Avenue, Main Street and Hilltop
Drive in the City of Chula Vista, CA (TF300, TF370 & TF371)" project; and
WHEREAS, the Director of Public Works received five (5) bids as follows:
CONTRACTOR TOTAL SUBMITTED
BID
1 Select Electric, Inc. -Spring Valley, CA $484,967.00*
2 Lekos Electric, Inc. - El Cajon, CA $503,043.00
3 DBX, Inc. -Temecula, CA $513,216.75
q Republic ITS -Novato, CA $540,500.00
5 HMS Construction, Inc. -Vista, CA $545,761.20**
*The submitted bid proposal contained clerical error that did not affect the unit price or the total bid amount.
**The submitted bid proposal contained mathematical errors that affected the total bid amount. Correction
of bid totals did not change the outcome and ranking of the bids.
WHEREAS, staff found that Select Electric, Inc. had a minor mathematical error in a
specific bid item subtotal; however, the grand total was correct and the unit bid price remained
the same; and
WHEREAS, the low bid submitted by Select Electric, Inc. is below the Engineer's
estimate of $540,000.00 by about $55,000, or approximately 10%; and
11-7
Resolution No.
Page 2
WHEREAS, the Contractor has satisfactorily performed construction projects of similar
scope for the City in the past; and
WHEREAS, staff has reviewed the low bid and recommends awarding a contract to
Select Electric, Inc. of Spring Valley, California; and
WHEREAS, in order to approve change orders as necessary, staff is requesting City
Council waive Council Policy No. 574-01.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Chula
Vista does hereby waive the minor mathematical error in the bid submitted by Select Electric,
Inc., finding that it is necessary to do so for the benefit of the public.
BE IT FURTHER RESOLVED that the City of Chula Vista does hereby accept bids and
award a contract for "Traffic Signal Improvements at the Intersections of Hilltop Drive and
Oxford Street, Orange Avenue and Albany Avenue, Main Street and Hilltop Drive in the City of
Chula Vista, CA (TF300, TF370 & TF371)" Project to Select Electric, Inc.
BE IT FURTHER RESOLVED, that the City Council of the City of Chula Vista does
hereby waive Council Policy 574-01 and authorize the Director of Public Works to approve
change orders, as necessary, and expend all available contingency funds in the project in an
amount not to exceed $60,000.
Presented by
Richard A. Hopkins
Director of Public Works
11-8