SR-506-003-07-02
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EPWM: CP: AA:DB:RC \SP1817\CC1817-3.doc Santa Monica, Californ~EP 210. 211
Council Meeting: September 26, 2000
TO: Mayor and City Council
FROM: City Staff
SUBJECT: Recommendation to Award a Contract for the FY1999-2000 Street Light
Circuit Conversion Project and Authorize the City Manager to Negotiate
and Execute a Professional Services Contract for the Construction
Management of the Project
Introduction
This report recommends that the City Council award a contract to California Electrical
Services, the lowest responsible bidder, in the amount of $430,000 for construction of
the FY1999-2000 Street Light Circuit Conversion Project and approve $70,000 in
contingency funds for this contract. This report also recommends that the City Council
authorize the City Manager to negotiate and execute a professional services contract
with the firm of DMR Team in an amount not to exceed $40,000 for construction
management services for the project and approve $6,500 in contingency funds for this
contract. Total funds of $546,500 are required for this contract.
Background
During the FY1999-2000 budget process, the City Council appropriated funds under the
Streetlight Retrofit Program to replace deteriorated series electrical circuits and
streetlights on certain streets within the City with modern, reliable, multiple circuits and
streetlights. Staff identified Broadway between 9th Court and the easterly City limits as
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the first street to receive the upgrade.
Discussion
A Notice Inviting Bids for the construction contract was published on July 16 and 20,
2000 in Our Times and the F. W. Dodoe newsletter. Fourteen contractors requested bid
packages and the City Clerk's office received five sealed bids, which were publicly
opened and read aioud on August 7,2000 at 3:00 p.m. by the Deputy City Clerk. The
bid results were as follows:
1. California Electrical Services $430,000
2. Dynalectric $430,360
3. CT & F, Inc. $437,850
4. Moore Electrical Contracting, Inc. $444,444
5. Comet Electrical, Inc. $610,000
City Engineer's Estimate $575,000
The lowest responsible bidder, California Electrical Services, supplied the City with the
names of previous projects of a similar nature built by their firm including construction of
signals and lighting for the Metropolitan Transportation Authority at Hollywood
BoulevardNine and at Vermont Avenue/Santa Monica Boulevard for the LA. County
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City staff conducted an extensive search of California Electrical Services references by
contacting the agencies and companies representing these projects. All respondents
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reported that the Contractor's work quality was satisfactory. The California Contractors'
State License Board verified that since the Contractor's license was issued on June 5,
1985, there have been no citations or judgments against California Electrical Services,
and that the Contractor's license is currently active and in good standing.
A Request for Qualifications for construction management services was issued on July
26, 1999 to pre-qualify firms to provide construction management services to the City of
Santa Monica. A panel that included representatives from the Environmental and Public
Works Management Department, Civil Engineering and Utilities Divisions interviewed
six firms from the pre-qualified list. The interview panel recommended DMR Team for
this project. DMR Team has provided construction management services for a number
of City projects such as the Pica Streetscape and Crosswalk Project, Joslyn Park
Improvements, and the Federal 2 Street Resurfacing Project. Their performance on all
projects to date has been excellent.
Budget/Financial Impact
FUNDS REQUIRED FOR THE CONSTRUCTION CONTRACT
Construction Contract. . . . . . . . . . . . . . . . . .. $430,000
Contingencies . . . . . . . . . . . . . . . . . . . . . . . . . $ 70 .000
SUBTOTAL. . . . . . . . . .. $500,000
FUNDS REQUIRED FOR THE CONSTRUCTION MANAGEMENT CONTRACT
Construction Management Contract. . . . . . .. $ 40,000
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Contingency . . . . . . . . . . . . . . . . . . . . . . . . .. $ 6.500
SUBTOTAL. . . . . . . . . . . .$ 46,500
TOTAL FUNDS REQUIRED. . .. .. . . . . . . . . .. . . .. .. .. . $546.500
Funds in the amount of $546,500 are available in the following CIP account:
C01 072401.589000 "Street Light Retrofit Program".
Recommendation
Staff recommends that the City Council:
1. Award a contract to the firm of California Electrical Services, the lowest
responsible bidder, in the amount of $430,000 for construction of the FY1999-
2000 Street Light Circuit Conversion Project and approve $70,000 in
contingency funds; and
2. Authorize the City Manager to negotiate and execute a professional services
contract with the firm of DMR Team in an amount not to exceed $40,000 for
construction management services for the project and approve $6,500 in
contingency funds; and
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3. Authorize the City Engineer to issue any necessary change orders to complete
additional work in conformance with the Administrative Instructions on change
orders and within budget authority.
Prepared by: Craig Perkins, Director, Environmental and Public Works Mgmt. Dept.
Anthony Antich, P.E., City Engineer
Renee Cowhig, Maintenance Manager
Kim Braun, Facilities Maintenance Superintendent
Dave Britton, P.E., Sr. Civil Engineer
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