SR-506-003-07 (6)
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Council Meeting: March 25, 2003 Santa Monica, California
TO: Mayor and City Council
FROM: City Staff
SUBJECT: Contract for the FY2002-FY2003 Street and Park Lighting Project with
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C.T.& F, Inc.
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SP 1869
Introduction
This report recommends that the City Council award a construction contract to C.T.&
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F, Inc., the best bidder, in an amount not to exceed $780,095, including contingencies,
for the Street and Park Lighting Project.
Background
The City Council appropriated funds in fiscal year 2002-2003 to replace deteriorated
series electrical circuits and lighting on streets with modern, reliable, multiple circuits
and lighting fixtures. This is a multi-year project to modernize lighting that exists
throughout the City, with street lights prioritized based on safety considerations. The
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projects
following locations have been identified as priorities for upgrade at this time:
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Wilshire Blvd. from 15 Street to 22 Street
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Wilshire Blvd. from 24th Street to Yale Avenue
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22 Street from Wilshire Blvd. to California Avenue
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23 Street from Wilshire Blvd. to California Avenue
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24 Street from Wilshire Blvd. to California Avenue
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Goose Egg Park
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Memorial Park
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Ocean Front Walk (North of the Pier)
Discussion
A Notice Inviting Bids for the construction contract was published on December 19 and
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Our Times
December 21, 2002 in The Los Angeles Times, California section and the F.W. Dodge
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newsletter. Sixteen contractors requested bid packages and the City Clerk's office
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received four sealed bids, which were publicly opened and read aloud on February 5,
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2003 by the Deputy City Clerk. The bid results were as follows:
1. Pro Tech Engineering, Corp. $ 625,650.00
2. C.T. & F., Inc., $ 741,046.92
3. Taft Electric Co. $ 856,840.03
4. California Electric Services $ 836,050.00
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35.L.A. Signal$
424,061.00
City Engineer's Estimate $ 850,000.00
Section 2.24.072 of the Santa Monica Municipal Code sets forth the criteria under
which staff may determine the Best Bidder as:
1. The price;
2. The quality of the material or services offered;
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3. The ability, capacity or skill of the bidder to perform the contract or
provide the material or services;
4. The capacity of the bidder to perform the contract or provide the service
promptly, within the time specified, and without delay or interference;
5. The sufficiency of the bidder?s financial resources;
6. The character, integrity, reputation, judgment, training, experience and
efficiency of the bidder;
7. The ability of the bidder to provide such future maintenance or service as
may be needed; and
8. Any other factor, which will, further the intent set forth in Section 608 of
the City Charter.
The City has discretion in determining the applicability and weight or relative weight of
some or all of the criteria listed above and is not required to select the lowest monetary
bidder. The bid of the lowest monetary bidder, Pro Tech Engineering, was non-
responsive and incomplete for the following reasons:
1) Pro Tech Engineering failed to submit the resume of its project manager and
superintendent for this project, as requested by the City.
2) Pro Tech Engineering?s bid had several mathematical and other errors in their
bid of $625,650.
3) When asked to clarify the discrepancies, Pro Tech Engineering acknowledged
discrepancies in pricing of many of the bid items because their estimator in the
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office and the submitter of the bid failed to communicate prior to the bid
submittal. Pro Tech Engineering declined to withdraw its bid and requested to
negotiate a new price for these items, which was declined by staff because bids
were already opened.
Additionally, the City checked references provided by Pro Tech Engineering for
projects with a similar scope and size. The comments received were not satisfactory.
The Street and Park Lighting Project has two major milestones for completion that are
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critical. The work on Wilshire Boulevard between 15 street and Yale Avenue must be
complete prior to April 14, 2003, so that the Crosswalk Improvements Project Phase II
can initiate work in the same area. Also, all work on Ocean Front Walk must be
completed prior to June 15, 2003 so that city crews have sufficient time to prepare for
the public?s use of the beach during the summer months.
After considerable investigation and analysis, staff recommends that Council award a
contract to C.T. & F., Inc., the best bidder as follows:
1. C.T. & F., Inc.?s bid is complete and responsive, satisfying the
requirements of the Contract Documents.
2. C.T. & F., Inc. has previously worked successfully for the City of Santa
Monica on numerous traffic signal and street and park lighting projects
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such as the SMART Corridor Extension and the Street Light Assessment
District Projects, completing the project on schedule.
3. C.T. & F., Inc. currently has a maintenance agreement with the City. They
have the ability to provide future maintenance on this project.
4. C.T. & F., Inc.?s bid price was in line with the engineer?s estimate and two
of the other bids submitted.
5. The Los Angeles County Department of Public Works reported that the
quality of their work was excellent and they performed this work in a
timely and cost efficient manner.
6. The Glendale office of Caltrans reported that C.T.& F., Inc. completed a
street lighting and traffic signal project ahead of schedule. This project
was extremely important to the Glendale office of Caltrans.
Staff also contacted the Center for Contract Compliance and found that C.T. & F., Inc.
is in compliance and capable of handling labor compliance issues in accordance with
State law and City ordinances. The State Contractors? License Board verified that the
Contractor?s license is current, active, and in good standing.
Budget/Financial Impact
Funds in the amount of $780,095 are available in the following accounts:
C01072401.589000 ?Street & Park Light Retrofit? $ 57,610
C01072402.589000 ?Street & Park Light Retrofit? $354,985
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C01072403.589000 ?Street & Park Light Retrofit? $367,500
Total Available: $780,095
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Recommendation
Staff recommends that the City Council:
1. Award a contract to C.T. & F., Inc., the best bidder, in an amount not to exceed
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$780,095 for construction of the FY 2002-FY2003 Parks and Street Lighting
Project; and
2. Authorize the City Engineer to issue any necessary change orders to complete
additional work within budget authority.
Prepared by:
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Craig Perkins, Director, Environmental and Public Works Management
Anthony Antich, P.E., City Engineer & Architecture Manager
Barbara Stinchfield, Director of Community and Cultural Services
Karen Ginsberg, Assistant Director, Community and Cultural Services Dept.
Renee Cowhig, Maintenance Manager
Kim Braun, Facilities Maintenance Superintendent
Dave Britton, P.E., Principal. Civil Engineer
James Creager P.E., Civil Engineer
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