SR 11-28-2023 5A
City Council
Report
City Council Meeting: November 28, 2023
Agenda Item: 5.A
1 of 5
To: Mayor and City Council
From: Rick Valte, Public Works Director, Public Works, Architecture Services
Subject: Award Bid and Contract to Vellutini Corporation for Replacement and
Maintenance of Airport Runway Lighting and Controls
Recommended Action
Staff recommends that the City Council:
1. Adopt a finding of Categorical Exemption pursuant to Sections 15301 (Existing
Facilities), and 15302 (Replacement/Reconstruction) of the California
Environmental Quality Act (CEQA) Guidelines.
2. Award Bid #SP2496 to Vellutini Corporation (dba Royal Electric) for the
replacement and maintenance of Airport runway lighting and controls for the
Public Works Department.
3. Authorize the City Manager to negotiate and execute a contract with Vellutini
Corporation, in an amount not to exceed $647,758, including a $58,887
contingency, for the construction of the new lighting system.
4. Authorize the Director of Public Works to issue any necessary change orders to
complete additional work within contract authority.
5. Authorize the City Manager to negotiate and execute an agreement with Vellutini
Corporation, in an amount not to exceed $150,000 for three years, with two
additional one-year renewal options in the amount of $100,000, to maintain and
repair runway lighting and controls, on the same terms and conditions, for a total
amount not to exceed $250,000 over a five-year period, with future year funding
contingent on Council budget approval.
Summary
Airfield lighting is critical to safe operations at the Santa Monica Municipal Airport
(SMO). The airfield lighting control and monitoring systems (ALCMS) and fixtures at the
SMO have surpassed their useful life. The City of Santa Monica advertised a Request
for Bids (RFB) for the Radio Control, ALCMS, and Runway Edge Lighting Project
(Project). Staff recommends awarding a contract to Vellutini Corporation (dba Royal
5.A
Packet Pg. 17
2 of 5
Electric) as the best and only bidder for the construction of the Project in an amount not
to exceed $647,758 (including a $58,887 contingency). Staff also recommends
awarding a contract to Vellutini Corporation (dba Royal Electric) as the best and only
bidder for a three-year on-call contract for maintenance services in an amount not to
exceed $150,000 with two one-year renewal options in the amount of $100,000 for a
total amount not to exceed $250,000 over a five-year period.
Discussion
The ALCMS and fixtures at SMO have reached the end of their useful life and need to
be replaced to ensure safe aircraft operations during night and inclement weather
conditions. Staff advertised an RFB for the Project for two scopes of work, one for the
construction of the Project and a separate scope for the ongoing maintenance of the
newly installed lighting systems. The construction scope includes demolition of the
existing in-ground light system and existing pavement from the runway/taxiway to the
FAA tower, installation of new above ground lights, underground wiring and
underground vaults, new radio control equipment in the FAA Tower. This contract would
include three years of maintenance service with two one-year renewal options to
maintain the system in top working order.
5.A
Packet Pg. 18
3 of 5
Vendor Selection
Best and Only Bidder Vellutini Corporation (dba Royal Electric)
Submittals Received Selection Criteria
Bidder $897,758 Municipal Code SMMC 2.24.180
Evaluation Criteria
The ability, capacity and skill of the bidder to perform or
provide the materials or services; the capacity of the bidder
to perform the contract or provide the service promptly, within
the time specified, and without delay or interference; the
experience and efficiency of the bidder; and the ability of the
bidder to provide future maintenance or service as may be
needed.
Bid Data
Date
Posted
Posted On Advertised in (City
Charter and SMMC
Vendors
Downloaded
Submittals
Received
Date Publicly
Opened
8/9/2023 City’s Online
Bidding Site
Santa Monica Daily
Press
33 1 9/12/2023
Additional Vendor Outreach & Justification to Award
Staff contacted firms that downloaded the RFB to determine why they did not submit a
bid. The responses included that the firms did not have the capacity to provide services
at this time and that the firms were unable to identify sub-contractors to provide the
specialized equipment.
A selection panel including staff from the Public Works Department reviewed the sole
bid received. Vellutini Corporation has extensive experience and demonstrated
competency, capacity, and the skill in performing light replacement projects on active
airport runways, including Dallas Fort Worth, UC Davis University Airport Runway, San
Diego Airport, and many more. In addition, they were a sub-contractor for the primary
contractor that executed the SMO runway shortening project. Vellutini also has
extensive knowledge of the SMO lighting system as they were the contractor that
performed maintenance projects and testing procedures on the existing airfield lighting.
Based on these criteria, staff recommends Vellutini Corporation as the best and only
bidder for both scopes of the Project 1) construction of the new lighting systems and 2)
ongoing maintenance of the newly installed lighting systems.
5.A
Packet Pg. 19
4 of 5
Environmental Review
The award contract for airfield lighting is categorically exempt from CEQA pursuant to
Section 15301, and Section 15302 of the CEQA guidelines. Section 15301 exempts
Class 1 (Existing Facilities) projects from CEQA which includes operation, repair,
maintenance, permitting, leasing licensing, or minor alteration of existing public or
private structures, facilities, mechanical equipment or topographical features, involving
negligible or no expansion of existing or former use. Section 15302 exempts Class 2
(Replacement or Reconstruction) projects which include the replacement or
reconstruction of existing structures and facilities where the new structure will be
located in the same site as the structure replaced and will have substantially the same
purpose and capacity as the structure replaced. The awarded contract would provide
the City with replacement airfield lighting system and paving as well as maintenance
service. Therefore, the award contract is categorically exempt from CEQA review under
CEQA Guideline sections 15301 and 15302.
Financial Impacts and Budget Actions
Staff seeks authority to approve funding from the Airport Fund to award agreements to
Vellutini Corporation for replacement and maintenance of the airfield lighting control
systems and fixtures.
Construction Contract Request
Vendor
FY 2023-24
Request
Amount
Future Years
Request
Amount
Account #
Total
Contract
Amount
Vellutini Corporation $647,758 $0 C5704710.689000 $647,758
Maintenance Contract Request
Vendor
FY 2023-24
Request
Amount
Future Years
Request
Amount
Account #
Total
Contract
Amount
Vellutini Corporation $150,000 $100,000 C5704710.689000 $250,000
5.A
Packet Pg. 20
5 of 5
Future year funding is contingent on Council budget approval.
Prepared By: Phillip Ticun, CIP Project Manager
Approved
Forwarded to Council
Attachments:
A. Oaks Initiative Form - Vellutini
5.A
Packet Pg. 21
5.A.a
Packet Pg. 22 Attachment: Oaks Initiative Form - Vellutini (5738 : Award Contract to Vellutini Corp for Replacement and Maint of Airport Runway Lighting and