REPORT TO COUNCIL
SUBJECT
Title
Award of Bid No. PW19-01 to Ray’s Electric for Traffic Signal Reconstruction at Mathilda Avenue and Indio Way Project, Finding of California Environmental Quality Act (CEQA) Categorical Exemption, and Approval of Budget Modification No. 18 in the Amount of $270,000
Report
REPORT IN BRIEF
Approval is requested to award a construction contract in the amount of $1,169,417 to Ray’s Electric of Oakland for the Traffic Signal Reconstruction at Mathilda Avenue and Indio Way Project (Public Works Project No. TR-16-01) and for a 10% construction contingency in the amount of $116,942. Approval is also requested for Budget Modification No. 18 in the amount of $270,000.
EXISTING POLICY
Section 1309 of the City Charter requires public works construction contracts to be awarded to the lowest responsive and responsible bidder.
Pursuant to Section 2.09.040 of the Sunnyvale Municipal Code, City Council approval is required for public works contracts exceeding $100,000 in any one transaction.
Pursuant to Sunnyvale Charter Section 1305, at any meeting after the adoption of the budget, the City Council may amend or supplement the budget by a motion adopted by affirmative votes of at least four members to authorize the transfer of unused balances appropriated for one purpose to another, or to appropriate available revenue not included in the budget.
ENVIRONMENTAL REVIEW
The California Environment Quality Act (CEQA) determination for the project is a categorical exemption pursuant to CEQA Guidelines Section 15301(c), for the restoring and rehabilitating of existing highways and streets, sidewalks, gutters, bicycle and pedestrian trails, and similar facilities, involving negligible or no expansion of use beyond which presently exists.
BACKGROUND AND DISCUSSION
This project (Capital Project 832100) will consist of traffic signal and street lighting modifications and other hardscape improvements at the intersection of Mathilda Avenue and Indio Way. The work to be performed includes renovation of traffic signal equipment, including traffic signal poles, foundations, cabinet, conduit and cables, removal of the existing pork chop channelizing traffic islands and rebuilding the adjacent intersection corners (including new accessible curb ramps) to shorten the distance for pedestrians crossing the street.
The project was initiated after an analysis of citywide collision data which identified a heavy concentration of collisions, including a fatality, at the intersection of Mathilda Avenue and Indio Way. The implementation of improvements at this intersection are anticipated to reduce future collisions at this location.
The project was advertised for competitive bidding on the City’s DemandStar public procurement network and distributed to the Bay Area Builder’s Exchange on October 19, 2018, with 15 contractors requesting bid documents. Sealed bids were opened on November 28, 2018, with three bids received (see Attachment 1 - Bid Summary). The lowest responsive and responsible bid was submitted by Ray’s Electric in the amount of $1,169,417.
FISCAL IMPACT
Project costs include the base bid of $1,169,417 and a recommended 10% contingency in the amount of $116,942, for a total of $1,286,359. The majority of the funding is from grants and is available in Capital Project 832100 (Intersection of Mathilda and Indio Way). Budget Modification No. 18 has been prepared to appropriate $270,000 from the Capital Project Funds/Traffic Impact Fees Sub-Fund Reserve to cover the portion of the project costs not yet budgeted.
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City's official-notice bulletin board outside City Hall, at the Sunnyvale Senior Center, Community Center and Department of Public Safety; and by making the agenda and report available at the Sunnyvale Public Library, the Office of the City Clerk and on the City's website.
RECOMMENDATION
Recommendation
Take the following actions:
- Make a finding of a California Environmental Quality Act (CEQA) categorical exemption pursuant to CEQA Guidelines Section15301(c);
- Award a contract in substantially the same form as Attachment 2 to the report in the amount of $1,169,417 to Ray’s Electric of Oakland for the Traffic Signal Reconstruction at Mathilda Avenue and Indio Way Project;
- Authorize the City Manager to execute the contract when all necessary conditions have been met;
- Approve a 10% construction contingency in the amount of $116,942; and
- Approve Budget Modification No. 18 in the amount of $270,000.
Staff
Prepared by: Gregory S. Card, Purchasing Officer
Reviewed by: Timothy J. Kirby, Director of Finance
Reviewed by: Chip Taylor, Director of Public Works
Reviewed by: Teri Silva, Assistant City Manager
Approved by: Kent Steffens, City Manager
ATTACHMENTS
1. Bid Summary
2. Draft General Construction Contract