Agenda Item Wording:
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Authorize the City Manager to award the construction contract for RFB 21-22-04, Battery Backup System & Traffic Signal Preemption Project in the amount of $204,754 to Pelagic Engineering of Oxnard, CA (3010-72000/CP0226-999 & 3010-72000/CP9531-999).
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Deadline for Action: None
Submitting Department: Administration - CIP Engineering
Contact Name and Phone Number:
Casey Chu, Assistant Engineer, casey.chu@visalia.city, 713-4491
Diego Corvera, Civil Engineer, diego.corvera@visalia.city, 713-4209
Frank Senteno, City Engineer, frank.senteno@visalia.city, 713-4331
Nick Mascia, Assistant City Manager, nick.mascia@visalia.city, 713-4323
Department Recommendation:
Staff recommends that City Council authorize the City Manager to award and enter into a contract with the lowest responsive bidder, Pelagic Engineering, in the amount of $204,754 for the construction of RFB 21-22-04, Battery Backup System & Traffic Signal Preemption Project.
Summary:
RFB 21-22-04, Battery Backup System & Traffic Signal Preemption Project contains two separate projects and are the continuation of existing projects to retrofit all of the City’s traffic signals with both a battery backup system and an emergency vehicle preemption device. These two projects are bundled together for cost efficiency due to the similar nature of work and overlapping project locations.
The scope of the Battery Backup System (BBS) project is to install a BBS at existing signalized intersections to provide temporary electrical power to the traffic signal during a power outage. The BBS will allow a traffic signal to operate until the power has been restored or for sufficient time to allow City staff to place stop signs at each affected signalized intersection in anticipation of a longer power outage.
The Traffic Signal Preemption Project will install emergency vehicle preemption (EVP) devices on existing signalized intersections. The EVP equipment at the traffic signals will allow Fire Department vehicles to use their on-board equipment to receive priority at signalized intersections. Consequently, emergency personnel will be able to respond to emergencies both safer and faster.
Bidding Process:
A formal City bid process was conducted and on January 13, 2022, City staff opened three (3) bids that were submitted for the project. Per the construction bid documents, the basis of award was established by the lowest total cost of Base Bid A (EVP) and Base Bid B (BBS), additively. The results are summarized below listed in order from lowest to highest bid.
No. Contractor Location Base Bid A + B
1. Pelagic Engineering Oxnard, CA $115,004
2. A-C Electric Bakersfield, CA $141,255
3. Alfaro Communications Compton, CA $235,600
The basis of award is the lowest summation of Base Bid A and Base Bid B. Pelagic Engineering has submitted the lowest responsive bid of $115,004 for Base Bid A plus Base Bid B. The contract award amount is $204,754 which includes Base Bid A, Bid Schedule A: Alternatives 1-2, Base Bid B, and Bid Schedule B: Alternatives 1-6 which is broken down further in the fiscal impact section,
Pelagic Engineering has successfully completed the Battery Backup System project for the City of Visalia in the past. Additionally, their references from the City of Santa Barbara have also provided positive feedback regarding their workmanship and responsiveness. Therefore, Staff recommends that Pelagic Engineering be awarded the contract.
Background Discussion:
All new traffic signal installations include BBS and EVPs. As a result, the Battery Backup System & Traffic Signal Preemption Project was developed to retrofit the existing traffic signals in the City with both a battery backup system and an emergency vehicle preemption device.
The bid schedule for both projects were split into base bids and alternative bids to maximize the number of intersections to be completed within the available project budgets if favorable bids were received. Based on the bids received from Pelagic Engineering, the following intersections listed below can be completed:
There are 48 existing traffic signals in the City without a BBS. This project will install a total of fifteen (15) BBS devices, including 6 alternatives not included in the base bid, on each of the intersections listed below:
No. Cross Street 1 Cross Street 2
Base Hall St Murray Ave
Base Divisadero St Murray Ave
Base Giddings St Murray Ave
Base Willis St Murray Ave
Base Woodland St Tulare Ave
Base Divisadero St Tulare Ave
Base Jacob St Murray Ave
Base Center Ave Giddings St
Base Center Ave Willis St
Alt 1 Giddings St Mineral King Ave
Alt 2 Conyer St Noble Ave
Alt 3 Giddings St Tulare Ave
Alt 4 Conyer St Tulare Ave
Alt 5 Court St Tulare Ave
Alt 6 Giddings St Whitendale Ave
There are 45 existing traffic signals in the City without an EVP system. This project will install four (4) EVP devices, including 2 sites based on alternative bids that were not included in the base bid, on each of the intersections listed below:
No. Cross Street 1 Cross Street 2
Base Hall St Murray Ave
Base Divisadero St Murray Ave
Alt 1 Giddings St Murray Ave
Alt 2 Willis St Murray Ave
The Battery Backup System and Traffic Signal Preemption Project is anticipated to last 3 months, from approximately March 2022 to June 2022.
Fiscal Impact:
RFB 21-22-04, Battery Backup System & Traffic Signal Preemption Project (3010-72000/CP0226-999 & 3010-72000/CP9531-999) contains two separate projects with different funding sources. These projects are being bundled together for cost efficiencies:
1. Battery Backup System Project (3010-72000/CP0226-999)
a. Gas Tax (Fund 111)
b. Measure R Local (Fund 131)
2. Traffic Signal Preemption Project (3010-72000/CP9531-999)
a. General Fund (Fund 001)
b. Fire Impact Fee (Fund 106)
Staff has separated the bid schedule into base bids and alternative bids for each project to maximize the number of intersections which could be completed within the available budget and to take advantage of favorable bids received.
The Base Bid B and Bid Schedule B: Alternative Bids 1-6 will be awarded for the Battery Backup System Project as shown below:
Construction Cost: Battery Backup System (CP0226)
Base Bid B $74,900.00
Alternative Bid 1 $8,100
Alternative Bid 2 $8,100
Alternative Bid 3 $8,100
Alternative Bid 4 $8,100
Alternative Bid 5 $8,100
Alternative Bid 6 $8,100
Total Construction Cost $123,500.00
The Battery Backup System Project has a current project budget of $261,730.
Budget Summary: Battery Backup System (CP0226)
Project Budget
Gas Tax (Fund 111) $61,730.00
Measure R Local (Fund 131) $200,000.00
Total Project Budget $261,730.00
Project Cost
Construction Cost $123,500.00
Construction Contingency (10%) $12,350.00
Construction Management (5%) $6,175.00
Construction Inspection (5%) $6,175.00
Construction Testing (5%) $6,175.00
Total Project Cost $154,375.00
Project Surplus $107,355.00
The Base Bid A and Bid Schedule A: Alternative Bids 1-2 will be awarded for the Traffic Signal Preemption Project as shown below:
Construction Cost: Traffic Signal Preemption (CP9531)
Base Bid A $40,104.00
Alternative Bid 1 $20,575.00
Alternative Bid 2 $20,575.00
Total Construction Cost $81,254.00
The Traffic Signal Preemption Project has a current budget of $122,460.
Budget Summary: Traffic Signal Preemption (CP9531)
Project Budget
General Fund (001) $28,740.00
Fire Impact Fee (106) $93,720.00
Total Project Budget $122,460.00
Project Cost
Construction Cost $81,254.00
Construction Contingency (10%) $8,125.40
Construction Management (5%) $4,062.70
Construction Inspection (5%) $4,062.70
Construction Testing (5%) $4,062.70
Total Project Cost $101,567.50
Project Surplus $20,892.50
Unexpended project funds, following completion of the project, will be returned to its respective fund sources.
Prior Council Action:
None.
Alternatives:
None recommended.
Recommended Motion (and Alternative Motions if expected):
recommendation
I move to authorize the City Manager to execute an agreement for RFB 21-22-04 in the amount of $204,754 for the construction of the Battery Backup System & Traffic Signal Preemption Project to Pelagic Engineering of Oxnard, CA.
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Environmental Assessment Status:
None.
CEQA Review:
None.
Attachments:
1. Project Location Map
2. Bid Summary
3. Ownership Disclosure Form