CC SR 20160105 D - Hawthorne Traffic Signal Sync Project Rejection of BidsCITY OF
MEMORANDUM
RANCHO PALOS VERDES
TO: HONORABLE MAYOR & CITY COUNCIL MEMBERS
FROM: MICHAEL THRONE, DIRECTOR OF PUBLIC WORKS (�
DATE: JANUARY 5, 2016
SUBJECT: REJECTION OF BIDS RECEIVED FOR THE HAWTHORNE
BOULEVARD TRAFFIC SIGNAL SYNCHRONIZATION PROJECT
(SUPPORTS 2014 CITY COUNCIL GOAL #2, INFRASTRUCTURE)
REVIEWED: DOUG WILLMORE, CITY MANAGER WVJ
Project Manager: Nicole Jules, Deputy Director of Public Works
RECOMMENDATION
Reject all bids received for the Hawthorne Boulevard Traffic Signal Synchronization
project and direct the Public Works Department to re -advertise the project as soon as
possible.
The project is designed to interconnect 7 traffic signals along Hawthorne Boulevard
including the installation of pedestrian countdown signal heads, a battery backup system
and a fiber optic data connection between Hesse Park, Ryan Park and City Hall. Because
of an error in the bid schedule, it is recommended to reject all bids and re -advertise the
project for construction bids.
FISCAL IMPACT
There is no expenditure related to the recommendation
Budgeted Amount: $1,093,628 (FY15/16 adopted budget)
Additional Appropriation: Not applicable
New Amount Balance: Not applicable
Fund Balance: Not applicable
Account Number(s): 330-3031-461-7300
202-3004-431-7300
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Kevenue ana txpenaiture Summa
Hawthorne Blvd TSSP Grant (330-3031-461-7300) $707,000
10% Local Match (CIP Budget 330-3031-461-7300) $78,532
Battery Back-up $90,000
(Maintenance Operating Budget 202-3004-431-7300)
Park Sites Fiber Connection $320,000
(CIP Budaet 330-3031-461-7300)
Iteris Inc. (Design Services) 1 ($101,904) 1
DISCUSSION
In December 2010, the City was granted $707,000 of Federal Highway Safety
Improvement Program (HSIP) grant funds to synchronize the traffic signals along
Hawthorne Boulevard. The project includes synchronizing and coordinating 7 signalized
intersections along Hawthorne Boulevard for improved traffic progression and increased
safety. Pedestrian count -down heads will be placed at key intersections and battery back-
up systems will be installed at all signalized intersections throughout the corridor. The
project also includes fiber connectivity from City Hall to Ryan and Hesse Parks to improve
data and television broadcast service to the community.
The project was publicly advertised and sealed bids were received and opened on
December 3, 2015. Pro Tech Engineering, Corporation submitted the lowest responsive
bid out of 5 bids received. The following table summarizes the bids received:
BID SUMMARY (BASE BID + BID ALTERNATIVES)
Construction Companies
Bid Amount
Pro Tech Engineering Corporation
$ 978,671.75
D nalectric
$ 993,928.00
PTM General Engineering Services, Inc.
$ 1,067,810.70
ENGINEER'S ESTIMATE OF PROBABLE COST
$ 1,101, 731.00
California Professional Engineering, Inc.
$ 1,118,843.50
Eleanor Belco Electric, Inc.
$ 1,169,785.00
Regrettably, just prior to the December 15, 2015 City Council meeting, it was discovered
that the bid sheet used by the bidders and the contract specifications did not match
resulting in the omission of the procurement of the fiber optic cable by the contractor. The
bids received by the City therefore did not include the fiber optic cable (only its installation)
and consequently do not represent an accurate low bid of the project.
To rectify this error, it is recommended that all bids be rejected and the project re -bid with
the necessary corrections to the contract documents. The design firm will revise the
specifications at no additional cost to the City. The new contract documents will be ready
to advertise for bidding within two weeks.
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ALTERNATIVES
City Council may wish to award the contract based
contract change order to include the procuremen
estimated to cost approximately $103,000 and tha
competitively bid cost. If so directed, Public Work
analysis and award recommendation.
Attachments
None
on current bids that would include a
t of the fiber optic cable, which is
t would not accurately represent a
s would return with a complete bid
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