HomeMy WebLinkAbout08-16-2016 Item 09 Meadow Park Lighting Replacement Meeting Date: 8/16/2016
FROM: Daryl Grigsby, Director of Public Works
Prepared By: Michael J. McGuire, Senior Civil Engineer
SUBJECT: MEADOW PARK LIGHTING REPLACEMENT
RECOMMENDATION
1. Award a contract to Electricraft, Inc. in the amount of $81,726 for the “Meadow Park Lighting
Replacement, Specification No. 91323”; and
2. Approve the transfer of $22,500 from the CIP Completed Projects Account to the project
construction account.
DISCUSSION
On July 14, 2016, bids were opened for the Meadow Park Lighting Replacement project. Of the
five bids received, only one bid was under the Engineer’s Estimate of $53,000 (Table 1). The
bid from Inter-Pacific, Inc. of Tustin, California at $46,500, was the apparent low bid.
Table 1
Engineer’s
Estimate
Inter-Pacific
Inc.
Electricraft
Inc.
Newton
Construction
Rossi & Carr
Electrical Inc.
Lee Wilson
Electric Co.
$53,000 $46,500 $73,968 $81,000 $86,400 $101,400
However, Inter-Pacific failed to accompany their bid package with a required bidder’s bond or
check equal to ten percent of the bid amount as a guaranty. This lack of guaranty renders their
bid as non-responsive and staff cannot recommend award to Inter-Pacific.
The next apparent low bid was from Electricraft, Inc. of San Luis Obispo in the amount of
$73,968. While this is more than $20,000 over the Engineer’s Estimate, staff recommends
approval to award a contract for this amount. Staff believes that there are several reasons for the
difference between the lowest responsive bid and the Engineer’s Estimate. In the time since this
CIP project was funded in the 2013-15 Financial Plan, the economy has improved and building
construction has markedly increased. In addition, based on staff’s experience with project
bidding, it appears that Inter-Pacific either thought they could build the project for their bid
price, or missed some information in the plans, or may have been attempting to buy the project.
There is no way to tell, but this type of spread between the low bid and next bid grouping is a
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telltale sign that there is something peculiar with the low bid.
A good economic improvement indicator is the dramatic increase in building permit applications.
There is a lot of work available in both the private and public sectors. Since the City has to
compete for the same contractors as the private sector and other agencies, staff believes the bid
competition is supporting higher prices. However, this does not hold true for all projects, such as
paving, because the drop in asphalt commodity prices has blunted the increase in labor and
equipment costs, and there are not that many large paving projects in the County. However,
staff has seen a significant increase in curb ramp project costs since concrete work (foundations,
sidewalks, and driveways) is currently in demand. Staff expects these types of increases to
continue to occur and will be value engineering projects in order to meet current budgets.
ENVIRONMENTAL
The Community Development Department has determined that this project is categorically
exempt from CEQA pursuant to Sections 15301 (maintenance of existing facilities) and 15302
(replacement or reconstruction) of the CEQA Guidelines.
CONCURRENCES
This project has the concurrence of the Parks & Recreation Department.
FISCAL IMPACT
The 2013-15 Financial Plan, Appendix B, pages 3-387 to 3-389, identifies a construction budget
for this project of $60,000. Currently, there is $59,226 available to fund this project.
Overall Project Fiscal Summary
Fiscal Impact Summary Cost
Total Project Budget 60,000$
Design Services 750$
Printing 24$
Available 59,226$
Construction 73,968$
Contingency 7,635$
Total for Construction 81,603$
Advertising 123$
Total Ancillary Items 123$
Total Construction Related Project Costs:81,726$
Additional Funding Needed:22,500$
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Along with the increase to fully fund the construction contract amount, additional funds are
necessary to maintain a 10% construction contingency amount for unforeseen conditions.
ALTERNATIVES
Deny approval to award. The City Council could choose to deny or defer the approval to award
this project. Staff does not recommend this option. Should this be denied or deferred, the much-
needed lighting and pole replacements will not occur. Construction, material and labor costs will
continue to rise and additional funds will be required.
Attachments:
a - Bid Summary
b - Copy of Original CMR
c - Agreement
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Item #Item Description Quantity Unit of Measure Unit Price Item Total
1 PATHWAY FIXTURE REPLACEMENT, 3 EA $0.00 $0.00
2 PATHWAY FIXTURE REPLACEMENT, 4 EA $0.00 $0.00
3 PATHWAY FIXTURE REPLACEMENT, 1 EA $0.00 $0.00
4 VOLLEYBALL COURTS POLE REPLACEMENT, 2 EA $0.00 $0.00
5 BASKETBALL COURT POLE REPLACEMENT, 2 EA $0.00 $0.00
6 HORSESHOE PIT POLE REPLACEMENT, 1 EA $0.00 $0.00
Bid $0.00
Item #Item Description Quantity Unit of Measure Unit Price Item Total
7 WIRING 1 LS $0.00 $0.00
Bid $0.00
$0.00
MEADOW PARK LIGHTING REPLACEMENT Specification No. 91323
Bid Opening:07/14/16 * marks an allowance Engineer's Estimate
Total Bid Amount
Bid Alternate A
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Unit Price Item Total Unit Price Item Total Unit Price Item Total Unit Price Item Total
$6,066.00 $18,198.00 $6,300.00 $18,900.00 $3,000.00 $9,000.00 $6,646.00 $19,938.00
$5,727.00 $22,908.00 $6,300.00 $25,200.00 $4,000.00 $16,000.00 $6,646.00 $26,584.00
$7,988.00 $7,988.00 $6,300.00 $6,300.00 $4,000.00 $4,000.00 $6,647.00 $6,647.00
$4,500.00 $9,000.00 $6,150.00 $12,300.00 $3,500.00 $7,000.00 $6,646.00 $13,292.00
$4,775.00 $9,550.00 $6,150.00 $12,300.00 $3,500.00 $7,000.00 $6,646.00 $13,292.00
$6,324.00 $6,324.00 $6,000.00 $6,000.00 $3,500.00 $3,500.00 $6,647.00 $6,647.00
$73,968.00 $81,000.00 $46,500.00 $86,400.00
Unit Price Item Total Unit Price Item Total Unit Price Item Total Unit Price Item Total
$8,188.00 $8,188.00 $4,000.00 $4,000.00 $40,000.00 $40,000.00 $7,200.00 $7,200.00
$8,188.00 $4,000.00 $40,000.00 $7,200.00
$82,156.00 $85,000.00 $86,500.00 $93,600.00
Electricraft, Inc.Newton Construction & Inter-Pacific, Inc.Rossi & Carr Electrical,
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Unit Price Item Total
$8,200.00 $24,600.00
$8,200.00 $32,800.00
$8,500.00 $8,500.00
$7,100.00 $14,200.00
$7,100.00 $14,200.00
$7,100.00 $7,100.00
$101,400.00
Unit Price Item Total
$19,900.00 $19,900.00
$19,900.00
$121,300.00
Lee Wilson Electric
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City of San Luis Obispo, City Manager Report
Final City Manager Approval Approver Name Date Approved
City Administration Shelly for 6/13/16
Reviewer Routing List Reviewer Name Date Reviewed
City Engineer Barbara Lynch 6/9/16
City Attorney JMA 6/10
Finance & Information Technology DJJ 06/09/16
June 9, 2016
FROM: Daryl Grigsby, Director of Public Works Drg 6/9/16
PREPARED BY: Michael J. McGuire, Senior Civil Engineer
SUBJECT: MEADOW PARK LIGHTING REPLACEMENT, SPECIFICATION NO.
91323
RECOMMENDATION
1. Approve plans and specifications for "Meadow Park Lighting Replacement, Specification No.
91323”; and
2. Authorize staff to advertise for bids and authorize the City Manager to award the contract if
the lowest responsible bidder is within the Engineer’s Estimate of $53,000.
DISCUSSION
The Meadow Park pathway lighting is in need of replacement as the existing light standards have
significantly deteriorated from moisture and rusting. Of the eight light standards along the
pedestrian path through Meadow Park, three poles have collapsed and the lights are not in service.
The remaining five are all indicating severe corrosion at the pole bases. As a result, the pathway has
spotty lighting coverage for users during the evening hours. In addition, the basketball and
volleyball courts, and horseshoe pit lighting fixtures are supported on decorative wood poles. All of
these poles are showing damage from dry-rot and termite infestation and need to be replaced.
This project will remove the existing pathway light standards and replace them with new energy
efficient LED fixtures, provide more light coverage and reduce ongoing maintenance. The sports
lighting wood poles will be replaced with new metal poles that will have a longer service life. All
of the lighting poles will be surrounded by a small concrete apron that will prevent water ponding at
the post bases and facilitate mowing operations by Parks Maintenance staff. Lastly, all of the
existing electrical pull boxes, wiring and grounding rods will be replaced at each light fixture.
CONCURRENCES
This project has the concurrence of the Parks and Recreation Department.
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Meadow Park Lighting Replacement (91323) Page 2
FISCAL IMPACT
The 2013-15 Financial Plan, Appendix B, pages 3-387 to 3-389, identifies a construction budget
for this project of $60,000. Currently, there is $59,250 available to fully fund this project.
Overall Project Fiscal Summary
Fiscal Impact Summary Cost
Total Project Budget 60,000$
Foundation Design Services (750)$
Available 59,250$
Construction 53,000$
Contingency 6,000$
Total for Construction 59,000$
Printing & Advertising 250$
Total Ancillary Items 250$
Total Construction Related Project Costs:59,250$
Project Balance -$
ALTERNATIVE
Deny approval to award. The City Manager could choose to deny or defer the approval to
advertise this project. Staff does not recommend this option. Should this be denied or deferred,
the replacement of the path lights and sports courts poles will not occur. While most parks are
closed after dark, Meadow Park has activities that require this lighting for evening uses. The
failure of the existing lighting in the park will hinder or prevent these events from happening,
potentially impacting revenues for the Parks and Recreation Department. Construction, material
and labor costs will continue to rise and additional funds will be required.
ATTACHMENT
Plans and Special Provisions
T:\City Manager Reports\Public Works\2016\CIP\91323 Meadow Park Lighting\CMR Advertise Meadow Park Lighting.docx
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CITY OF SAN LUIS OBISPO
CALIFORNIA
AGREEMENT
THIS AGREEMENT, made on this day of , 2016, by and between the City of San Luis Obispo, a
municipal corporation and charter city, San Luis Obispo County, California (hereinafter called the Owner)
and ELECTRICRAFT, INC. (hereinafter called the Contractor).
WITNESSETH:
That the Owner and the Contractor for the consideration stated herein agree as follows:
ARTICLE 1, SCOPE OF WORK: The Contractor shall perform everything required to be performed, shall
provide and furnish all of the labor, materials, necessary tools, expendable equipment, and all utility and
transportation services required to complete all the work of construction of
MEADOW PARK LIGHTING REPLACEMENT Specification No. 91323
in strict compliance with the plans and specifications therefor, including any and all Addenda, adopted by
the Owner, in strict compliance with the Contract Documents hereinafter enumerated.
It is agreed that said labor, materials, tools, equipment, and services shall be furnished and said work
performed and completed under the direction and supervision and subject to the approval of the Owner or its
authorized representatives.
ARTICLE II, CONTRACT PRICE: The Owner shall pay the Contractor as full consideration for the faithful
performance of this Contract, subject to any additions or deductions as provided in the Contract Documents,
the contract prices as follows:
Item Item Unit of Estimated Item Price Total
No. SS(1) Description Measure Quantity (in figures) (in figures)
1 86 Pathway Fixture Replacement,
Locations 1-4-9 EA 3 $6,066.00 $18,198.00
2 86 Pathway Fixture Replacement,
Locations 2-3-5-13 EA 4 $5,727.00 $22,908.00
3 86 Pathway Fixture Replacement,
Location 12 EA 1 $7,988.00 $7,988.00
4 86 Volleyball Courts Pole
Replacement, Locations 7-8 EA 2 $4,500.00 $9,000.00
5 86 Basketball Court Pole
Replacement, Locations 6-10 EA 2 $4,775.00 $9,550.00
6 86 Horseshoe Pit Pole
Replacement, Location 11 EA 1 $6,324.00 $6,324.00
BID TOTAL: $73,968.00
Payments are to be made to the Contractor in compliance with and subject to the provisions embodied in
the documents made a part of this Contract.
Should any dispute arise respecting the true value of any work omitted, or of any extra work which the
Contractor may be required to do, or respecting the size of any payment to the Contractor, during the
performance of this Contract, said dispute shall be decided by the Owner and its decision shall be final, and
conclusive.
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ARTICLE III, COMPONENT PARTS OF THIS CONTRACT: The Contract consists of the following
documents, all of which are as fully a part thereof as if herein set out in full, and if not attached, as if hereto
attached:
1. Notice to Bidders and information for bidders.
2. Standard Specifications, Engineering Standards, Special Provisions, and any Addenda.
3. Plans.
4. Caltrans Standard Specifications and Standard Plans 2010.
5. Accepted Bid.
6. List of Subcontractors.
7. Public Contract Code Section 10285.1 Statement.
8. Public Contract Code Section 10162 Questionnaire.
9. Public Contract Code Section 10232 Statement.
10. Labor Code Section 1725.5 Statements.
11. Bidder Acknowledgements.
12. Qualifications.
13. Attach Bidders Bond to Accompany Bid.
14. Non-collusion Declaration.
15. Agreement and Bonds.
16. Insurance Requirements and Forms.
ARTICLE IV INDEMNIFICATION: Hold Harmless and Indemnification. The Contractor agrees to defend,
indemnify, protect and hold the City and its agents, officers and employees harmless from and against any
and all claims asserted or liability established for damages or injuries to any person or property, including
injury to the Contractor's employees, agents or officers that arise from or are connected with or are caused
or claimed to be caused by the acts or omissions of the Contractor, and its agents, officers or employees, in
performing the work or services herein, and all expenses of investigating and defending against same;
provided, however, that the Contractor's duty to indemnify and hold harmless shall not include any claims or
liability arising from the established sole negligence or willful misconduct of the City, its agents, officers or
employees. In the event of conflict with any other indemnification or hold harmless provisions of this
Agreement, the provision that provides the most protection to the City shall apply.
ARTICLE V. It is further expressly agreed by and between the parties hereto that should there be any
conflict between the terms of this instrument and the bid of said Contractor, then this instrument shall control
and nothing herein shall be considered as an acceptance of the said terms of said bid conflicting herewith.
IN WITNESS WHEREOF, the parties to these presents have hereunto set their hands this year and date
first above written.
ATTEST: CITY OF SAN LUIS OBISPO
A Municipal Corporation
__________________________ By:_________________________
City Clerk Mayor
APPROVED AS TO FORM: CONTRACTOR:
Electricraft, Inc.
By: __________________________
J. Christine Dietrick Jon W. Treder
City Attorney Its: President
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