1998-1201_COMPUTER SERVICE COMPANY_E5_Agenda Report AGENDA ITEM December 1, 1998
TO: George Scarborough, City Manager
FROM: William M. Huber, Director of Engineering & Building
SUBJECT: Consideration of Award of Contract - Downtown Lighting Program, Phase I (CIP
No. 118) (Computer Service Company)
RECOMMENDATION
By motion, award the contract for the Downtown Lighting Program, Phase Ito the low responsible
bidder, Computer Service Company, in the amount of $132,251.00 and reject all other bids.
Authorize the Mayor and City Clerk to execute the documents on behalf of the City.
A. Summary and Recommendation
Bids were opened November 2, 1998, for Downtown Lighting Program, Phase I. The bids
are valid until January 31, 1999, a period of 90 days from the opening date. Staff is
recommending that City Council award the contract to the low responsible bidder, Computer
Service Company, in the amount of$132,251.00.
B. Background
From March, 1995 through January, 1996, the Business Task Force (BTF), evaluated a series
of issues related to improving the business climate in the community. As a result, an issue
raised by the BTF involved lighting the downtown area to achieve an environment conducive
to improving the setting for shoppers in the evening hours. Subsequently, a light study was
carried out to identify current light levels in the downtown and optimum ultimate light levels.
The process continued with Commission and City Council review and selection of a light pole
and fixture style, and in June 1997, project funding was identified. Approved funding allowed
for design in FY 97-98 with the first phase to occur during FY 98-99 at an approximate cost
of$180,000, with all four phases estimated at $680,000.
At the June 2, 1998, meeting, City Council approved the plans and specifications for Phase
I and authorized Staff to purchase the 17 light fixtures for Phase I. These light fixtures have
been ordered.
Bids were opened July 20, 1998, for the Downtown Lighting Program, Phase I. Only one bid
from High Light Electric was received at $268,507. The Engineer's estimate for the project
is $150,000. City Council rejected this bid as uncompetitive and exceeding the budget and
authorized Staff to rebid the project for construction starting in January 1999.
FOR CITY COUNCIL AGE41/./.
AGENDA ITEM
December 1, 1998
Page 2
Second bids were received November 2, 1998, as follows:
Computer Service Company $132,251.00
Transtech Engineers, Inc. $166,001.00
The following subcontractors are listed with the Computer Service Company bid:
Orange County Striping, Orange
Amicale Inc., Riverside
Both bids have been the subject of minor arithmetic corrections after City Staff had checked
the bids. Computer Service Company's bid was originally opened as $131,351.00 and
Transtech Engineers' bid was originally opened as $166,000.00.
C. Project Description
In FY 97-98, funds were budgeted for the preparation and design of plans and specifications.
During this time, approximately $680,000 was budgeted for a four year, four phased
construction schedule. In FY 98-99, it is anticipated that up to $180,000 will be allocated for
the actual construction of the first phase. Consistent with available funding, the following
improvements are proposed:
1. Light Fixtures - The project lighting will utilize a metal halide light source, or white
lighting to brighten, but not "yellow" the downtown or its buildings. Metal halide is
efficient and will contribute to a comfortable downtown setting (other light
characteristics include incandescent, mercury vapor, high pressure sodium, and low
pressure sodium). Up to 17 light fixtures will be purchased consisting of holophane
fixtures catalogue number WA10DMHMTA3 - Lamp, 100 watt medium base metal
halide, multi-tap voltage, green housing, IES type 3 glass, gold spike finial with lamp
(see Attachment 1).
2. Light Poles -Fiberglass light poles are proposed for the project because they are light
weight(which reduces freight charges), are less expensive to install, and the material
is long lasting pole. The material is also popular because the color is part of the pole
rather than painted on and, therefore, reduces maintenance costs significantly over
time.
The project proposes up to 17 Shakespeare Poles (catalogue number BCH9-12FS45,
Charleston composite pole, 12 feet mounting height, 48" direct burial base, with a
duplex outlet box mounted 9" below the top of the pole). The pole is designed to
accept the recommended light fixture (see Attachment 2).
AGENDA ITEM
December 1, 1998
Page 3
3. Light Pole Style - A fluted pole style has been selected because it provides
inexpensive ornamentation which can be modest or more extravagant, depending
upon the community. It is also a decorative style common to historic downtowns.
The base of the pole is 9 inches diameter. The light poles, including the fixture, will
have a maximum height of up to 15 1/2 feet.
4. Removal of Existing Light Poles-The project includes the removal and conversion
of existing light poles located within the first phase area including two Marbellite
poles(one at Forster Street and one at the Provincial Building). These poles will be
returned to the City yard for possible re-use in future street pole replacement projects.
One wooden pole (at Forster Street)will be removed by SDG&E.
5. Repairs to Private Property -With installation of the new light fixtures comes the
repair and replacement to sidewalks,walkways, streets, curbs, landscaping and more,
that are impacted by the project's construction. All areas where lighting is proposed
must be returned to their original state or better as a result of the project.
6. ADA Access - A minimum of 40" clearance on sidewalks between poles and
structures will be maintained in accordance with the Americans with Disabilities Act
(ADA). Access throughout the downtown, as well as proposed improvements, will
comply with ADA access requirements.
7. Project Schedule -
November 2, 1998: Bid
December 1, 1998: City Council Award of Contract
January 4, 1999 Construction to Begin(45 Days)
February 18, 1999 Construction Complete
8. Construction Hours - City Council Policy No. 505 requires that construction work
for downtown Capital Improvement projects occur during the evening hours in order
to avoid possible impacts to the merchants. The specifications call for work to be
carried out as follows:
Monday to Friday, 10:00 p.m. to 6:00 a.m. (night work).
Weekends and holidays (work is not permitted).
The restrictions on working hours applies to any and all activity related to the
construction operation, including, but not limited to, equipment repair and
maintenance, warming up of engines, transport of equipment and material, deliveries,
and establishing traffic control.
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AGENDA ITEM
December 1, 1998
Page 4
9. First Phase Installation - The first phase is planned to include the 17 poles and
locations as follows:
First Phase - Light Pole No's to be installed and their location:
No. 5: Near the Camino Capistrano entrance to Mercado Village
No. 6: North end of El Adobe Plaza facing Camino Capistrano
No. 7: Near the Egan House driveway
No. 8: El Adobe Restaurant
No. 10: Oyharzabal Property
No. 11: No easement obtained (Esslinger Bldg.)
No. 12: Mini-Park
No. 13: Mini-Park
No. 14: Avila Adobe
No. 15,17,19: Antique Barn Area
No. 18: Franciscan Plaza
No. 20: Franciscan Plaza
No. 21: We 'R Nuts
No. 59: Between Franciscan Promenade and Oyharzabal properties
No. 63: Mini-Park.
COMMISSIONBOARD REVIEW. RECOMMENDATIONS
The project was reviewed by the City's Environmental Administrator and determined to be
categorically exempt, Class I, Existing Facilities (Section 15301).
FINANCIAL CONSIDERATIONS
Funds including downtown lighting equipment purchase and installation are budgeted in Account No.
118 in FY 1998-1999 in the amount of$180,000. Purchase of 17 light fixtures, including shipping
costs and sales tax, is $10,928. Purchase of light poles including shipping and sales tax is $12,748.98.
Total equipment costs will be $23,676.98. Engineer's estimate for construction as shown on plans
and in the specifications is $150,000, for a total expenditure of$175,000.
NOTIFICATION
Computer Service Company
Transtech Engineers, Inc.
AGENDA ITEM
December 1, 1998
Page 5
ALTERNATE ACTIONS
1. Award the contract for the Downtown Lighting Program Phase I to the low responsible
bidder, Computer Service Company, in the amount of$132,251.00 and reject all other bids.
2. Do not award the contract.
3. Request additional information from Staff.
RECOMMENDATION
By motion, award the contract for the Downtown Lighting Program, Phase Ito the low responsible
bidder, Computer Service Company, in the amount of $132,251.00 and reject all other bids.
Authorize the Mayor and City Clerk to execute the documents on behalf of the City.
Respectfully Submitted, Prepared by
�
William M. Huber, P.E. Brian Perry, P.E.
Director, Engineering & Building Project Manager
WMH/BP:ssg
attachment: Contract
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