1998-0808_COMPUTER SERVICE COMPANY_H2a_Agenda Report AGENDA ITEM August 18, 1998
TO: George Scarborough, City Manager
FROM: William M. Huber, Director of Engineering &Building
SUBJECT: Consideration of Rejection of Bid and Authorization to Rebid - Downtown Lighting
Program, Phase I (CIP No. 118)
RECOMMENDATION
By motion, reject the bid from High Light Electric, and authorize Staff to rebid the Downtown
Lighting Program, Phase I.
A. Summary and Recommendation
Bids were opened July 20, 1998, at 2:00 p.m. for Downtown Lighting Program, Phase I. At
that date and time, the one bid received exceeded the Engineer's estimate of$150,000 by
$118,507. Staff is recommending that City Council reject this bid and authorize Staff to rebid
this project for construction starting in January 1999.
B. Baclground
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, as follows:
High Light Electric $268,507
The Engineer's estimate for the project is $150,000. Staff is recommending that the City
Council reject this bid as uncompetitive and exceeding the budget and authorize Staff to rebid
the project.
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AGENDA ITEM
August 18, 1998
Page2
C. Project Description
In F 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).
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.
AGENDA IT M
August 18, 1 98
Page 3
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 -
i. The following first phase schedule was proposed:
June 22, 1998: Pre-bid meeting
July 20, 1998: Bid
August 18, 1998: City Council award of construction
contract
September 1, 1998: Construction to begin (45 calendar
days)
October 16, 1998: Construction complete.
The City Attorney has informed Staff that an informal bid process is not appropriate
and that a formal bid process must be pursued.
ii. If an immediate formal bid process is pursued, the earliest schedule would be
as follows:
August 18, 1998: City Council approves readvertising
for formal bids
September 21, 1998: Pre Bid meeting
September 28, 1998: Bid
October 20, 1998: City Council award of contract
November 2, 1998: Construction to begin(45 days)
December 17, 1998: Construction complete
Staff believes that under this scenario construction would be too intrusive for the
downtown holiday period.
AGENDA ITEM
August 18, 1998
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iii. Staff recommends that construction should be held off until January 1999, as
follows:
August 18, 1998 City Council approves readvertising
for formal bids
October 19, 1998 Pre-Bid Meeting
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.
In pursuing this option, there is a very real possibility of rain delays to construction.
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.
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.
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August 18, 1998
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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
High Light Electric
ALTERNATE ACTIONS
1. Reject the bid from High Light Electric in the amount of$268,507 for Downtown Lighting
Program, Phase I. Authorize Staff to rebid the project.
2. Authorize Staff to re-advertise for formal bids.
3. Request additional information from Staff.
RECOMMENDATION
By motion, reject the bid from High Light Electric, and authorize Staff to rebid the Downtown
Lighting Program, Phase I.
Respectful) S bmitted, repared by e?
ill°
illiam M. Huber, P.E. Brian Perry, P.E.
Director, Engineering & Building Project Manager
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