April 11, 2006

SUBJECT: Award of Bids No. F0502-51 and No F0502-52 for Traffic Signal Reconstruction at Two Intersections on Sunnyvale-Saratoga Road

REPORT IN BRIEF

Approval is requested for the award of two contracts to Tennyson Electric, Inc., of Livermore: one for traffic signal reconstruction at the intersection of Sunnyvale-Saratoga Road and Remington Drive; and the other for traffic signal reconstruction at the intersection of Sunnyvale-Saratoga Road and Fremont Avenue as well as the interconnection of the signals at both intersections for the Department of Public Works Engineering Division (Public Works Projects No. TR-05/04-06 and No. TR 05/05-06).

BACKGROUND

The traffic signals at these two intersections need to be reconstructed due to the deteriorating condition of the underground conduits and conductors. Maintenance of equipment at these locations has become very difficult due to the age and condition of the conductors and fill and corrosion in the rigid metal conduits. Multiple traffic detector cables have failed; and because of conduit conditions, staff has been unable to replace the cables.  Temporary repairs have been made, but they will not preclude ongoing problems in the future. Additionally, during the initial intersection construction many years ago, large break-away, freeway-style poles were installed to support traffic signals and provide intersection safety lighting. Installation of this type of pole is not typical nor recommended for surface streets as pole behavior when struck by vehicles is different at freeway speeds than at typical city speeds.

The scope of work includes the replacement of all poles, conductors, conduit and equipment to meet current standards. All traffic signal indicators will use energy-conserving light emitting diode (LED) illumination and run on uninterruptible power supplies (UPS).  Interconnection of the signals at the two intersections is also included as part of the expansion of the City’s SCATS Adaptive Traffic Signal System along Sunnyvale-Saratoga Road.

DISCUSSION

Bid specifications were prepared by Public Works and Purchasing staff. The Notice Inviting Bids were published in The Sun on February 22, 2006. The bid packages were distributed to Bay Area Builders Exchanges and broadcast to potential contractors through the Onvia DemandStar public procurement network. Seven contractors requested bid documents.

Sealed bids were publicly opened on March 15, 2006. One responsive bid was received on each project.

Sunnyvale-Saratoga and Fremont Avenue (Bid No. F0502-51)

Sunnyvale-Saratoga and Remington Drive (Bid No. F0502-52)

Staff recommends acceptance of both Base Bids from Tennyson Electric.  Staff also recommends acceptance of the Additive Alternate to Bid No. F0502-51 which addresses the issue of interconnection of the two intersections for an additional cost of $67,550.  Tennyson Electric’s bid pricing is very close to the Engineer’s Estimate, and the firm has satisfactorily performed traffic signal-related work for the City in the past.

A determination was made that this project will have no significant effect on the environment in accordance with CEQA guidelines for categorically exempt projects.

FISCAL IMPACT

Project costs for Bid No. F0502-51 (Fremont) include:

Project costs for Bid No. F0502-52 (Remington) include:

Funding for both projects is available in the following:

• Traffic Signal Underground Replacement (820190) – This is an ongoing Infrastructure Project.  Funds budgeted in FY 2005/2006 and FY 2006/2007 are for installations at various City streets, including Sunnyvale-Saratoga.
• Sunnyvale-Saratoga Adaptive Traffic Signal (826060) – This project is funded by a $315,000 Transportation Fund for Clean Air (TFCA) grant and $135,000 in City matching funds.

 RECOMMENDATION

It is recommended that Council:

1. Award a contract, in substantially the same form as the attached Draft No. 1 and in an amount not to exceed $414,541, to Tennyson Electric, Inc., for the reconstruction of the traffic signal at Sunnyvale-Saratoga Road and Fremont Avenue (Base Bid) and its interconnection with the signal at Sunnyvale-Saratoga Road and Fremont Avenue (Additive Alternate) and approve a project contingency in the amount of $41,455; and 

2. Award a contract, in substantially the same form as the attached Draft No. 2 and in an amount not to exceed $347,900, to Tennyson Electric, Inc., for the reconstruction of the traffic signal at Sunnyvale-Saratoga Road and Remington Drive (Base Bid) and approve a project contingency in the amount of $34,790.