HomeMy WebLinkAboutStaff Report 2403-2818CITY OF PALO ALTO
CITY COUNCIL
Special Meeting
Monday, June 03, 2024
Council Chambers & Hybrid
5:30 PM
Agenda Item
9.Approval of Construction Contract Number C24189247 with Bear Electrical Solutions, Inc.
in the amount Not to Exceed $600,000 to provide On-Call Services for Traffic Signal and
Electrical Services; CEQA status – categorically exempt (CEQA Guidelines Section 15301).
City Council
Staff Report
From: City Manager
Report Type: CONSENT CALENDAR
Lead Department: Transportation
Meeting Date: June 3, 2024
Report #:2403-2818
TITLE
Approval of Construction Contract Number C24189247 with Bear Electrical Solutions, Inc. in the
amount Not to Exceed $600,000 to provide On-Call Services for Traffic Signal and Electrical
Services; CEQA status – categorically exempt (CEQA Guidelines Section 15301).
RECOMMENDATION
Staff recommends that the City Council approve and authorize the City Manager or their designee
to execute the linked construction contract with Bear Electrical Solutions, Contract No.
C241892471, in an amount not to exceed $600,000 over four (4) years for On-Call Services for
Traffic Signal and Electrical Services, Capital Improvement Program Projects PL-12000, PL-00026,
and PL-05030.
EXECUTIVE SUMMARY
The contract for On-Call Traffic Signal and Electrical Services provides for minor improvements to
traffic signals, pedestrian warning beacons, and other traffic-related electronic devices identified
in response to community service requests such as pedestrian crossing installations and traffic
signal improvements on an as-needed basis throughout the term of the contract.
BACKGROUND
Since the adoption of the Palo Alto 311 service request tracking system in April 2015, the Office
of Transportation has received community-submitted requests, including items such as the
installation of new pedestrian crossing beacons, electronic speed sign installation, installation or
modification of existing traffic signals, and traffic-related requests. Staff follows up on such
requests as well as proactively determines where modifications to traffic control devices are
appropriate. On-call services for traffic-related electrical services provide a cost-effective means
1 https://www.cityofpaloalto.org/files/assets/public/v/1/transportation/city-council-docs/c24189247-bear-
electrical-solutions-inc-final.pdf
to implement such changes to maintain safety and improve ongoing operations throughout the
City.
The on-call services would be used in smaller-scale efforts to modify or upgrade existing traffic
signals and to upgrade or install new pedestrian crossing beacons and vehicle speed feedback
signs. Upgrades to traffic signals may include upgrading pedestrian push buttons to meet new
standards for accessible pedestrian signal (APS) systems and upgrading to modern detection
systems.
ANALYSIS
The City released an Invitation for Bids (IFB) number 189247 on January 25, 2024, for On-call
Traffic Signal and Electrical Services. Bids were opened on February 28, 2024, and the City
received one bid in response to the IFB. The bid received was competitive with current trending
rates and the bidder provided for the costs of each sample task, as defined in the Scope of Work
(see attached contract). The sample tasks defined in the scope of work are anticipated repairs or
minor modifications and are similar to individual tasks of similar skill that are often lumped
together as part of larger stand-alone projects which would typically go through its own dedicated
competitive bid process. Staff has reviewed and accepted the bid submitted and declares Bear
Electric Solutions, Inc. as the lowest responsive bidder.
The contract for On-Call Traffic Signal and Electrical Services contractor is essential to the closure
of service requests related to operations and improvements to traffic signals, and electronic
pedestrian and vehicular devices. The City has verified the Bear Electrical Solutions, Inc.
contractor license, and contacted references. The company is in good standing with the State of
California with its registration with the Department of Industrial Relations (DIR) and California
Secretary of State and Contractor State License Board (CSLB). In addition, Bear Electrical
Solutions, Inc. has recently provided exceptional work, in the City of Palo Alto and is familiar with
all required City Standards and Specifications, as well as the California Manual of Uniform Traffic
Control Devices. Table 1 below summarizes the invitation for bids process.
Table 1: Summary of Bid Process
Bid Name/Number On-Call Traffic Signal and Electrical
Services (Construction IFB-189247)
Proposed Length of Project 4-years after Contract Execution
Number of Bid Packages downloaded by Contractors 11
Number of Bid Packages downloaded by Builder’s
Exchanges 7
Total Days to Respond to Bid 39
Pre-Bid Meeting No
Number of Bids Received:1
Public Link to Solicitation Project overview (opengov.com)
Bid Price Range $600,000
FISCAL/RESOURCE IMPACT
Funding for this contract is available in the Fiscal Year 2024 Adopted Capital Improvement Plan
(CIP) budget for the Traffic Signal and ITS Improvements (PL-05030), Parking & Transportation
Improvements (PL-12000), and Safe Routes to School (PL-00026) projects. No additional funding
is needed or anticipated for the duration of this contract.
ENVIRONMENTAL REVIEW
This contract and associated work qualify for a Categorical Exemption under CEQA Guidelines
section 15301 (existing facilities). No trees will be removed, and all work will occur within the
existing public right-of-way. The contract will result in the minor alteration of existing traffic
signals and pedestrian crossing facilities.
APPROVED BY:
Philip Kamhi, Chief Transportation Official