HomeMy WebLinkAboutStaff Report 2409-3490CITY OF PALO ALTO
CITY COUNCIL
Special Meeting
Monday, October 28, 2024
Council Chambers & Hybrid
5:30 PM
Agenda Item
4.Approval of Construction Contract Number C25191007 with Tennyson Electric, LLC. in the
amount of $453,300 and Authorization of the City Manager or Their Designee to
Negotiate and Execute Change Orders for Related Additional but Unforeseen Work that
may Develop During the Project Up to a Not-To-Exceed Amount of $45,330 for the Quarry
Road Traffic Signals and Intelligent Transportation Services (ITS) improvement project;
CEQA status – Categorically Exempt (CEQA Guidelines Section 15301).
City Council
Staff Report
From: City Manager
Report Type: CONSENT CALENDAR
Lead Department: Transportation
Meeting Date: October 28, 2024
Report #:2409-3490
TITLE
Approval of Construction Contract Number C25191007 with Tennyson Electric, LLC. in the
amount of $453,300 and Authorization of the City Manager or Their Designee to Negotiate and
Execute Change Orders for Related Additional but Unforeseen Work that may Develop During
the Project Up to a Not-To-Exceed Amount of $45,330 for the Quarry Road Traffic Signals and
Intelligent Transportation Services (ITS) improvement project; CEQA status – Categorically
Exempt (CEQA Guidelines Section 15301).
RECOMMENDATION
Staff recommends that the City Council:
1. Approve and authorize the City Manager or their designee to execute the linked construction
contract with Tennyson Electric, LLC, Contract No. C251910071, in an amount not to exceed
$453,300 for Construction Services on Quarry Road as part of the Transportation and Parking
Improvements project (PL-12000) and Traffic Signals and Intelligent Transportation Services
(ITS) project (PL-05030); and
2. Authorize the City Manager or their designee to negotiate and execute one or more change
orders to the contract with Tennyson Electric, LLC, for related, additional but unforeseen work
which may develop during the project, the total value of which shall not exceed $45,330.
EXECUTIVE SUMMARY
The contract for construction and electrical services will furnish and install traffic signal
hardware and to improve operational improvements including updated traffic signal cabinets,
modern detection systems, and accessible pedestrian system push buttons. The project
addresses the need to update the aging traffic signal infrastructure that has not been upgraded
for at least 20 years along Quarry Road, an important roadway connecting the Palo Alto
1 https://www.cityofpaloalto.org/files/assets/public/v/3/transportation/city-council-docs/c25191007-quarry-rd-
improvement-project.pdf
community, Stanford Medical and shopping centers, and Stanford University. This project aligns
with the Fiscal Year 2025 Adopted Capital Improvement Plan (CIP) budget for the Traffic Signal
and ITS Improvements project (PL-05030), and Parking & Transportation Improvements project
(PL-12000).
BACKGROUND
The City of Palo Alto maintains and operates 102 traffic signals throughout Palo Alto and the
Stanford University Campus. Each traffic signal, and signal timing and operations, requires
regular upkeep as well as modernization to current standards and operational practices as
technology and operations evolve. Traffic signal hardware generally has a lifespan between
ten(10) to 25 years, including items such as traffic signal cabinets, vehicle detection systems,
and pedestrian push buttons.
Quarry Road is an important roadway where coordination and optimization of the traffic
signals has not been updated nor used for at least 20 years. Due to the characteristics of this
project, it was awarded $250,000 in regional funding from the Valley Transportation
Authority’s (VTA) Vehicle Registration Fee (VRF) funding distribution program. The aging
infrastructure, the importance of connections, and the need for modernization made this a
competitive project for these funds. The remainder of the costs (approximately $248,630) are
anticipated to be paid from Santa Clara County 2016 Measure B – Local Streets and Roads
(LSR) funding program. This project will update the traffic signal hardware and operations at
four intersections:
Quarry Road and Vineyard Lane
Quarry Road and Arboretum Avenue
Quarry Road and Sweet Olive Lane
Quarry Road and Palo/Pear Avenue
ANALYSIS
The City released an Invitation for Bids (IFB) number 191007 on June 27, 2024, for
Construction and Electrical Services and the City received four (4) bids 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 linked contract). Staff has
reviewed and accepted the bid submitted and declares Tennyson Electric, LLC as the lowest
responsive bidder. The bid amount is $453,300 and an additional ten percent ($45,330) for
potential contingencies. The tasks defined in the scope of work include furnishing and
installing various traffic signal hardware and implementation of an Automated Traffic Signal
Performance Measure (ATSPM) at one of the intersections. Staff along with existing on-call
contractors will follow the hardware upgrades with the development and implementation of
an optimized coordinated timing plan.
The City has verified the Tennyson Electric, LLC 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, Tennyson Electric, LLC has recently provided exceptional
work in Palo Alto as well as the nearby Cities of Cupertino and Mountain View 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 IFB 191007 Quarry Road Operational
Improvement Project
Proposed Length of Project 2-years after Contract Execution
Number of Bid Packages downloaded by
Contractors
4
Number of Bid Packages downloaded by
Builder’s Exchanges
22
Total Days to Respond to Bid 27
Pre-Bid Meeting No
Number of Bids Received:4
Public Link to Solicitation https://procurement.opengov.com/port
al/palo-alto-ca/projects/100291
Bid Price Range $453,300 to $1,500,000
FISCAL/RESOURCE IMPACT
Funding for this contract is available in the Fiscal Year 2025 Adopted Capital Improvement Plan
(CIP) budget for the Traffic Signal and ITS Improvements project (PL-05030), and Parking &
Transportation Improvements project (PL-12000). The Quarry Road Traffic Signals and ITS
project will be funded by the above Capital Improvement Projects through competitively
awarded VRF funding in the amount of $250,000 that was recognized in PL-05030 as part of
the FY 2025 Adopted Budget. The remainder of the costs, approximately $248,630, is
anticipated to be reimbursable with City allocated Measure B – LSR funds that was recognized
in PL-12000 as part of the FY 2025 Adopted Budget. No additional budgetary action is
required.
STAKEHOLDER ENGAGEMENT
Staff has outreached and maintained communication regarding this project with Stanford
University’s Transportation and Environmental Planning department as a key stakeholder and
owner of adjacent land uses. Staff has also coordinated the scope of this project with the Santa
Clara County Valley Transportation Authority (VTA) as a key funding stakeholder and the City’s
Electric Utilities and Public Works Departments. System upgrade projects of this type do not
typically include additional community outreach.
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