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July 23, 1992
THE HONORABLE CITi COL~CIL
Palo Alto, Ca.
4
Contract fp, Utility SUbstructuUL_Installation for Electric
Services
Members of the council!
This report recommends that Council award a construction contract
in the amount of $200,000.00 to Lewis & Tibbitts, Inc. of
F~ont, California for as-requestea utility substructure
installation for electric serviceQ, Funds for this project are
available in the F¥ 92-93 Electric Fund CIP, Major Project Number
8928, Onderground Extensions and Replacements. Since all ney
construction must be underground, approximat~ly 75 percent of
these funds are returned through cus~omer reimbursement~ Because
of the as-requested nature of the individual Service Orders, no
chanqe orde~ authority is requested.
Background
Traditionally, the Water-Gas-Wastewater (WGW) operations crews
have installed underground sub~tructurc (boyes, cond·J.it~ etc4)
for electric services. This work was in addition to their
regular work and was occasionally done on overtime or was
performed when possible bet~een other work. Suo structure
in5tallation typically includes trenching in the street to
install underground cond".Jits to allow the electric utility to
serve a residence or commercial facility, repair of in-ground
boxes that have failed due to heavy vehicle traffic loads~ and
small trenching and conduit ifistallation jobs to enhance the
underground distribution system. Major underground work, such as
an underground district, has separate specifications and is
released for competitive bid4
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Beca~se of th~ incr~ased worK levels from the infrastru~ture
replacement programs in the ~ate~, gas and waste~ater collection
utilities, the WGW operatte·ns cr~W5 are no longer abl~ to provide
the electric utility the substructure installation servicp.. The
electric utility deci~ed to contzact with a qualified contractor
to perform the same services on an ·as-reque~ted" basis~ The
contract is used ~uch like a Blanket Order, where individual
Service Orders are quoted en a l~p-sum basis and accept~d by the
contractor and City for specific cu~to[ner service 'Wcrk. Each
Service Order typically has a value of from $lCO~ to $2000.
In the 1991-92 fiscal year, the electric utility successfully
entered into a trial contract in the amount of $24,000 with a
local contractor for these services. ,Work has been done in a
timely fashion, the contractor has performed with excellent
quality, our ability to control costs has been enhanced, and
contractor response time has been excellent.
Based on this experience, the electric ut,lllty developed a
&pecification and bid item list for the typical substructure
installation vork needed to provide electric servic~s. The bid
list is used onl z for evaluating t:he competitive bidS and for
cost control. Each individual jOD I or Service Order, will be
prepared and quoted, based on the bid list, on a lump-sum basis
by the contractor. Each service order will be accepted by both
the utilities Department Electric~l Engineering Manaqer and the
contractor. Upon completion of the ~orkl the contr~ctor receives
pa~ent for the Service Order completed. The City has the right
to decline the services of the contractor and to terminate thp.
contract at any time. It is expected that no individual Service
Order ~ill exceed $5 1 000 in valu~. Based on staffrs experience
we expect most service orders will be in the $1000 to $2000
range. Any single site construction work expected to exceed
$5,000 in value will be competitively bid under existing
procedures.
lid Evaluation
Folloving specification development, the contract was released
tor competitive bid. Two bids were received. Lewis' Tibbitts,
Inc. is the lower bidder at an evaluated cost of $196,383.40.
The evaluated cost is meant for cottparative purposes only. A
tabulation of the bids is attached. Lewis & Tibbitts, Inc. has
performed other york for the city and has an excellent track
record.
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Funding
Funds for this work ~re available in the El~ctric FUnd CIP,
Underground Extensions and Replacements Project tor F¥ 92-93,
with customer reimbursement expected to return 75 percent of the
amount spent.
RecopendatioDS
Staff recommends that Council authorize the Mayor to execute a
contract with Lewis' Tibbitts, Inc. in the ~ount of $200,000.00
tor utility substructure Installation for Electric services.
Respectfully submitted,
\\~)2.c-r, \--c~
MICHAEL BEANLAI'lD
Elec"t.rical Ellgineer-inq Manager
~<J<-A '-L,7(· :y.~~ '11'-
-R}CHARD L. YOUNG v
Director of utilities
Al~~ ~stant City Manager
Attachmants: 1. summary of BIO TABULATION
2. Contract
cu: 341: 92
Analysis of utility Substructure Installation for Electric services Bids
Bid opening': July H, 1992
Bid Lewis • Tibbitts West Valley
Line Estiroated
NUPlber Quantity Unit ra'Ce ElCtension Unit. rate Extension
-------------------------------------------------------------------~----
1-200 39.00 $7,800 .. 00 51.00 $10,2(.00.00
2 100 32.00 $3,200.00 58.50 $5,850.00
3 200 32. QO $5 1 400.00 41. 50 $8,lOO.00
4 100 32.00 $3,200.00 33.50 $3,350.00
5 200 33.00 $6,600.00 43.50 $8,700.00
5 100 31.0e $3,100.00 28.00 $2,800.00
7 20 HO.OO $2,200.00 140.00 $2,800.00
8 20 16(...00 $:3 ,200.00 370.00 $7,400.00
9 20 180.00 $3,600.00 390.00 $7,800.no
10 20 385.00 $7,700.00 735.00 $14,700.00
11 5 1300.00 $6,500.00 2015.00 $10,075.00
12 2 1900.00 $3.800.00 3010.00 $6,020.00
13 20 80.00 $1,600.00 60.00 $1,200.00
14 10 UO.OO $1,100.00 1';0.00 $1,4'00.00
15 ~O 80.00 $1,600.00 60.00 $1,200.00
16 10 160.00 $1,600.00 160.()Q $1,600.QO
17 500 1. 00 $500.00 1. 70 $850.00
18 300 1.00 $300.00 2.00 $600.00
19 200 1. 00 $200.00 2.20 $440.00
20 100 1. 00 $100.00 2.60 $260.00
21 200 1. 00 $200.00 1. 70 $340.00
22 200 1. 00 $200.00 2.20 $440.00
23 200 1. 00 $200.00 2.60 $520.00
24 100 1. 00 $100.00 1. 70 $170.00
25 100 LOO $100.00 2.00 $200.00
26 100 .1. 00 $100.00 2.20 $220.00
27 200 1. 00 $200.00 1. 70 $340.00
28 100 1. 00 $100.00 2.20 $220.00
29 200 1. 00 $~OO.OO 1. 70 $340.00
30 100 1. 00 $100.00 2.20 $220.00
n 100 n.oo $3,200.00 60.50 $6,050.00
n 100 28.00 $2,800.00 27.75 $2,775.00
33 500 14.00 $1.000.00 7.50 $l,750.0C
34 200 16.00 $3,200.00 9.25 $1,850.00
35 500 18.00 $9,000.00 15.00 $1,500.00
36 400 21. 00 $8,400.00 21. 00 $8,400.00
37 400 17 .00 $6.800.00 11.20 $4.,480.00
38 300 3.60 $1,080.00 7.60 $2/280~OO
39 5 80.00 $400.00 150.00 $750.00
40 10 80.00 $800.00 185~OO $1,850.00
U 10 100.00 $1,000.00 215.00 $2,150.00
42 5 110.00 $550.00 245.00 $1,225.00
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Analysis of utility Substructure Instal13ti~n for Electric services Bids
Bid opening: July 14. 1992
Bid
Line
Number
43
H
45
46
47
48
49
50
51
52
53
54
55
56
57
sa
59
60
61
62
Estimated
Quantity
30
10
30
10
10
20
100
100
100
200
200
40
40
100
240
500
240
240
100
100
LE'wis. & Tibbitts
tJr.i t rate Extension
80.00 $2,400.00
100.00 $1,000.00
80.00 $2 1 400.00
100.00 $1,000.00
425.00 $4,250.00
400.00 $9,000.00
167.00 $15,70(J~00
39.81 $3,9814.00
31.30 $3,130.00
42.70 $8,540.00
45.24 $9,048.00
34.81 $1,392.40
32.30 $1,292.00
B.DO $800.00
9.00 $2,160.00
16.00 $8,000.00
27.00 $6,480.00
17.00 $4,080.00
18.00 $1,BOO.OO
19.00 $1,900.00
west Valley
Unit rate Extension
77.00 $2,310400
87.00 $870.00
77.00 $2,310.00
87.00 $870.00
2100.00 $21,000.00
1240.00 $24/BOO~QO
250.00 $25,OOO~OO
45~ 35 $4,535.00
33.65 $3,365.00
38.65 $7,730.00
50.45 $10,090.00
NIl.. $O.CO
115.00 $4,600.00
8.65 $865.00
23. :'0 $5,520.00
15.40 $7,700.00
23.25 $5,580.00
21.00 $5,040.00
27.60 $2,760.00
36~8.o $3,680.00 ------------------------------------------------------------------------
Grand Total· $198,383.40 $280,240.00
Note:
Grand total is +';'0 be used for comparls~on purposes only~
The actual work may vary depending on the needs of the City.
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• CONTRACTOR $KIo.!I. PRO'b'OE OR °UR~'ISK ~I-;E !=-CAl.)WIN(i SPEClrIE') "lP,',-CC; ~N?'(;J;: !.9,\"R.\~ .s. SP~:CI~ lEu IN E.-):'·'-I9.11'
"n"CHEO ~!:AETO AJIJ;:;' ~NCOI'1P{)"V;T':;D ~EREiN"~ i:IIS RU€AE~CE
Per acta>:::hed specification and. bid items
"Utility Substructu~e i~st~llario~ for Electric Service"
1. Insurance Certificates
• TERNS THE SfRVjCES ANO,lQq M,I,TERlA:ru~U:N~(JED y~q;-5 'r+;IS AQI<'EMENl SHAlL COMMENC;.E t».
oiJ'tC SHAll B.E:. cow,PLE1"EO 6E~ORE ____________ • _ _ ______ " _________ _
• COMPENSA TlON FOJ'l THE FI)L!. f'E;:tF~~ANCE Ot' nilS ACR<'E!.IE..,"r o cr'-1'$I"IA\.LPA'lC()I·m;JI..(;TQfI A.ccording t·~ pro?'<:rly ..1oc-<.!mented. -invoices
speciiicati"D net to exceed $200 J 000. 00
o CCfonMCTDR S"'-A.U. "AI" C;TY
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• GENERAL TERMS AND CONDITIONS .a.RE' INo..UOEC ON BOTH SIDES Of' i~IS DOCU~ENT
nns AGAEt~ENT SI"A LL aECOIA~ EfFECTIVE lIPON ITS APPAOWH. AND E'X[CUTICr. BY I:IT'I', lili WI TNE'SS THE R EOF, T~l ::>~RTIE So HA'o1 EXECUTED TH IS
tl.GREEMEN'T ~E O,6:r, MONTH, ANa YW ARSi wRrnt.N f,&1·~
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and sale ill 1M tqll';arntlT!. mat~nais [Y sJP~~es 0 I pal'lle~ rOo! ~~ r.'ice~ ·~I':~ ::"'~) tl-.: ~ ~~oJcc! ~: :~!, cr"lro'_!. A:I ~ri()r agre!me~t5, reprl!Se~:al'~~s 5tjJi~~enl:;
n~o1J.i1Mns aM 1'~~10lg'S wh!'t1lE( (J car or ",ri:'err dl~ super;.W"e'(1 ~Ne!ly
• PROJECT MANAGER A.ND A"EPRi';)Un,l.,"WE !"OF! CITY N"'E~_MICHAEC --,,-=-B_EAl>'LAlID tryb__
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• iNVOICING :5:E:ND AU rH"1fOlCE$ TO T~E ::OIl)' A ,TN P",o.JFC·T MA~;A.::·"A
D CITY OF PALO ALTO APPROVALS: rROuTE ;:OR 9:>W, TLI'AlS A<:"CO" DII;G TO .. WB lORo, r1>.: /l,F F'RO'Ii,/I,L SJ,; E.S 8El.OWi
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