Report to Mayor and City Council
Tuesday, January 09, 2024
Consent
SUBJECT:
Title
CONSIDER AWARD OF A CONSTRUCTION CONTRACT TO ALFARO COMMUNICATIONS CONSTRUCTION, INC. FOR PROJECT NO. 1730: CITY OF CARSON EVENT CENTER EV CHARGING STATIONS AND CONSIDER ADOPTION OF RESOLUTION NO. 23-193, AMENDING THE FISCAL YEAR 2023/24 BUDGET IN THE GENERAL FUND AND SPECIAL REVENUE BUDGET
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I. SUMMARY
Project No. 1730: City of Carson Event Center EV Charging Stations is part of the City of Carson (City’s) Fiscal Year 2023/24 and 2024/25 Capital Improvement Program (CIP) plan. The original scope of project includes the installation of EV charging stations at City Hall North parking lot. Due to parking availability, staff proposed that the charging stations be installed at the West parking lot of the Carson Event Center, northeast of the garden. Funds in the amount of $56,250.00 will be reimbursable when the project is complete as part of the executed contract between the City and South Coast Air Quality Management District (SCAQMD), Contract No. ML18057.
The project was advertised in a newspaper of local circulation and through the PlanetBids portal from October 12, 2023 to November 13, 2023. Seven (7) bids were received and opened at the City Clerk’s Office. It was determined that Alfaro Communications Construction, Inc. was the lowest responsive and responsible bidder, with a total bid amount of $262,127.80.
Staff is requesting City Council to award a Construction Contract to Alfaro Communications Construction, Inc. for Project No. 1730: City of Carson Event Center EV Charging Stations for an amount not-to-exceed $262,127.80.
Public Works is also requesting the City Council to amend the 5-Year Capital Improvement Projects List so that funding for this project will be moved from Fiscal Year 24/25 to Fiscal Year 23/24.
II. RECOMMENDATION
Recommendation
TAKE the following actions:
1. AWARD a Construction Contract to Alfaro Communications Construction, Inc., the lowest responsive and responsible bidder, for Project No. 1730: City of Carson Event Center EV Charging Stations in an amount not to exceed $262,127.80.
2. AUTHORIZE the expenditure of construction contingencies in the amount of $26,212.78 (10%) for change orders and any unforeseen construction work such as substructure conflicts, contaminated soil removal and disposal, material testing, and other work that may be necessary to complete this project.
3. AUTHORIZE the Mayor to execute a Construction Contract with Alfaro Communications Construction, Inc., following approval as to form by the City Attorney.
4. ADOPT Resolution No. 23-193, “A RESOLUTION OF THE CITY OF CARSON CITY COUNCIL AMENDING THE FISCAL YEAR 2023/24 BUDGET IN THE GENERAL FUND AND SPECIAL REVENUE FUNDS”
5. APPROVE amendment of the 5-Year Capital Improvement Projects List so that funding for this project will be moved from Fiscal Year 24/25 to Fiscal Year 23/24.
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III. ALTERNATIVES
1. REJECT all bids.
2. TAKE another action the City Council deems appropriate consistent with the requirements of the law.
IV. BACKGROUND
Project No.1730: City of Carson Event Center EV Charging Stations includes the installation of four (4) level 2 charging stations at the West parking lot of the Carson Event Center. The project also includes sidewalk reconstruction to satisfy ADA standards, the installation of ramps and handrails, parking striping, and the installation of electrical equipment and electrical upgrades to support the proposed charging stations.
Funds in the amount of $56,250.00 will be reimbursable when the project is complete as part of the executed contract between the City of Carson and South Coast Air Quality Management District (SCAQMD), Contract No. ML18057.
The Invitation for Bids (IFB) No. 23-22 was advertised in a newspaper of local circulation and through the PlanetBids portal from October 12, 2023 to November 13, 2023. Seven (7) bids were received and opened at the City Clerk’s Office.
The bid results are listed below:
No. Bidder Place of Business Bid Amount
1 Alfaro Communications Compton, CA $262,127.80
Construction, Inc.
2 Hyper Electric Sun Valley, CA $298,182.00
3 Pacific Lighting Mgt Inc. Santa Ana, CA $313,530.00
4 Red Wave Comm. & Elec. La Habra, CA $320,686.51
Systems Inc.
5 Casco Contractors, LLC Irvine, CA $359,762.00
6 HZS Engineering Inc. Orange, CA $367,760.00
7 Servitek Electric Inc. Walnut, CA $391,948.00
Staff reviewed the bids and determined that the lowest responsive and responsible bid was submitted by Alfaro Communications Construction, Inc., with a total bid in the amount of $262,127.80. Alfaro Communications Construction, Inc. is a bona fide contractor licensed by the State of California. The bid bond, in the amount of 10% of the total bid, as supplied by United States Fire Insurance Company is in order and was submitted with the bid. The project is subject to compliance with the City’s Project Labor Agreement and the Electrical Vehicle Infrastructure Training Program (EVITP) as stated in the bid packet, and the bid amount reflects the same.
The anticipated timeline for this project is as follows:
Award of Construction Contract: January 2024
Agreement executed by the City: March 2024
Start of construction: April 2024
Completion of construction: July 2024
The project may experience delays depending on weather conditions, and staff may have to adjust the schedule accordingly.
Staff is requesting City Council to award a Construction Contract to Alfaro Communications Construction, Inc. for Project No. 1730: City of Carson Event Center EV Charging Stations for a not-to-exceed amount of $262,127.80.
V. FISCAL IMPACT
Funding in the amount of $200,000 has been budgeted for Project No. 1730 with $20,000 allocated in DIF Funds for Fiscal Year 2023/24 and $180,000 proposed for Fiscal Year 2024/25 in the CIP/General Fund budget. The construction bid amount for this improvement project is $262,127.80 with a construction contingency in the amount of $26,212.78, representing 10% of the total construction bid. The total project cost including the 10% contingency is $288,340.58.
Staff is requesting the approval of Resolution No. 23-193 to allocate Fiscal Year 2024/25 proposed budget of $180,000.00 to Fiscal Year 2023/24 to complete the project. The remaining budget of $88,340.58 is currently available in account 101-99-999-904-6004.
VI. EXHIBITS
1. Project Location Map_IFB 23-22_PW No. 1730 (Pg. 5)
2. Bid Register Summary_IFB 23-22_PW No. 1730 (Pg. 6)
3. Contract Documents - Alfaro Communications Construction, Inc. (Pg. 7 - 43)
4. Resolution No. 23-193 (Pgs. 44 - 45)
5. Amended CIP List - FY2023/24 (pgs. 46 - 61)
6. Amended Project List - PW1730 (pg. 62-63)
Prepared by: Dr. Arlington Rodgers, Director of Public Works and Gilbert M. Marquez, P.E., City Engineer