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File Number: 22-500 BACKGROUND San Leandro would like to synchronize City traffic signals with adjacent Caltrans traffic signals on Marina Boulevard using an Adaptive Traffic Control System (ATCS). ATCS is a traffic management strategy in which traffic signal timing responds to real time traffic demand to improve efficiency and reduce traffic congestion. The project will install new fiber optic communication cables, including associated splice enclosures and ethernet switches in an existing conduit between Merced Street and Washington Avenue. The system will include one camera at each intersection for vehicle detection, a video processor in the cabinet, and video camera cabling within the intersection. This project will update incompatible Caltrans signal equipment at three intersections so that they can communicate with the adjacent City signals. These Caltrans intersections are Marina Boulevard and Kaiser Way; Marina Boulevard and I-880 southbound on- and off-ramp; and Marina Boulevard and I-880 northbound on-ramp within San Leandro. The project will replace the existing CPU card in each of these signal controllers with a City-provided CPU card with adaptive system software. Completion of this project will allow traffic signals in this segment of Marina Boulevard to communicate with the City’s central Traffic Operations Center for monitoring, timing synchronization, and traffic congestion management. Analysis On July 20, 2022, City opened bids for the subject project . Three bids were received ranging between $380,700.00 and $679,650.00. The pre-bid Engineer’s Estimate for construction was $255,200.00. Staff recommends award to the lowest responsive bidder, Bear Electrical Solutions, Inc., who submitted the lowest responsive bid of $380,700 .00. Staff verified the contractor has a valid Contractor’s State License Board license and is registered with the California Department of Industrial Relations. All three bidders complied with the City’s Local Inclusion Policy Ordinance. The low bidder, Bear Electrical Solutions, provided documentation that it will source materials worth over 25% of the bid cost using a local supplier (Edges Electrical Group). The second low bidder, Columbia Electric, is a local San Leandro Business. The third lowest bidder, Ray’s Electric, provided documentation of its efforts to include San Leandro businesses in its bid. This project is not subject to the provisions of the Community Workforce Agreement (CWA) since those provisions only apply to contracts exceeding $1,000,000 in value. As is standard in the construction industry, staff balanced site investigation costs with the risk of finding unforeseen conditions during construction as well as the design costs with the level of detail on the plans. As a result, unforeseen conditions may be encountered during construction and plan details may need to be adjusted or clarified. To minimize delay to the project and ensure that the scope of work is adjusted as needed to provide the highest quality project, staff requests that the City Council authorize the City Manager or her designee to negotiate and approve individual change orders up to 5% ($19,038 .00) of the original contract amount. In addition, staff requests authority to negotiate and approve cumulative change orders up to 25% ($95,190 .00) of Page 2 City of San Leandro Printed on 9/28/2022