Title
Staff Report for a Resolution Awarding a Construction Contract to All Phase Excavation & Construction, Inc. for the Fiber Loop City Hall to Main Library Project, Project No. 2013.0270 and Appropriation of $30,000.00 from the General Fund Economic Uncertainty Reserves
Staffreport
SUMMARY AND RECOMMENDATIONS
The subject project will place fiber optic communications cable between City Hall and the Main Library along a new, separate and dedicated route.
Staff recommends that the City Council award the contract to the lowest responsible bidder, All Phase Excavation & Construction, Inc., in the amount of $62,990.00 for the subject project and appropriate $30,000.00 from the General Fund economic uncertainty reserves for the subject project.
BACKGROUND
The City of San Leandro has a fiber communication network connecting all major City facilities including the Civic Center, Main and Manor Libraries, Public Works Service Center, Marina and Senior Community Centers, the Water Pollution Control Plant, and a majority of our traffic signals. The fiber system allows nearly instant communication between these locations and allows City staff to monitor traffic and adjust traffic signal timing in real time. The majority of the system consists of a loop of fiber that gives the system redundancy. If the fiber loop is cut between two adjacent users, data will still be shared across the cut because it is automatically sent the long way around the loop. A notable exception is the link between the Civic Center and the Main library, which are currently connected by only a single conduit and fiber cable. The fiber between the Civic Center and Main Library has been cut twice, first in 2009 and then again this year. In each instance communication between City Hall and the other users was lost until the fiber was repaired many hours later.
This project will install fiber optic cable along a second conduit route between City Hall and the Main Library, creating a redundant loop. New conduit installation for this loop was constructed separately under the Fiber Conduit for Broadband Network Expansion Construction contract.
Analysis
The bids were opened on March 10, 2015. Two (2) bids were received at $62,990.00 and $73,432.05. The pre-bid engineer's estimate for construction was $46,473.00. All Phase Excavation & Construction, Inc. was determined by staff to be the lowest responsible bidder. Staff verified that the contractor has a valid license with the Contractor's State License Board and is registered with the Department of Industrial Relations.
The complete project cost is $150,000.00, which includes design, geotechnical investigation and permitting for the conduit installation that was completed under a separate contract and this work of installing the actual fiber cable. The original project budget was budgeted at $120,000.00, therefore an appropriation of $30,000.00 is requested from the General Fund for this project's completion.
Environmental Review
The project has been determined categorically exempt from CEQA per section 15304(f) Minor Alteration to Land. A Notice of Exemption was filed with the County Recorder on May 10, 2013.
Permits and/or Variances Granted
Caltrans issued an Encroachment permit for the segment of work within the State right of way.
Fiscal Impacts
The total cost of this project including design, permits, construction, contingencies and construction management is estimated at $150,000.
Budget Authority
This project will be funded as follows:
Developer Fees for Street Improvements (DFSI) 120-38-347 $60,000.00
(allocated in FY 2013-14)
Capital Improvement Project Fund 210-38-347 $60,000.00
(allocated in FY 2013-14)
Council approved appropriation via the attached Resolution $30,000.00
Total $150,000.00
ATTACHMENT
ยท Bid Summary - Fiber Loop City Hall to Main Library Project
PREPARED BY: John O'Driscoll, Associate Engineer, Engineering and Transportation Department