SR 05:048 - Laserfiche WebLink

of potential move-Es on the project; and the fact that project was competing with severa/other large projects in the area that were out to bid at the same time. Because of the reasons cited above, it has made it difficult to accurately assess the cost of doing this work. The single bid received was from Prism Engineering (the same company re-bid the project at the present time). Upon receiving the bid, staff noted some apparent last minute changes in the bid proposal form that unbalanced the bid. Staff recommended and Council approved the rejection of all bids and readvertising the project. Bids were opened on January 25, 2005, and one bid was received from Prism Engineering in the amount of $229,000. In reviewing the low bid, it was determined that the costs were evenly distributed over all of the properties, as opposed to accurately reflecting actual costs for each individual property owner. Since the commercial properties will be required to reimburse the City for costs in excess of the Rule 20A provisions, staff is recommending that the Director of Public Works be authorized to negotiate a fair and equitable reimbursement of actual costs incurred, or to direct the property owners to perform this work themselves as provided under the City's Municipal Code. BUDGET The original budget for the project provided for the replacement of existing lighting supported on PG&E poles and costs not covered under Rule 20A in the amount of $350,000. In forming the district, the City Council authorized the use of project funds to cover those costs not covered by Rule 20A for residential properties. For commercial properties the City Council invoked Rule 20A provisions that allowed for Rule 20A funds to go towards paying for 100 feet of trenching costs onto private property and up to $1500 for each panel box conversion. Commercial properties were to be responsible for any costs in excess of the Rule 20A expenditures. The project involved two separate and distinct types of work that include the installation of street lighting and the utility and electrical panel conversions on private property. For tracking purposes, the street lighting portion is CIP No. 025071A and the electrical conversions are referred to as CIP No. 025071B. As the project evolved, the scope of work expanded to convert the existing street fixtures from cobra-head fixtures to decorative lighting and to include the replacement of additional existing cobra-head fixtures with decorative lighting along First Street from Vineyard Ave to Old Stanley Boulevard. On October 5, 2004 City Council authorized the additional work for the street lighting and appropriated an additional $140,133 from the General Fund to cover the street lighting costs. Included in the approval was an estimate for additional funding to complete the conversion work, estimated at $325,000, with the recommendation to appropriate the additional funding once plans were completed and bids were received. Based on the bids received (the remaining work and a contingency of $32,000), the estimated cost to complete the work is $286,000 of which $91,500 is either reimbursable under Rule 20A or by private commercial property owners. Therefore, the total projected additional cost to the SR 05:048 Page 3 of 4