05 - Laserfiche WebLink

BACKGROUND The City of Pleasanton took ownership of the majority of the City streetlights in 1996. Some of these streetlights are reaching the end of their useful life. The City's Capital Replacement Program allocates yearly funding to replace the aging streetlights. The current policy is to replace aging streetlights with an equivalent style of streetlight. Priority is given to streetlight replacement based on the age of streetlights, level of function, maintenance issues, and appearance. In the Highland Oaks neighborhood, the new streetlights will be identical in appearance to the existing streetlights -- 28 feet tall galvanized steel poles with "cobrahead" light fixtures. In the Parkside, Mission Hill, and Carriage Garden neighborhoods, the existing wooden poles and lantern style light fixtures will be replaced with black aluminum poles and lantern style light fixtures, similar to the streetlights installed in the Valley Trails neighborhood in 2006. Residents of these neighborhoods received a notice,(Attachment 2) that included a photograph of the proposed replacement light fixture and pole. City staff did not receive any objections from the noticed residents to the change in appearance or the change from wooden poles to black aluminum poles. Several residents did request on-site meetings prior to construction to discuss relocation/removal of shrubs and other landscaping. Staff will schedule these meetings, working in conjunction with the construction contractor's project manager. The residents of Highland Oaks did not receive notification letters because the planned streetlights are identical in appearance to the existing streetlights. As actual construction work approaches, residents of all affected neighborhoods will be provided with a notice of impending construction activity and on- site meetings will be held with residents who have concerns about landscaping or other issues. DISCUSSION Bids Sealed bids for this project were opened on October 28, 2008. There were a total of sixteen (16) bids received with bid amounts ranging from $249,990 to $498,888. The apparent low bidder was Lawrence Backhoe Service. The engineer's estimate for this project is $377,000.00. Staff reviewed the bids received (see Attachment 3) and found that Angelo Utilities had a mathematical error in their bid. When this error was corrected in accordance with the procedures described in the project specifications, Angelo Utilities became the apparent low bidder. When the City informed Angelo Utilities of the corrected bid which made them the low bidder, they requested release from their bid obligation without forfeiture of the bid security. The City intends to grant Angelo Utility release from their bid obligation without forfeiture of the bid security. Staff recommends award of the contract to the next lowest bidder, Lawrence Backhoe Service. As part of their bid, Lawrence Backhoe Service initially proposed an alternate lantern style light fixture similar in appearance to the fixture specified in the bid documents. City staff reviewed the features of the proposed alternate product and found that it did not meet the criteria in the project specifications. Lawrence Backhoe Page 2 of 3