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    17.    
City Council Regular
Meeting Date: 06/23/2020  

SUBJECT:
AWARD OF CONTRACT - TRAFFIC SIGNAL MAINTENANCE AND EMERGENCY ON-CALL SERVICES
RECOMMENDATION:
Authorize the execution of a three year agreement with two, one-year renewal options with Crosstown Electrical and Data, Inc. to provide traffic signal maintenance and emergency on-call services for a total amount not to exceed $1,000,000.
BACKGROUND/ANALYSIS:
Traffic signal maintenance and emergency on-call services are on-site services. Currently the City is responsible for the operations and maintenance of 54 traffic signals and 2 flashing beacons. The contractor will perform routine services such as replacing LED signal indicators, replacing pedestrian countdown signals, and checking signal detection. The contractor is also responsible for responding to emergencies such as signals on flash and traffic collisions involving signals. 
 
On July 1, 2014, the City entered into Agreement No. A2014-079 with Computer Services Company (CSC) for traffic signal maintenance services. The term of the agreement was through June 30, 2017, with the option of three one-year extensions. On March 31, 2020, CSC was bought out by Crosstown Electrical and Data, Inc. and the agreement was amended to change the company name. The contract will terminate on June 30, 2020.
 
On February 11, 2020, staff released a Request for Proposals (RFP) for traffic signal maintenance and emergency on-call services. The RFP was posted on the City’s web-site. Five proposals were received, and staff carefully evaluated the proposals based upon the contractor's approach to work and staffing, references, and willingness to accept the terms of the City’s standard Maintenance Services Agreement. Staff conducted interviews with the top three companies which were:
  • BES - Bear Electric Solutions
  • Crosstown Electrical and Data, Inc.
  • St. Francis Electric
Staff recommends the approval of an agreement with Crosstown Electrical and Data, Inc. in an annual amount not to exceed $200,000 with a total amount not to exceed $1,000,000. The annual base amount of the contract is $45,792 for routine preventative maintenance with an additional $154,208 to cover emergency response, accident repairs, and extraordinary maintenance items. 
 
ENVIRONMENTAL (CEQA) REVIEW:
This action is not a project within the meaning of the California Environmental Quality Act California Public Resources Code §§ 21000, et seq., "CEQA") and CEQA Guidelines (Title 14 California Code of Regulations §§ 15000, et seq.) Section 15378 and is therefore exempt from CEQA. It will not result in any direct or indirect physical change in the environment.
FISCAL IMPACT:
There is sufficient funding in the Engineering operating budget to cover the Fiscal Year 2020-21 cost of the Crosstown Electrical and Data, Inc. contract.  Future contract costs will be budgeted for in the appropriate fiscal year. There is no impact on the General Fund with this item. 
REVIEWED BY OTHERS:
This item has been reviewed by the Finance Director.
Attachments
Agreement

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