EAST PALO ALTO
CITY COUNCIL
STAFF REPORT
DATE: September 5, 2023
TO: Honorable Mayor and Members of the City Council
VIA: Melvin E. Gaines, City Manager
BY: Batool Zaro, Associate Engineer
Anwarbeg Mirza,
Humza Javed, Public Works Director
SUBJECT: Professional Services Contract for Traffic Signals, Streetlights, & RRFB Services Recommendation
Adopt a resolution authorizing the City Manager to execute a professional services contract with Cal-West Lighting & Maintenance, Inc. in a form approved by the City Attorney, in the amount not-to-exceed $80,020 per year for a period of five (5) years to provide maintenance services for the City’s traffic signals, streetlights, and rapid rectangular flashing beacon and emergency services.
Alignment with City Council Strategic Plan
This recommendation is primarily aligned with:
• Enhance Public Safety and Emergency Preparedness
• Improve Public Facilities and Infrastructure
Background
On May 22, 2023, the City of East Palo Alto issued a Request for Proposal (RFP) requesting the services of electrical contracting firms specializing in traffic signal, streetlights; emergency repair; non-emergency routine preventative maintenance as well as unscheduled emergency repairs.
The City currently operates and maintains sixteen (16) traffic signals, approximately nine hundred (900) LED streetlights, and rapid rectangular flashing beacons as well as lighted crosswalks. The City is also required to adequately mark all traffic signal conduit and equipment (Underground Service Alert - "USA") in accordance with California Government Code Section 4216 et seq.
The maintenance work may include routine preventive maintenance as well as on-call services to repair equipment due to collision damages, vandalism, and other factors that may result in the need for emergency response maintenance services.
The Traffic Signal, Street Light & Lighting Maintenance contract will be for the period of five (5) years. The City shall notify the Contractor in writing of the intent to extend the contract 30 days prior to the contract expiration date.
Analysis
On May 22, 2023, the City advertised the RFP and reached out to local traffic and electrical firms.
On June 30, 2023, the City received three (3) proposals from the following electrical companies:
1. Cal-West Lighting & Signal Maintenance Inc,
2. Bear Electric Solutions, Inc.
3. St. Francis Electric
No Company City Annual Costs
1 Cal-West Lighting & Signal
Maintenance, Inc
San Jose $30,020.00
2 Bear Electrical Solutions, Inc. Alviso $31,560.00
3 St. Francis Electric, LLC San Leandro $39,224.00
A rating panel comprised of three staff members in the Engineering and Maintenance Division scored the RFP and rated Cal-West Lighting and Signal Maintenance Inc. as the highest rated firm. Cal-West’s proposal amount was also the lowest in the amount of $30,020.00. Cal-West was found to meet all the requirements and forms as indicated on the City's issued RFP.
In addition to the $30,020 base contract amount, staff also recommends awarding an additional amount of $50,000.00 in the contract to cover the costs of repair on an emergency basis to the traffic signal infrastructure caused by potential vehicular accidents, vandalism and other factors.
Hence, the total contract in the amount of $80,020.00 will be divided as follows:
1. Routine Preventive Maintenance Schedule ($30,020); and
2. Unscheduled/Emergency Work Schedule ($50,000).
Fiscal Impact
Staff is requesting additional appropriation from Gas Tax Fund and Ravenwood Lighting District Fund in the amount of $50,000 and $30,020, respectively.
Public Notice
The public was provided notice of this agenda item by posting the City Council agenda on the City’s official bulletin board outside City Hall and making the agenda and report available at the City’s website and at the San Mateo Co. Library located at 2415 University Avenue, East Palo Alto.
Environmental
This action is exempt from the California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines Sections 15301 (Repair, maintenance and/or minor alteration of an existing facility) and Sections 15303 (construction and location of limited numbers of new, small facilities or structures).
Attachments
1. Resolution
2. Calwest Proposal
3. EPA Standard Agreement Contractor and Professional Services Agreement