Fremont City Council Meeting: 06/07/22 07:00 PM
3300 Capitol Avenue Div/Dept: Public Works
Fremont, CA 94538 Category: Agreements and Contracts
SCHEDULED
Sponsors:
STAFF REPORT (ID # 4612) DOC ID: 4612
Updated: 5/31/2022 9:31 AM by Alberto Quintanilla Page 1 LIGHT MAINTENANCE CONTRACT - Award of Contract to Bear Electrical Solutions, Inc., for Maintenance of Streetlights, Exterior Public Facilities Lights and Support Services, for Five Years, in an amount not to exceed $5,292,803 (including $2,500,000 contingency for unanticipated maintenance costs); Exempt from CEQA Review Per CEQA Guidelines Section 15301 (Existing Facilities) Contact Persons:
Name: Jeff Edwards Hans Larsen
Title: Street Maintenance Manager Public Works Director Div/Dept: Public Works Public Works
Phone: 510-979-5719 510-494-4722
E-Mail: [email protected] [email protected]
Executive Summary: The purpose of this report is to facilitate continued maintenance services for exterior public lighting along streets and at City facilities. The current contract for these services expires on June 30, 2022.
BACKGROUND: In February 2022, the City issued a Request for Proposals (RFP) for streetlights and public facilities light maintenance. The primary work items that the successful contractor would be responsible for performing are: 1) routine maintenance, which includes monthly inspections, and 2) extraordinary maintenance, which covers all other items such as replacement of damaged or failed equipment, troubleshooting, and responding to emergency repair calls. The term of the contract would be five years, effective July 1, 2022. During the five years of the contract, compensation for services performed would be based on the rates proposed by the successful contractor in response to the RFP.
DISCUSSION/ANALYSIS: The City received one proposal, which was from the City’s current light maintenance contractor, Bear Electrical Solutions, Inc. Their proposal was found to be complete and responsive to the requirements of the RFP, including the quality of proposal, qualifications of its workforce, and cost. Staff is recommending that the contract for streetlight and public facilities light maintenance be awarded to Bear Electrical Solutions.
The contractor has experience with City of Fremont facilities, and have provided good quality and timely service during the current contract period.
The contractor’s price quote for routine maintenance is $558,560.60 per year. Based on experience, Staff recommends adding a $500,000 annual contingency for extraordinary maintenance for unexpected items such as wire theft, vandalism, streetlight knockdowns, and aging infrastructure.
FISCAL IMPACT: The proposed total annual cost for the light maintenance contract is $1,058,560.60. Sufficient funding for this cost is included in the Fiscal Year 2022/23 Proposed Operating Budget for the Public Works Maintenance Division.
ENVIRONMENTAL REVIEW: Award of this contract is exempt from California Environmental Quality Act (CEQA) review pursuant to CEQA Guidelines section 15301 as a Staff Report (ID # 4612) Meeting of June 7, 2022
Updated: 5/31/2022 9:31 AM by Alberto Quintanilla Page 2 repair, maintenance or minor alteration of existing facilities involving no or negligible expansion of use beyond that presently existing.
ATTACHMENTS: None.
RECOMMENDATION: By motion:
1. Find that this project is exempt from California Environmental Quality Act (CEQA) review pursuant to CEQA Guidelines Section 15301 as the repair, maintenance or minor alteration of existing facilities involves no or negligible expansion of use beyond that presently existing.
2. Award the contract to Bear Electrical Services, Inc. for a five-year term for a total amount not to exceed $5,292,803 (including $2,500,000 contingency for unanticipated maintenance costs), effective July 1, 2022, through June 30, 2027.