Fremont City Council Meeting: 06/13/23 07:00 PM
3300 Capitol Avenue Div/Dept: Public Works
Fremont, CA 94538 Category: Agreements and Contracts
SCHEDULED
Sponsors:
COUNCIL STAFF REPORT (ID # 4920) DOC ID: 4920
Updated: 6/7/2023 10:06 AM by Alberto Quintanilla Page 1 TRAFFIC SIGNAL MAINTENANCE - Award of Five-Year Contract to Bear Electrical Solutions, Inc., in the Amount Not to Exceed $700,000 per Fiscal Year for Traffic Signal Maintenance, Repair, and Support Services; Make Findings of CEQA Exemption.
Contact Persons:
Name: Aleksandr Zabyshny Hans Larsen
Title: Senior Transportation Engineer Public Works Director Div/Dept: Public Works Public Works
Phone: 510-494-4796 510-494-4722
E-Mail: [email protected] [email protected]
Executive Summary: The purpose of this report is to facilitate the ongoing maintenance of City operated traffic signals. The proposed contract with Bear Electrical Solutions, Inc. is for traffic signal maintenance services from July 1, 2023 through June 30, 2028.
BACKGROUND: The City currently owns and operates 195 traffic signals. Maintenance of these traffic signals is provided through an outside services contract. The contractor performs routine preventative maintenance, inspections, and response to emergency repair situations (e.g. signal pole knockdown). The work performed by the signal maintenance contractor ensures that the City’s traffic signals continue to operate reliably and safely.
The traffic signal maintenance, repair, and support contract covers three primary work items: (1) routine and preventative maintenance, which includes regularly scheduled inspections and repairs; (2) extraordinary maintenance, which consists of unanticipated work not covered in routine maintenance, including replacement of damaged or failed equipment, equipment troubleshooting, and responding to emergency repair calls; and (3) construction related signal inspection support for various City or development related projects. Routine maintenance costs are fixed based on the contract amount.
Extraordinary maintenance and construction related inspection support costs are determined on a time and materials basis established by the rate schedule contained in the contract, and the monthly cost for this work is anticipated to vary based on the actual amount and type of work performed.
Bear Electrical Solutions, Inc. is the City’s current signal maintenance contractor, and their current maintenance service agreement expires on June 30, 2023.
DISCUSSION/ANALYSIS: The City issued a Request for Proposals (RFP) for a new five- year contract (July 1, 2023 through June 30, 2028) for traffic signal maintenance, repair, and support services on April 19, 2023, and proposals were due on May 10, 2023. The City received proposals from three electrical contractors: Bear Electrical Solutions, Inc., St.
Francis Electric, LLC, and Tennyson Electric LLC. A panel consisting of City staff evaluated each company’s proposal based on the following criteria: completeness and quality of the proposal, understanding of the project requirements, qualifications of workforce, quality of the required resources (equipment and facilities), past work experience with the City, and cost. Based on the comprehensive evaluation, staff determined that Bear Electrical Council Staff Report (ID # 4920) Meeting of June 13, 2023 Updated: 6/7/2023 10:06 AM by Alberto Quintanilla Page 2 Solutions, Inc. is the highest scoring proposer based on the overall quality of the proposal, familiarity with the City’s traffic signal systems, the quality of their staff, and their overall experience with the City requested scope of work. Staff also worked with Bear Electri cal Solutions, Inc. to refine and finalize its cost proposal to better match the City’s maintenance needs and budget.
Staff recommends the City Council authorizes the City Manager or designee to execute a service agreement with Bear Electrical Solutions, Inc. to provide traffic signal maintenance, repair, and support services for a five-year term, effective July 1, 2023, in the amount not to exceed $700,000 per fiscal year, for a total not to exceed agreement limit amount of $3,500,000.
FISCAL IMPACT: Funding for traffic signal maintenance, repair, and support is programmed through the City’s Capital Improvement Program (CIP) in PWC 8595—Traffic Signal Maintenance, with an annual budget of $750,000 over the next five years. Staff determined that the programmed annual budget for PWC 8595 is sufficient to fund the proposed annual signal maintenance services cost of $700,000, as well as City staff time for signal maintenance support.
ENVIRONMENTAL REVIEW: This project is categorically exempt from review under the California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines Section 15301 as the repair, maintenance or minor alteration of existing facilities involving no or negligible expansion of use beyond that presently exists.
ATTACHMENTS: None.
RECOMMENDATION: Approval of the following actions related to the Traffic Signal Maintenance, Repair, and Support Services Contract:
1. Find that this project is categorically exempt from review under California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines Section 15301 as the repair, maintenance or minor alteration of existing facilities involving no or negligible expansion of use beyond that presently existing.
2. Accept the proposal and award the Traffic Signal Maintenance, Repair, and Support Services Contract effective July 1, 2023 through June 30, 2028, to Bear Electrical Solutions, Inc., in the amount not to exceed $700,000 per fiscal year and a total not to exceed amount of $3,500,000 for the five-year term, and authorize the City Manager or designee to execute the contract.