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CONSENT CALENDAR
City of San Bernardino
Request for Council Action
Date: January 17, 2024
To: Honorable Mayor and City Council Members
From: Charles A. Montoya, City Manager;
Lynn Merrill, Interim Director of Public Works
Department: Public Works
Subject: Agreement with Yunex, LLC., for Traffic Signal Intersection On-Call and Emergency Repair Services
(All Wards)
Recommendation:
It is recommended that the Mayor and City Council of the City of San Bernardino, California:
1. Authorize the City Manager to execute a Maintenance Services Agreement with Yunex, LLC., for traffic signal intersection on-call and emergency repair services; and
2. Authorize the Director of Finance to issue a purchase order in the amount of $600,000 to Yunex, LLC.
Executive Summary
A purchase order in the amount of $600,000 is requested for traffic signal intersection on-call and emergency repair services for Yunex, LLC. These services are critically needed for City-wide traffic intersection maintenance and repairs. The amount requested is consistent with the projected traffic intersection repairs required due to increased vandalism, collisions, and aging equipment.
Background
The Operations and Maintenance Division (O&M) of the Public Works Department is responsible for the maintenance, repair, and clean-up of City-owned infrastructure and rights of way. In conjunction with the Engineering Division of Public Works, it is also responsible for ensuring the City’s traffic intersections are properly maintained, inspected, upgraded, and repaired as needed. General maintenance, repair, and inspection of traffic intersections is largely performed by in-house staff that are part of the Traffic and Lighting work section of the O&M 1 8
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Division; however, contractual services are often utilized for repairs that occur after hours or are beyond staff’s equipment and materials availability.
Discussion
The City of San Bernardino has nearly 275 traffic intersections comprised of various traffic signal components and hardware. Annually, numerous traffic collisions at intersections occur which may necessitate the immediate repair and replacement of damaged components to include large poles and signal heads. These collisions often occur after work hours or on weekends and require the utilization of a contractor in order to expedite the repairs and/or possible replacement of components and traffic cabinets. In many instances, repairs are required on an emergency basis to avert traffic back-ups at busy intersections. In addition, aging equipment and components routinely need replacement throughout many of our intersections.
The Operations and Maintenance Division of Public Works worked with the Finance Department, and in May of 2023, a formal bid process was initiated to solicit bids for traffic signal intersection on-call and emergency services in Request for Proposal No.
F-23-51. Notices were posted on the City’s website.
The results of the bid opening yielded three qualified vendors who were evaluated on the following criteria by a selection committee:
1. Proposed Scope of Services: Materials, Reporting, Licenses, Safety/Compliance.
2. Proposed Scope of Services Part II: Technical, Terms, Services Required.
3. Executive Summary, Staffing Resources.
4. Fiscal Stability.
5. Proposed Method to Accomplish the Work.
6. Experience and Technical Competence.
7. Project Specific Experience.
The selection committee was asked to score a seven (7) part evaluation sheet on a 0- 10 scale for each area for a total max score of 70. The evaluation also included a thorough review of mandatory requirements. This RFP was not based on the lowest cost. It is based on the most responsive and responsible bidder. The cost, however, was weighted at 40% of total points, meaning that the total scores from the selection committee are valued at 60% of the total points. In its final review and consolidation of committee scores with Procurement’s weighted scores for cost, it was determined that Yunex, LLC was the winning vendor as noted in the table below. It is important to note that the amounts reflected below are for the total cost of unit (items) as requested in the cost sheet. The overall amount of the requested purchase order will be set at $600,000 annually for this maintenance service agreement. The results of the solicitation are provided below.
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BIDDER CITY TOTAL COST
Yunex, LLC Riverside, CA $309,070
Bear Electrical Solutions,
Inc.
Alviso, CA $328,743.04
St. Francis Electric, LLC Riverside, CA $338,729.30
Staff are confident that Yunex is qualified to perform the required work for this maintenance services agreement and noted the extensive experience of their staff in their proposal. Additionally, Yunex is well regarded in this region and has previously provided services to the city. The term of the proposed agreement shall be from January 17, 2024, to June 30, 2025, with four option years to be exercised at the City’s discretion.
2021-2025 Strategic Targets and Goals
This project is consistent with several City goals and targets. It is aligned with Key Target 1e: Minimize risk and litigation exposure. Approval of this agreement will reduce the risk of potential liability associated with tort cases and significantly reduce the number of open work order requests. It is also aligned with Key Target 3c: Evaluate and enhance the quality of public safety services.
Fiscal Impact
Budget within the FY 2023/24 Operating Budget was appropriated during adoption.
The General Fund impact is $113,500, and the Gas Tax impact is $486,500. These amounts will be programmed annually in future budget for option years.
Conclusion
It is recommended that the Mayor and City Council of the City of San Bernardino, California:
1. Authorize the City Manager to execute a Maintenance Services Agreement with Yunex, LLC., for traffic signal intersection on-call and emergency repair services; and
2. Authorize the Director of Finance to issue a purchase order in the amount of $600,000 to Yunex, LLC.
Attachments
Attachment 1 Maintenance Services Agreement
Attachment 2 Bid Documents – RFP No. F- 23- 51Attachment Attachment 3 Bid Matrix – Pricing Summary
Ward:
All Wards
Synopsis of Previous Council Actions:
November 2, 2022 Agreement with St. Francis for Traffic Signal Maintenance Services