CITY COUNCIL ACTION REQUEST
DEPARTMENT(S)
Finance
CEQA
Categorically Exempt,
File No. ER24-313,
CEQA Guideline Section
15301(c) Existing
Facilities
COORDINATION
City Attorney's Office;
City Manager’s Budget
Office; Department of
Transportation
Director Approval
/s/
Maria Öberg
COUNCIL
DISTRICT(S)
Citywide
CMO Approval
5/6/25
SUBJECT: Actions Related to the Purchase Order with Bayscape Management, Inc. for Pedestrian Crossing Maintenance
RECOMMENDATION
Adopt a resolution authorizing the City Manager or her designee to exercise up to six one-year options to extend the term of the purchase order with Bayscape Management, Inc. (Alviso, CA) for unique item inventory pedestrian crossing maintenance, with the last option ending on or about November 30, 2031, subject to the appropriation of funds.
BASIS FOR RECOMMENDATION
The Department of Transportation oversees the complete and programmed maintenance of 15 pedestrian overcrossings and adjacent landing locations. These 15 areas are unique maintenance areas within the City that provide a safe passage for pedestrians over busy roads or railways, reducing the risk of accidents involving vehicles. Regular maintenance services are needed to ensure that these structures are safe, stable, and free of hazards and to keep ramps, railings, and surfaces in good condition for ease of mobility. Maintaining safe and appealing pedestrian crossings helps to encourage walking and other forms of alternative transportation.
In October 2024, a competitive Request for Quotes was released by the Finance Department to procure these services. The Request for Quotes provisioned for a one-year initial term and an additional six one-year options for the City to extend the term. One responsive bid was submitted, and no protests were received. The sole vendor did not qualify for the City’s local or small business preference. Staff awarded to Bayscape Management, Inc. as the sole responsive and responsible bidder pursuant to the bidding procedures of the San José Municipal Code, Section
4.12.310.B(1). A purchase order has been executed under the City Manager’s authority. City Council approval is required for continuity of services. The option period from December 1, 2025 to November 30, 2026 is projected to be in the amount of $210,000 and future options will be subject to appropriation. Approval of this recommendation ensures the City continues to receive these essential services with minimal impact to operations.
COMMISSION RECOMMENDATION AND INPUT
No commission recommendation or input associated with this action.
COST AND FUNDING SOURCE
The recommended action relating to this purchase order of $210,000 is funded by the Bridge Maintenance and Repair appropriation in the Construction Excise Tax Fund.
FOR QUESTIONS CONTACT: Albie Udom, Deputy Director of Finance - Purchasing and Risk Management, at [email protected].
COUNCIL AGENDA: 5/20/25
FILE: 25-523
ITEM: 2.8