City Council Agenda Report
Meeting Date: April 16, 2024
From: Daniel S. Wall, P.E., Director of Public Works
Department: Public Works
Submitted by: Lissette Melendez, Project Engineer
Subject
Contract with Bear Electrical Solutions, Inc. for Citywide Traffic Signal Maintenance and Repair FY 2024 Project - Contract No. 20240283
Recommendation
A. Find that the proposed action is categorically exempt from California Environmental Quality Act (CEQA) review, in accordance with CEQA Guidelines Section 15301, because the project consists of the maintenance, repair or minor alteration of existing traffic signals and involves negligible or no expansion of an existing use;
B. Accept the bid from Bear Electrical Solutions, Inc. (Bear Electrical) as the lowest responsive and responsible bidder, and reject all other bids;
C. Approve and authorize the City Administrator to execute a contract with Bear Electrical in substantially the same form as submitted, for the Citywide Traffic Signal Maintenance and Repair FY 2024 Project, in an amount not-to-exceed $200,000 per year for a total of $600,000 over the three-year term of Contract No. 20240283; and
D. Authorize a contingency of ten percent (10%) or $60,000 in the event of an unexpected changed condition or additional extraordinary maintenance and grant authority to the City Administrator to issue a change order for an amount up to the contingency amount, if necessary.
Background
The City of Vernon currently operates 42 traffic signals and requires the services of a vendor that can provide monthly inspection and maintenance services for the City’s traffic signals. In addition, the vendor must be capable of performing emergency repairs on damaged or non-functioning equipment at all locations including repair or replacement of failed components and the emergency replacement of equipment damaged by vehicular accidents. This extraordinary work will be performed on an on-call basis available 24 hours a day, 7 days a week.
In accordance with Vernon Municipal Code (VMC) Section 3.32.070, on February 13, 2024, the City Administrator authorized the advertisement of the Notice Inviting Sealed, Competitive Bids for the Citywide Traffic Signal Maintenance and Repair FY 2024 Project. The Notice Inviting Bids was advertised on the Planetbids online platform and published in the Huntington Park Bulletin.
The Notice Inviting Bids published included the City’s standard contract template as approved by the City Council. The bids for Contract No. 20240283, Citywide Traffic Signal Maintenance and Repair FY 2024 Project, were received and opened on March 6, 2024. The calculated results were as follows:
1. Bear Electrical Solutions, Inc. $ 339,250.00
2. Crosstown Electrical & Data $ 351,902.00
4. Yunex Traffic $ 502,259.00
Staff reviewed the bids received and deemed the bid received from Bear Electrical was the lowest responsive and responsible bid. Accordingly, staff recommends that a contract agreement be awarded to Bear Electrical in the amount of $600,000. Bids were used for comparison purposes only, as the actual scope of work is not definitively known. Staff defined an assortment of general services to determine a low bidder because exact quantities and types of services needed are unpredictable. Under the proposed contract, the City of Vernon will pay $47,880.00 per year for preventative maintenance. The remaining funds will be used towards extraordinary (emergency) work, which will be based on actual time and materials established by the unit prices provided. Additionally, staff recommends the authorization of a $60,000 contingency in the event of unexpected changed conditions or extraordinary maintenance.
The proposed contract has been reviewed and approved as to form by the City Attorney’s Office.
Fiscal Impact
The fiscal impact is not-to-exceed $660,000 for the three-year term of the contract, including a contingency amount of $60,000. Sufficient funds are available in the General Fund, Public Works Department, Street Maintenance Division, Repairs and Maintenace Account No. 011-040-430- 529000 for the current fiscal year and will be budgeted in subsequent fiscal years.
Attachments
1. Contract No. 20240283: Citywide Traffic Signal Maintenance & Repair FY2024