HomeMy WebLinkAbout12 TRAFFIC SIGN MAINT 03-20-06
AGENDA REPORT
MEETING DATE: MARCH 20, 2006
TO: WILLIAM A. HUSTON, CITY MANAGER
FROM: PUBLIC WORKS DEPARTMENT/ENGINEERING DIVISION
SUBJECT: APPROVAL OF CONTRACT FOR ANNUAL MAINTENANCE SERVICES
FOR CITYWIDE TRAFFIC SIGNALS
SUMMARY
Approval of the contract for Annual Maintenance Services for Citywide Traffic Signals will
enable Republic Electric to provide traffic signal maintenance services to the City on an
annual basis.
RECOMMENDATION
It is recommended that the City Council approve the contract for Annual Maintenance
Services for Citywide Traffic Signals, FY 2005-2006 through FY 2010-2011, with Republic
Electric and authorize the Mayor and City Clerk to execute the contract documents on behalf
of the City.
FISCAL IMPACT
Funds to maintain the City's traffic signal system are currently appropriated in the City's FY
2005-2006 Public Works Department/Engineering Division operating budget (Account No.
01-402-6215). Under the new contract, annual routine and extraordinary maintenance is
estimated to cost $243,619. Based on traffic signal maintenance expenditures through
February 2006, it is anticipated that sufficient funding will be available to pay for services
under the new signal maintenance contract through the end of FY 2005/06 without a budget
adjustment.
BACKGROUND
The current City contract with Computer Service Company (CSC) of Corona for citywide
traffic signal maintenance services is a four-year contract. The contract expired in
November 2004 and was extended by mutual agreement until a new contract and
specifications could be prepared.
A request for proposal (RFP) was sent to CSC, Econolite E-Team and Republic Electric, the
three signal maintenance contractors presently providing services for many public agencies
in the Southern California area. CSC did not formally respond to the RFP because it is
reducing its staff levels due to a reduction in workload. The new contract has a five year
term, renewable each year based upon performance and subject to approval of the City
Engineer. The contract will begin upon the date of the Notice to Proceed and will continue
through June 30, 2011.
Approval of Contract for Annual Maintenance Services for Citywide Traffic Signals
March 20, 2006
Page 2
DISCUSSION
Traffic signal maintenance is a highly specialized, technical field. As such, there are very
few companies providing these services. Since there can be substantial liability incurred by
the City as a result of these maintenance services, the City practices extreme caution in
selecting a firm to provide these services.
In the RFP, contractors were informed that selection would be based on demonstrated
competence, professional qualifications, prior experience and financial background. The
following is a comparison of information received from each contractor as requested in the
RFP:
Republic Electric Econolite E-Team
Years in Business 25 Years in Business 4
Number of Employees 150 Number of Employees 44
Financial Statement Yes Financial Statement No
Subcontractors No Subcontractors Yes
Although experience and other factors were considered in selecting a contractor, cost of
services was also a factor. Maintenance of the City of Tustin's nine-nine (99) traffic signals
and other lighted traffic control devices and street lights is separated into routine
preventative maintenance and extraordinary maintenance. The following is a cost
comparison between the two proposals:
Republic Electric
Econolite E-Team
Routine Maintenance
Extraordinary Maintenance
$77,904
$165.715
$243,619
Routine Maintenance
Extraordinary Maintenance
$95,342
$287.498
$283,840
In contacting other agencies regarding performance of each contractor, favorable comments
were received for both. However, based upon information provided in the proposals,
including anticipated costs, staff recommends that the City Council approve a contract with
Republic Electric to provide citywide traffic signal maintenance services for FY 2005-2006
through FY 2010-2011.
Tim D. Serlet
Director of Public Works/City Engineer
Dana R. Kasdan
Engineering Services Manager
S:\City Councilltems\2006 CouncilltemslApproval of contract Traffic Slg Maint Svcs.doc