REPORT TO COUNCIL
SUBJECT
Title
Award a Three (3) Year Contract to Bear Electrical Solutions, LLC for Traffic Signal Preventative Maintenance and Repair Services and Find that the Action is Exempt from the California Environmental Quality Act (CEQA) Pursuant to CEQA Guidelines Section 15378(a) (F25-228)
Report
REPORT IN BRIEF
Approval is requested to award a three (3) year contract, in an amount not to exceed $4,214,752.44, to Bear Electrical Solutions, LLC of Alviso, CA, to provide traffic signal preventative maintenance and repair services. Approval is also requested to authorize the City Manager to modify and renew the contract for one (1) additional two-year period, subject to budget availability and provided pricing and services remain acceptable.
EXISTING POLICY
Pursuant to Chapter 2.08 of the Sunnyvale Municipal Code, contracts for this type of service are awarded following a Request for Proposals (RFP) best value process, unless otherwise exempt from the competitive bidding process. Additionally, City Council approval is required for the procurement of goods and/or services exceeding $250,000 in any one transaction.
ENVIRONMENTAL REVIEW
The action being considered does not constitute a “project” within the meaning of the California Environmental Quality Act (“CEQA”) under CEQA Guidelines section 15378(a) as it has no potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment.
BACKGROUND AND DISCUSSION
The City of Sunnyvale’s Traffic Signal Preventive Maintenance and Repair Program involves ongoing, regular, and emergency field preventive maintenance and repair of traffic signals and other related traffic control equipment. A licensed contractor performs the work with properly trained, experienced, and qualified personnel. The City currently operates and maintains 140 traffic signals, including one HAWK system, 13 in-roadway warning light systems, 20 rectangular rapid flashing beacons, 59 speed feedback signs, 4 changeable message signs, and 7 flashing beacon systems.
Current service levels require quarterly preventive maintenance checks, comprehensive annual maintenance, and an annual inventory of all traffic control devices. In addition to scheduled maintenance, as-needed services are needed to repair or replace malfunctioning or damaged traffic signals due to equipment failure, vehicular collisions, vandalism, or adverse weather conditions. Historically, these services have been provided by traffic signal maintenance companies through contracts awarded as the result of an RFP process.
The contract is for three (3) years of maintenance service, with an option to extend for two (2) years. If the option to extend is considered, the contract allows for the rates payable to the contractor to be adjusted. These adjustments would be based upon the Consumer Price Index (CPI) increase in June 2028, but not less than 2% or more than 4%. This may require staff to modify the not-to-exceed contract amount
An RFP for Traffic Signal Preventative Maintenance and Repair Services was advertised on the City’s DemandStar public procurement network on March 17, 2025, and distributed to multiple California firms. Thirteen (13) firms requested the documents, and four (4) responsive and responsible proposals were received. An evaluation team from the Public Works Department reviewed the proposals. The firms were evaluated based on their qualifications, experience, and staffing plans. After the evaluation of the written proposals, staff invited all four (4) proposers to participate in formal interviews After the interview process, staff selected Bear Electrical Solutions as the highest ranked firm based on their proposed qualifications and experience, project team and experience, project understanding, project work plan, approach and schedule, and sophisticated maintenance and asset management system.
FISCAL IMPACT
Funding for this contract is available in the operating budget in the General Fund under Program 13100 - Transportation and Traffic Services and Program 13300 - Street Lights, Signs and Debris.
PUBLIC CONTACT
Public contact was made by posting the Council meeting agenda on the City's official-notice bulletin board at City Hall, at the Sunnyvale Public Library and in the Department of Public Safety Lobby. In addition, the agenda and this report are available at the City Hall reception desk located on the first floor of City Hall at 456 W. Olive Avenue (during normal business hours), and on the City's website.
RECOMMENDATION
Recommendation
Take the following actions:
- Approve a three (3) year contract in substantially the same form as Attachment 1 to the report in an amount not-to-exceed amount $4,214,752.44 to Bear Electrical Solutions, LLC;
- Authorize the City Manager to execute the contract when all necessary conditions have been met;
- Authorize the City Manager to renew the contract for one (1) additional two-year period; and
- Authorize to the City Manager to modify the not-to-exceed contract amount subject to budget availability provided services and pricing remain acceptable to the City.
Levine Act
LEVINE ACT
The Levine Act (Gov. Code Section 84308) prohibits city officials from participating in certain decisions regarding licenses, permits, and other entitlements for use if the official has received a campaign contribution of more than $500 from a party, participant, or agent of a party or participant in the previous 12 months. The Levine Act is intended to prevent financial influence on decisions that affect specific, identifiable persons or participants. For more information see the Fair Political Practices Commission website: www.fppc.ca.gov/learn/pay-to-play-limits-and-prohibitions.html
An “X” in the checklist below indicates that the action being considered falls under a Levine Act category or exemption:
SUBJECT TO THE LEVINE ACT
___ Land development entitlements
___ Other permit, license, or entitlement for use
_X_ Contract or franchise
EXEMPT FROM THE LEVINE ACT
___ Competitively bid contract*
___ Labor or personal employment contract
___ Contract under $50,000 or non-fiscal
___ Contract between public agencies
___ General policy and legislative actions
* "Competitively bid" means a contract that must be awarded to the lowest responsive and responsible bidder.
Staff
Prepared by: David Battaglia, Purchasing Officer
Reviewed by: Matthew Paulin, Director of Finance
Reviewed by: Chip Taylor, Director of Public Works
Reviewed by: Sarah Johnson-Rios, Assistant City Manager
Approved by: Tim Kirby, City Manager
ATTACHMENTS
1. Draft Services Agreement