REPORT TO COUNCIL
SUBJECT
Title
Award a Three (3) Year Contract to Econolite Systems, Inc. for Traffic Signal Preventative Maintenance and Repair Services (F19-227)
Report
REPORT IN BRIEF
Approval is requested to award a three (3) year contract, in an amount not-to-exceed $4,363,707 to Econolite Systems, Inc. of Anaheim 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, within budgeted amounts 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 pursuant to 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 $100,000 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”) pursuant to 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. The work is performed by a licensed contractor with properly trained, experienced, and qualified personnel. The City currently operates and maintains 133 traffic signals, 18 in-roadway warning light systems (IRWL), 2 rectangular rapid flashing beacons (RRFB), 66 speed feedback signs, 4 changeable message signs (CMS), and 5 flashing beacon systems.
Current service levels require quarterly preventive maintenance checks, comprehensive maintenance on an annual basis and an annual inventory of all traffic control devices. In addition to scheduled maintenance, as-needed services are required to repair or replace malfunctioning or damaged traffic signals due to equipment failure, vehicular collisions, vandalism, or weather. Historically, these services have been provided by traffic signal maintenance companies through contracts awarded as the result of a competitive Request for Proposals (RFP) process.
For this selection, staff conducted a two-step procurement process. The first step was the issuance of a Request for Qualifications on February 20 on the City’s DemandStar public procurement network to solicit qualified vendors that meet the qualifications required to provide the services. Five firms requested the documents and three responsive Statement of Qualifications (SOQs) were received from Bear Electrical Solutions, Econolite Systems, Inc., and St. Francis Electric.
The SOQs were evaluated by staff from the Department of Public Works based on the proposers’ overall qualifications, experience, and staffing plan. After the evaluation of the SOQs, staff invited Bear Electrical Solutions and Econolite Systems, Inc. to participate in the second step of the procurement process, responding to a Request for Proposals. Both firms submitted proposals that were evaluated on: their team and project specific qualifications, experience, maintenance management systems, references and overall proposal cost/value. Both firms were also invited to a scripted interview and presentation.
After the interview process, staff unanimously selected Econolite Systems, Inc. based on their proposed staffing plan, experience, and sophisticated asset management system.
FISCAL IMPACT
Funding for this contract is available in the Traffic and Transportation Program, Streetlight Program, and in project 833810 - Traffic Signal Maintenance Services Augmentation.
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City's official-notice bulletin board outside City Hall, Sunnyvale Public Library and Department of Public Safety; and by making the agenda and report available at the Office of the City Clerk and on the City's website.
RECOMMENDATION
Recommendation
Take the following actions:
- Approve a three-year contract in substantially the same form as Attachment 1 to the report in an amount not-to-exceed $4,363,707 to Econolite Systems, Inc.;
- 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 additional two-year period within budgeted amounts and provided services and pricing remain acceptable to the City; and
- Authorize to the City Manager to modify the not-to-exceed contract amount within budgeted amounts provided services and pricing remain acceptable to the City.
Staff
Prepared by: Gregory S. Card, Purchasing Officer
Reviewed by: Tim Kirby, Director of Finance
Reviewed by: Chip Taylor, Director of Public Works
Reviewed by: Jaqui Guzmán, Deputy City Manager
Approved by: Kent Steffens, City Manager
ATTACHMENTS
1. Draft Services Agreement