FROM:
Engineering
SUBJECT:
Title
Award Bid for Maintenance Services Agreements with Bear Electrical Solutions, Inc. and Yunex Traffic for Traffic Signal Maintenance and Repair Services
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RECOMMENDATION:
Recommendation
1. Award bid and authorize the City Manager to execute Maintenance Services Agreements with Bear Electrical Solutions, Inc. and Yunex Traffic not to exceed $120,000 each but not to exceed $120,000 in total annual expenditures, to provide traffic signal maintenance and repair services on an as-needed basis. The Agreement period shall be two (2) years with an option of three (3) additional one (1) year renewals, at the sole discretion of the City.
2. Authorize the City Manager to execute any future amendments to the Maintenance Services Agreements.
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COUNCIL GOALS:
• To invest in the City’s infrastructure (streets, sewers, parks, etc.) by maintaining and improving the City's existing infrastructure.
• To invest in the City’s infrastructure (streets, sewers, parks, etc.) by focusing on relief of traffic congestion.
• To invest in the City’s infrastructure (streets, sewers, parks, etc.) by utilizing Measure-I Funds wisely.
DISCUSSION:
The Public Works and Engineering Department’s Traffic Division currently maintains over 215 traffic signals and over 47 miles of fiber, with a significant number of traffic signals currently in design or construction and anticipated to be turned on in the next five years. Routine preventative maintenance is performed at each location once every 60 days with additional extraordinary maintenance as required. Maintenance checks are performed to reduce the potential of failing traffic signal components that may create safety concerns or inconvenience those who use our roadways for commuting, business, recreation, or other purposes. The Traffic Division is procuring assistance for providing routine maintenance, extraordinary support, relief of traffic congestion and on-call technical maintenance services on a 24-hour basis.
The Purchasing Office solicited a Request for Proposals for Annual Contract Traffic Signal Maintenance (DE-24-211-SP). Purchasing notified forty-three (43) potential vendors and eighteen (18) vendors downloaded the bid packets, with four (4) bid responses being received at the close of the bidding processes at 2:00 PM on May 20th, 2024. Bids were evaluated based on the firm’s qualifications, the qualifications of their personnel, their technical approach, and their fee structure. Through an extensive review process, Bear Electrical Solutions, Inc. and Yunex Traffic were found to be the most qualified for the services the City is requesting. By selecting two firms, the City will have an expanded resource pool to provide services to the community and be able to maintain a fiscally competitive environment over the term of the contract. Each of the agreements with Bear Electrical Solutions, Inc. and Yunex Traffic shall be two (2) years with an option of three (3) additional one (1) year renewals at the sole discretion of the City on an as-needed basis, effective upon the date of this approval. Tasks will be assigned to each firm in a manner consistent with the current processes established by the Purchasing Office.
FISCAL IMPACT:
The fiscal impact associated with the approval of this item will not exceed $120,000 annually. Each firm shall be awarded an annual contract in the amount of $120,000 each but the total net purchase order amount issued for both contracts shall not exceed $120,000. The firms will be utilized only for maintenance tasks for have approved annual maintenance budgets in Fund 246 and Fund 10137505 shall not exceed $120,000 in total expenditures annually.
MOTION:
Approve staff recommendation.