25D - AGMT TRAFFIC SIGNAL MAINTENANCE

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Agreement for Traffic Signal System Maintenance July 2, 2019 Page 2 A Request for Proposals for Traffic Signal maintenance services was published on April 9, 2019. Three proposals were received and evaluated by a five -member review panel comprised of Public Works Agency staff. The scores were based on contractor experience, understanding of need, service record performing requested maintenance, ability to respond to emergency call - outs, and cost to perform the required services. The table below contains a summary of the proposal's scores and corresponding annual routine maintenance costs: RANK CONTRACTOR LOCATION SCORE PROPOSED ROUTINE MAINTENANCE COST Annual 1 Econolite Systems, Inc. Anaheim 96.6 $244,636.68 2 Siemens Anaheim 92.6 $261,856.00 3 Bear Electrical Solutions Anaheim 80.6 $355,900.00 In addition to routine maintenance for the proposed costs shown in the table above, the contractor will be required to provide extraordinary and emergency services on an as -needed basis. The typical work provided under extraordinary and emergency services include responding to a flashing red traffic signal, repairing a traffic signal pole knockdown, replacing a burned -out LED signal indication, replacing a damaged pedestrian push button or reflective street name sign, and troubleshooting the traffic signal detection components. Over the last 5 years, expenditures for extraordinary and emergency maintenance services have averaged about $400,000 annually. Based on the proposal evaluations, staff recommends awarding a contract for traffic signal system maintenance services to Econolite Systems, Inc., for a total not -to -exceed annual amount of $675,000. The agreement would ensure routine maintenance of the existing traffic signal system including future installations of traffic signals, CCTV cameras, flashing beacons, and speed feedback signs for an annual cost of $244,636, and would also cover emergency services up to $430,364. The emergency services will be used only if needed, and any unused amounts will not be carried forward. The added amount ($30,364 above the $400,000 average) for emergency services will cover the City in case there are spikes in the number of emergency service calls. The City's existing contract for traffic signal system maintenance expires August 31, 2019. However, staff recommends the term of the contract coincide with the city's fiscal year, and therefore staff suggests terminating the existing agreement as soon as the City awards this agreement. This contractor will serve as the only vendor authorized by the City for the term of this agreement, which would be effective July 2, 2019, through July 1, 2022, with provisions for two one-year extensions exercisable by the City Manager. 25D-2