25A - TRAFFIC SIGNAL AND STREET LIGHTING

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REQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: AUGUST 17, 2009 TITLE: AGREEMENT WITH ECONOLITE FOR TRAFFIC SIGNAL AND STREET LIGHTING MAINTENANCE ~~ ~ ~ ~ ~,: /~ CITY MANAGER CLERK OF COUNCIL USE ONLY: APPROVED ^ As Recommended ^ As Amended ^ Ordinance on 1 s~ Reading ^ Ordinance on 2nd Reading ^ Implementing Resolution ^ Set Public Hearing For_ CONTINUED TO FILE NUMBER RECOMMENDED ACTION Authorize the City Manager and attached agreement with Econolite Inc. (Econolite) in the amount n subject to non-substantive changes Attorney. Clerk of the Council to execute the Traffic Engineering and Maintenance, of to exceed $650,000 per fiscal year, approved by the City Manager and City DISCUSSION The City's traffic signal system and street lights maintenance services contract will expire on August 31, 2009. A Request for Proposals (RFP) for maintenance services was issued on July 1, 2009 to three qualified traffic signal maintenance services contractors. Proposals were received from all three contractors. The proposals were reviewed by a four-member committee comprised of Public Works Agency staff. The ratings were based on firms and its subcontractor experience, responsiveness to the requirements, ability to respond and schedule work, facilities maintained by the company, past service record with the City and completeness of the proposal. Once rated, the sealed bids of the contractors were opened. Based on submitted unit fees and prior year extraordinary maintenance work, the City estimated the costs for Fiscal Year 2009/10 for each of the three firms shown in Exhibit 1. Summary of proposal scores, yearly costs for routine maintenance and projected extraordinary maintenance are: Contractor Ave. Score Routine Maint. Traffic Signal Routine Maint. Street Light Extraordinary Maint. Total 1. Econolite 92 $205,789 $16,258 $393,840 $615,887 2. Republic ITS 80 $248,484 $22,500 $479,460 $750,624 3. CSC 62 $259,260 $17,100 $437,418 $713,778 25A-1