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REQUEST FOR <br />COUNCIL ACTION <br />CITY COUNCIL MEETING DATE: <br />AUGUST 5, 2014 <br />TITLE: <br />AGREEMENT WITH AEGIS ITS, INC. FOR <br />TRAFFIC SIGNAL AND STREET LIGHTING <br />SYSTEMS MAINTENANCE <br />CITY MA AGER <br />RECOMMENDED ACTION <br />CLERK OF COUNCIL USE ONLY: <br />..9 9, <br />❑ As Recommended <br />❑ As Amended <br />❑ Ordinance on 1" Reading <br />❑ Ordinance on 2nd Reading <br />❑ Implementing Resolution <br />❑ Set Public Hearing For <br />CONTINUED TO <br />FILE NUMBER <br />Authorize the City Manager and Clerk of the Council to execute an agreement with Aegis ITS, Inc., <br />subject to nonsubstantive changes approved by the City Manager and City Attorney, to provide <br />traffic signal and street lighting systems maintenance services, for a three -year period expiring <br />August 31, 2017, with the provision for two one -year extensions exercisable by the City Manager, <br />in an amount not to exceed $650,000 annually. <br />DISCUSSION <br />To effectively operate and maintain the City's traffic signals, street lighting systems, and <br />associated infrastructure, the City relies on a maintenance contractor to provide the necessary <br />personnel, equipment, and resources. The City's existing contract for traffic signal system and <br />street lighting maintenance services expires August 31, 2014. <br />A Request for Proposals (RFP) for maintenance services was issued on June 30, 2014. Two <br />proposals were received and evaluated by a three - member review panel comprised of Public <br />Works Agency staff. The scores were based on contractor experience, ability to respond to <br />emergency call -outs and maintain work schedules, service record performing requested <br />maintenance, responsiveness to the RFP requirements, and completeness of the proposal. Once <br />the top rated proposal was identified, the sealed fee proposal was opened. <br />The summary of proposal scores, annual costs for routine maintenance, and projected annual <br />extraordinary maintenance costs are as follows: <br />Contractor <br />Score <br />Routine <br />Extraordinary <br />Total <br />Maintenance <br />I Maintenance <br />1. Aegis ITS, Inc, <br />95 <br />$231,598,68 <br />1 $418,401.32 <br />$650,000.00 <br />2. Advantec <br />Nonresponsive <br />25L -1 <br />