REPORT TO COUNCIL
SUBJECT
Title
Action on the Award of Purchase Order to Bear Electrical Solutions, Inc. for Traffic Signal Maintenance, Repair, and Support Services
Report
COUNCIL PILLAR
Deliver and Enhance High Quality Efficient Services and Infrastructure
BACKGROUND
The Department of Public Works (DPW) is responsible for properly operating, maintaining, and managing capital projects associated with the City’s 144 traffic signals, 10 high intensity activated crosswalk beacons (HAWK), 14 rectangular rapid flashing beacons (RRFB), and 170 traffic signal cameras. DPW currently partners with Silicon Valley Power (SVP) to complete the following activities:
• Preventative maintenance: annually inspect, clean, and repair traffic signal cabinets, controllers, indications, poles, wiring, and detection
• Emergency repairs: respond to various traffic signal repair requests resulting from traffic collisions and equipment failure
• Construction support: inspect and accept traffic signal infrastructure work completed by contractors
• Underground service alert calls: respond to service calls to mark the presence of underground traffic signal facilities in construction areas
In 2020, SVP responded to 115 emergency repair requests and nearly 13,000 underground service alert calls using the same staff and equipment performing substation maintenance. This work coupled with the quantity of traffic signal repairs and service calls have strained SVP’s limited resources to support the needs of both the electric utility and traffic signal infrastructure.
DPW and SVP staff recommend that the City contract with a specialty contractor to complete future preventative maintenance, emergency repair, construction support, and underground service alert activities for traffic signals, HAWKs, and RRFBs. The use of a contractor will provide dedicated resources for operations and maintenance of this infrastructure. The contractor will be responsible for all traffic signal maintenance, repairs, construction support, underground service alert calls, and other as-needed services related to traffic signal cameras and various other traffic signal infrastructure. This will free up SVP staff to focus on maintenance of complex substation equipment to meet the City’s increasing electrical demands.
DISCUSSION
In November 2020, staff issued a Request for Bid (RFB) using the City’s e-procurement system, BidSync for traffic signal maintenance, repair and support services for a two-year period. A total of 37 companies viewed the RFB and the City received three responsive bids:
|
Vendor Name |
Bid Price |
|
Bear Electrical Solutions, Inc. |
$1,416,646 |
|
Econolite Systems, Inc. |
$2,308,488 |
|
St. Francis Electric |
$2,726,735 |
Bear Electrical Solutions, Inc.’s bid in the amount of $1,416,646 was determined to be the lowest responsive and responsible bid. The initial term of the Purchase Order is two years starting on or about April 6, 2021 and ending on or about April 6, 2023. The City may exercise up to three one-year options to extend the Purchase Order after the initial term.
Bear Electrical Solutions, Inc. may request annual adjustments to the compensation after the initial two-year term, subject to the vendor demonstrating the requested increases are justified. Price adjustments are subject to the City’s approval. Bear Electrical Solutions, Inc. will be required to pay prevailing wage for these services.
Staff recommends award of Purchase Order to Bear Electrical Solutions, Inc. as the lowest responsive and responsible bidder.
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.
FISCAL IMPACT
The proposed Purchase Order is for a maximum not-to-exceed amount of $1,416,646 over the initial two-year term. Contingency in the amount of $141,700 is also being requested for any unforeseen issues, bringing the total amount to $1,558,346. Sufficient funding is available in the General Fund Adopted Operating Budget for the Public Works Department and the Streets and Highways Capital Fund. In addition, the Purchase Order is subject to future appropriations adopted by Council for any potential one-year extension options.
COORDINATION
This report has been coordinated with Silicon Valley Power, the Finance Department, and the City Attorney’s Office.
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email clerk@santaclaraca.gov <mailto:clerk@santaclaraca.gov>.
RECOMMENDATION
Recommendation
1. Authorize the City Manager to execute a Purchase Order with Bear Electrical Solutions, Inc. for traffic signal maintenance, repair, and support services, for a term starting on or about April 6, 2021 and ending on or about April 6, 2023 for a maximum amount not-to-exceed $1,558,346, subject to the appropriation of funds; and
2. Authorize the City Manager to exercise up to three one-year options to extend the term of the purchase order after the initial term through February 28, 2026 for ongoing traffic signal maintenance, repair, and support services, subject to the appropriation of funds.
Staff
Reviewed by: Craig Mobeck, Director of Public Works
Reviewed by: Manuel Pineda, Assistant City Manager
Approved by: Deanna J. Santana, City Manager