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CC - CONSENT ITEM: Approval of Three-Year Agreement with Econolite Systems, Inc. for On-Call Traffic Signal, Street Lighting, and Fiber Optic Maintenance Services, in an Amount Not-to-Exceed $600,000
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Meeting Date: November 14, 2022
Contact Person/Dept.: Andrew Maximous/Public Works
Gary Wansley/Public Works
Phone Number: (310) 253-5628
(310) 253-6444
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Attachments: Yes [] No [X]
Commission Action Required: Yes [] No [X] Date:
Commission Name:
Public Notification: (E-Mail) Meetings and Agendas - City Council (11/09/22); All Contractors by email on (10/31/22).
Department Approval: Yanni Demitri, Public Works Director/City Engineer (10/31/2022)
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RECOMMENDATION
Staff recommends the City Council approve a three-year agreement with Econolite Systems, Inc. for on-call traffic signal, street lighting, and fiber optic maintenance services, in an amount not-to-exceed $600,000, and an option to exercise up to two one-year extensions at the City’s discretion.
BACKGROUND
The City of Culver City Public Works Department maintains 115 traffic signals, over 3,700 streetlights, and approximately 12 miles of fiber optic cable. The Maintenance Operations Division has one staff member assigned to traffic signal maintenance and two staff members assigned to street lighting maintenance. The City has not had an on-call traffic signal and street lighting maintenance contractor since June 2019.
DISCUSSION
In August 2022, a Request for Qualifications (RFQ) #2304 was released and advertised on the City Public Works website and through PlanetBids for qualified firms able to provide on-call traffic signal, street lighting, and fiber optic maintenance services. The following three (3) contractors responded to the RFQ:
• Bear Electrical Solutions
• Crosstown Electrical & Data, Inc.
• Econolite Systems, Inc.
The selected contractor shall provide:
1. 24-hour emergency service
2. Radio dispatch 24 hours per day
3. Emergency: Two hour call back response
4. Standard, Non-Emergency work: 48 hour call back response
All respondents are reputable electrical contractors with many years of on-call traffic signal and street lighting experience. They also provide reasonable pricing and are properly licensed, bonded and insured. These contractors are under contract with multiple Southern California agencies.
Staff from the Public Works Maintenance Operations and Mobility and Traffic Engineering Divisions reviewed the proposals on the basis of qualifications & experience, rates, and references. Based on these criteria, staff recommends Econolite Systems, Inc. for the on-call maintenance contract.
FISCAL ANALYSIS
The Adopted Budget for Fiscal Year 2022-2023 includes sufficient funding available in CIP projects PZ429 - Traffic Signal Replacement & PZ684 - Street Light Upgrades to cover the anticipated annual contract expense of $200,000 in Fiscal Year 2022-2023 and over a three-year term concluding in Fiscal Year 2024-2025, for a not-to-exceed amount of $600,000. Funding for additional years would be included in future fiscal year budgets.
ATTACHMENTS
None.
MOTIONS
That the City Council:
1. Approve a three-year agreement with Econolite Systems, Inc. for on-call traffic signal, street lighting, and fiber optic maintenance services, in an amount not-to-exceed $600,000;
2. Authorize the City Manager to approve up to two (2) one-year extensions;
3. Authorize the City Attorney to review/prepare the necessary documents; and
4. Authorize the City Manager to execute such documents on behalf of the City.