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APPROVE MOTION TO AWARD A SERVICE CONTRACT TO ST. FRANCIS ELECTRIC FOR ON-CALL TRAFFIC SIGNAL DETECTOR LOOP INSTALLATION AND REPLACEMENT
recommended action
RECOMMENDATION
It is recommended that the City Council approve a motion to:
1. Award a one-year Service Contract not to exceed the amount of $90,000 to St. Francis Electric, Inc. of San Leandro, CA, for On-Call Traffic Signal Detector Loop Installation and Replacement, Project No. OM-18-024.
2. Authorize the City Manager to execute up to four one-year extensions to this Service Contract, at an annual cost not to exceed $90,000, for a cumulative contract total not to exceed the amount of $450,000.
3. Approve findings pursuant to Stockton Municipal Code section 3.68.070 in support of an exception to the competitive bidding process.
It is also recommended that the City Manager be authorized to take appropriate and necessary actions to carry out the purpose and intent of this motion.
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Summary
Public Works maintains 308 traffic signals City-wide, and each signal has an average of 30 in-pavement vehicle detectors. Vehicle detector loops provide traffic demand input to the traffic signal controller that is used to optimize signal phase sequence and duration. Currently, 60 detector loops are damaged and in need of replacement. The City does not have the internal resources to perform detector loop installation and repair, and typically contracts for these services as needed.
On August 31, 2017, the City advertised a Request for Proposals (RFP) for On-Call Traffic Signal Detector Loop Installation and Replacement, Project No. OM-18-024. Three firms submitted proposals for this project. The Selection Committee evaluated the proposals and found St. Francis Electric, Inc. of San Leandro, CA, to be the most qualified and highest ranked firm.
It is recommended that Council approve a motion authorizing the City Manager to execute a one-year Service Contract in the not to exceed amount of $90,000 with St. Francis Electric, Inc. (Attachment A). Payment will be based on actual work performed at the negotiated unit prices. This contract will have the option for up to four one-year extensions. With the extensions, at an annual cost of $90,000, the cumulative total not to exceed contract amount is $450,000. The contract will be funded from Public Works Operating Budgets.
DISCUSSION
Background
The Operations and Maintenance Division of the Public Works Department provides traffic signal maintenance services during normal and after business hours for 308 traffic signals City-wide. Each intersection has an average of 30 in-pavement vehicle detectors. Vehicle detector loops detect vehicles passing or approaching a traffic signal. When a vehicle passes over the loop, the vehicle induces a current that ultimately sends a pulse to the traffic signal controller. Detector loops provide demand input to activate signal phase changes that optimize traffic flow. At various locations throughout the City, detector loops have failed due to age of existing wiring, deterioration of surrounding roadway pavement, or damage by utility work.
Currently, 60 detector loops are damaged and in need of replacement. The City does not have the internal resources to perform regular replacement of detector loops. Detector loop replacement is considered specialty work, as local traffic signal contractors do not perform this work with their own forces, and will typically sub-contract the work.
Present Situation
On August 31, 2017, the City advertised an RFP for the On-Call Traffic Signal Detector Loop Installation and Replacement project. On September 14, 2017, three proposals were received from the following firms:
• St. Francis Electric, Inc. (San Leandro, CA)
• Loop Installation and Repair, Inc. (Granite Bay, CA)
• PTM General Engineering Services, Inc. (Riverside, CA)
A Selection Committee comprised of Public Works’ staff evaluated and ranked all proposals based on each firm’s experience, qualifications of staff, quality control, and cost. St. Francis Electric, Inc. received the highest ranking based on the noted criteria and was determined to be the most qualified firm for this project. The negotiated fee provides unit price based services for scheduled detector loop replacements and on-call replacements.
Staff recommends Council approve a motion to award a one-year Service Contract in the not to exceed amount of $90,000 with St. Francis Electric, Inc. for On-Call Traffic Signal Detector Loop Installation and Replacement, Project No. OM-18-024 (Attachment A). Payment is based on actual work performed at the negotiated unit prices. Contracted services will expire December 31, 2018, with the option of four one-year extensions. With the extensions, at an annual cost of $90,000, the cumulative total not to exceed contract amount is $450,000.
Findings
Pursuant to Stockton Municipal Code (SMC) section 3.68.070, Council may approve findings which support an exception to the competitive bidding process. These findings include:
1. The City does not have the internal resources to perform on-call vehicle detector loop replacements.
2. On-call traffic signal vehicle detector loop replacements involve specialized equipment and work that requires an experienced, qualified contractor who has successfully provided services of similar frequency and scope.
3. Use of the RFP process is appropriate for this Service Contract because it relies on the evaluation of professional qualifications and performance as the basis for selection of a vendor. Use of this criteria helps ensure selection of a vendor that will provide professional, responsive, and timely service which is in the public interest.
4. The City negotiated a contract following solicitation of competitive proposals in accordance with SMC section 3.68.070.A.3.
FINANCIAL SUMMARY
This one-year Service Contract is proposed to be funded at the not to exceed amount of $90,000. Funding is available for expenditures in the first one-year term of the contract through June 30, 2018. The contract for FY 2017-18 will be funded from Public Works Gas Tax Operating Budgets in the amounts of $72,000 from 030-3065-540 and $18,000 from 030-3062-540. Funding for the remaining years of the contract, including available four one-year extensions, will be contingent on future annual budget appropriations and account allocations will be determined on an annual basis.
There is no additional impact to the City’s General Fund or any other unrestricted fund as a result of taking the recommended action.
Attachment A - Service Contract with St. Francis Electric, Inc.