title
APPROVE MOTION TO AWARD A SERVICE CONTRACT FOR THE ON-CALL TRAFFIC SIGNAL SERVICES DETECTOR LOOPS INSTALLATION AND REPLACEMENT PROJECT
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, LLC of San Leandro, CA, for On-Call Traffic Signal Services Detector Loops Installation and Replacement, Project No. WD21003.
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.
body
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 used to optimize signal phase sequence and duration. Currently, 40 detector loops are damaged and need replacement. The City does not have the internal resources to perform detector loop installation and repair and typically contracts for these services as needed. The project was included in the 2020-25 Five-Year Capital Improvement Plan (CIP).
On February 17, 2021, the City advertised a Request for Proposals (RFP) for On-Call Traffic Signal Services Detector Loops Installation and Replacement, Project No. WD21003. One firm submitted a proposal for this project. The Selection Committee evaluated the sole proposal and found St. Francis Electric, LLC of San Leandro, CA, to be qualified and has the proper license to perform the work.
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, LLC (Attachment A). Payment will be based on actual work performed at the negotiated unit prices. This Service Contract contains renewal options for up to four one-year extensions at an annual cost not to exceed $90,000, for a cumulative contract total not to exceed the amount of $450,000.
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 signal 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. Detector loops have failed at various locations throughout the City due to age of the existing wiring, deterioration of surrounding roadway pavement, or damage by utility work.
Currently, 40 detector loops are damaged and need 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. The project was included in the 2020-25 Five-Year CIP.
Present Situation
On February 17, 2021, the City advertised an RFP for On-Call Traffic Signal Services Detector Loops Installation and Replacement project. On March 10, 2021, one proposal was received from St. Francis Electric, LLC of San Leandro, CA.
A Selection Committee evaluated the sole proposal based on experience, quality of work, staff qualification, communication capabilities/record keeping, local business preference, and cost. St. Francis Electric, LLC was determined to be qualified and has the proper license to perform the work. The negotiated fee provides unit price-based services for scheduled detector loop replacements and on-call replacements.
Staff recommends that Council approve a motion to award a one-year Service Contract, not to exceed the amount of $90,000, to St. Francis Electric, LLC for On-Call Traffic Signal Services Detector Loops Installation and Replacement project (Attachment A). Payment will be based on actual work performed at the negotiated unit prices. Contracted services will expire on June 30, 2022, with the option of four one-year extensions. With the extensions, at an annual cost of $90,000, the cumulative total not to exceed the 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 the 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
The Road Maintenance and Rehabilitation Account (RMRA) funding in the amount of $3,750,000 was approved by Council on April 14, 2020, and appropriated to the 2020-21 Local Street Resurfacing Program SB1, Project No. WD21003, Account No. 4570-240-242 (formerly PW2103, Account No. 030-3079-640). There is sufficient funding to award a Service Contract at the not to exceed amount of $90,000.00 to St. Francis Electric, LLC. Funding for the four optional extensions will be contingent on future annual budget appropriations, and account allocations will be determined on an annual basis.
There is no impact to the City’s General Fund or any other unrestricted fund as a result of taking the recommended actions.
Attachment A - Services Contract with St. Francis Electric, LLC