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AGENDA BILL Agenda Item No. 5(B) Date: July 21, 2015 To: El Cerrito City Council From: Melissa Tigbao, Senior Engineer/Engineering Manager Maria Sanders, Interim Operations + Environmental Services Manager Yvetteh Ortiz, Public Works Director/City Engineer Subject: Approve Agreement with St. Francis Electric for Street Light and Signal Maintenance Services ACTION REQUESTED Adopt a resolution authorizing the City Manager to execute an agreement with St. Francis Electric for an annual cost not to exceed $31,800 to provide street light and signal maintenance services for a period of three years, with an option to annually extend three years thereafter, effective August 1, 2015. BACKGROUND The City is currently under an extended contract with Siemens Industry to provide street light and signal maintenance. The original contract was awarded to Republic ITS Inc. in February 2008 by Resolution 2008-04, after a public bidding process. Siemens bought Republic ITS in 2011 and retired the Republic name. The contract had been renewed annually thereafter. On May 12, 2015, the City’s Public Works Department released a Request for Proposals (RFP) for qualified licensed electrical maintenance contractors to provide street light and signal maintenance and emergency response services for the City’s street lights, traffic signal systems, safety lighting systems, and other electronic traffic control systems. The RFP specified providing routine preventative maintenance and emergency maintenance on various equipment, including (but not limited to) city owned street lights, lighting beneath BART track, park lighting, in-pavement flashers, speed feedback signs, City facility external lighting, and other related facilities. An important component of the RFP was the stipulation that all equipment in the respective systems be serviceable and in operation at all times, 24 hours a day, seven days a week. To ensure this continuous and uninterrupted operation of equipment, the RFP also specified that the Contractor must maintain a 24- hour on-call service. The selected Contractor must also furnish all necessary materials, equipment, labor, and incidentals as required, to perform such maintenance services. As the City has completed several capital improvement projects, as well as coordinated with other public agencies on improvement projects, there is now more hardware and equipment that requires regular maintenance throughout the City. As such, the RFP was updated to include this new equipment. ---PAGE BREAK--- Agenda Item No. 5(B) Page 2 The RFP was posted to the City’s website on May 12, 2015. A notice inviting proposals was also emailed directly to 15 electrical contractors. The RFP requested proposals for services for an initial agreement term through June 30, 2018, with three possible annual extensions through June 30, 2021. ANALYSIS The City received three proposals from qualified companies by the June 2, 2015 due date. The proposals are summarized as follows: Summary of 2015 Street Light and Signal Maintenance Proposals 1. St. Francis Electric, San Leandro $31,800 2. DC Electric Group, Cotati $46,575 3. Siemens Industry, San Rafael $55,120 Following receipt of proposals, a selection committee comprised of the Engineering Manager, Operations + Environmental Services Manager, and the Maintenance Superintendent met to evaluate the proposals and interview the three proposers. Proposals were evaluated based on demonstrated experience in municipal street light and signal maintenance, experience of key personnel, customer references, required licensing and certifications, and cost competitiveness. All three firms provided cost competitive proposals for essentially the same services. St. Francis Electric provided the lowest pricing. The proposal provided by St. Francis Electric indicated that the firm could provide the City with all required services at a competitive rate. During interviews, staff was impressed with St. Francis Electric’s personnel, including several senior level technicians as well as a licensed Traffic Engineer, which would provide extra value for the City. St. Francis Electric has also been providing similar services for the cities of Pleasanton, Burlingame, and Yuba City, all of whom provided good references. Based on the results of the RFP evaluation and in-person interviews with all three firms, staff is proposing St. Francis Electric be awarded a contract for $31,800 to provide street light and signal maintenance services for the City’s streetlights, traffic signal systems, safety light systems and other electronic traffic control systems, including (but not limited to) City-owned street lights, lighting beneath BART track, park lighting, in-pavement flashers, speed feedback signs, City facility external lighting, and other related facilities. The cost of this contract will amount to $31,800 per year and will be funded by allocations from the Gas Tax Fund (201) for Street Light and Signal Maintenance Services, as adopted in the Biennial Budget for FY 2014-15 and 2015-16. ---PAGE BREAK--- ---PAGE BREAK--- Agenda Item No. 5(B) Attachment 1 RESOLUTION 2015–XX A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF EL CERRITO AUTHORIZING THE CITY MANAGER TO EXECUTE AN AGREEMENT WITH ST. FRANCIS ELECTRIC FOR STREET LIGHT AND SIGNAL MAINTENANCE SERVICES FOR A PERIOD OF THREE YEARS EFFECTIVE AUGUST 1, 2015 WHEREAS the City of El Cerrito (City) is responsible for maintaining its street lights, traffic signal systems, safety lighting systems, and other electronic traffic control systems within the properties of the City; and WHEREAS, on May 12, 2015 the City issued a Request For Proposals (RFP) for street light and signal maintenance services, which was posted to the City’s website and directly provided to fifteen qualified electrical contractors; and WHEREAS, the resulting contracts from this RFP will be for a term of three years with an option to annually extend these contracts for another three years; and WHEREAS, the City received three proposals from qualified companies by the June 2, 2015 due date; and WHEREAS, upon consideration of competitive pricing, performance of similar work in other cities, and the maintenance experience, licensing and certification of key personnel, the selection committee determined that the proposal received from St. Francis Electric best fits the needs of the City; and WHEREAS, the annual cost for St. Francis Electric to provide street light and signal maintenance services is $31,800; and WHEREAS, funding of $31,800 is budgeted by the Gas Tax Fund (201) for Street Light and Signal Maintenance Services. NOW THEREFORE BE IT RESOLVED, by the City Council of the City of El Cerrito, that it hereby authorizes the City Manager to execute an agreement with St. Francis Electric in an amount not to exceed $31,800 per year, to perform street light and signal maintenance services in the City of El Cerrito, effective August 1, 2015 for three years with an option to extend these contracts for an additional three years thereafter. BE IT FURTHER RESOLVED, that this Resolution shall become effective immediately upon passage and adoption. I CERTIFY that at a regular meeting on July 21, 2015 the City Council of the City of El Cerrito passed this Resolution by the following vote: AYES: COUNCILMEMBERS: NOES: COUNCILMEMBERS: ABSTAIN: COUNCILMEMBERS: ---PAGE BREAK--- Page 2 ABSENT: COUNCILMEMBERS: IN WITNESS of this action, I sign this document and affix the corporate seal of the City of El Cerrito on July XX, 2015. Cheryl Morse, City Clerk APPROVED: Mark Friedman, Mayor