HomeMy WebLinkAboutItem 2e: Contract Extension with Republic ITS for Maintenance Services of Traffic Signals U�4�FFo$.....
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4NnityOCV STAFF REPORT
Public Works Services Department
DATE: September 6, 2011
TO: Mayor and City Council
FROM: Tom Tait, Public Works Services Director 0
Prepared by: Dave McVey, General Services Superintendent
SUBJECT: AUTHORIZE THE CITY MANAGER TO EXECUTE A ONE (1) YEAR
CONTRACT EXTENSION WITH REPUBLIC ITS FOR
EXTRAORDINARY MAINTENANCE SERVICES OF TRAFFIC SIGNALS
IN THE AMOUNT OF $47,695
Recommendation: Approve
SUMMARY
On October 6, 2009, the City Council awarded a one (1) year contract with optional
annual extensions to Republic ITS for extraordinary maintenance of traffic signals.
Republic ITS is reaching the end of their first contract extension and has submitted a
written offer to extend the contract for one (1) year in accordance with the existing
Agreement. The contractor's offer of extension does not reflect a change in price and
all other conditions of the Agreement are to remain in effect.
Based on the excellent services provided by Republic ITS during the past year, staff
recommends that the City Council approve a one (1) year contract extension with
Republic ITS for extraordinary maintenance of traffic signals in the amount of $47,695.
DISCUSSION
PWSD is responsible for the maintenance and repair of approximately sixty-seven (67)
signalized intersections within the City. This service includes routine maintenance and
repair of all traffic signals and intersection safety lighting. Routine maintenance
activities performed by City staff include: replacing burned out lamps, repairing safety
lights, minor repairs to damaged signal heads, monthly inspection of the signal
controllers at all intersections, immediate field response to timing complaints and
flashing intersections.
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Mayor and City Council
September 6, 2011
Conversely, extraordinary maintenance services are performed by the contractor which
include emergency repair of damaged signals that could pose a safety hazard to traffic
and some additional maintenance or work that City staff does not have the technical
expertise for. In FY2008/2009, the City Council authorized PWSD to reduce the signal
maintenance contract and perform routine maintenance with City staff. This effort
saved approximately $50,000 annually in the General Fund. By taking this program in-
house it has eliminated unwarranted call outs for service and enhanced response time
to malfunctioning signals.
Republic ITS is reaching the end of their first contract extension and has submitted a
written offer to extend the contract for one (1) additional year in accordance with the
existing Agreement. The contractor's offer of extension does not reflect a change in
price and all other conditions of the Agreement are to remain in effect.
Therefore, staff recommends that the City Council authorize the City Manager to
execute a one (1) year contract extension with Republic ITS for extraordinary
maintenance of traffic signals in the amount of $47,695.
FISCAL IMPACT
Sufficient funds are budgeted in the 2011-12 Operating Budget.
RECOMMENDATION
1. Award a one (1) year contract extension to Republic ITS for extraordinary
maintenance of traffic signals in the amount of$47,695.
2. Authorize the City Manager and City Clerk to execute a contract in a form
approved by the City Attorney.
Approved by:
Donald Penman, City Manager
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