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HomeMy WebLinkAboutItem 1f: One year contract extension with Republic for maintenance services of traffic signals in the amount of $47,695 !III19-111 Lc.rpn'' ew+��s.urs �4alry of1 STAFF REPORT Public Works Services Department DATE: August 21, 2012 TO: Honorable Mayor and City Council FROM: Tom Tait, Public Works Services Director- By: Dave McVey, General Services Superintendent SUBJECT: AUTHORIZE THE CITY MANAGER TO EXECUTE A ONE 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 year contract with optional annual extensions to Republic ITS for extraordinary maintenance of traffic signals. Republic ITS is reaching the end of their second contract extension and has submitted a written offer of contract extension for an additional one 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 service provided by Republic ITS during previous years, it is recommended that the City Council approve a one year contract extension with Republic ITS for extraordinary maintenance of traffic signals in the amount of$47,695. DISCUSSION The Public Works Services Department (PWSD) is responsible for the maintenance and repair of approximately 67 signalized traffic intersections within the City. This includes routine maintenance and repair of all traffic signals and intersection safety lighting. Routine maintenance activities performed by City staff include the following: replacing burned out lamps, repairing safety lights, minor repairs to damaged signal heads, monthly inspection of signal controllers at all intersections, and immediate field response to timing complaints and flashing intersections. Honorable Mayor and City Council August 21, 2012 Page 2 of 2 In Fiscal Year 2008-09, the City Council authorized PWSD to reduce the signal maintenance contract and perform routine maintenance with City staff. This effort saved approximately $75,000 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. Conversely, extraordinary maintenance services performed by the contractor includes; emergency repair of damaged signals that could pose a safety hazard, reinstalling knocked down traffic signals, and other work that City staff does not have the technical expertise for. On October 6, 2009, the City Council awarded a one year contract with optional annual extensions to Republic ITS for extraordinary maintenance of traffic signals. Republic ITS is reaching the end of their second contract extension and has submitted a written offer to extend the contract for an additional one 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 previous years, it is recommended that the City Council authorize the City Manager to execute a one 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 Fiscal Year 2012-13 Operating Budget under Signal Maintenance for extraordinary maintenance of traffic signals. RECOMMENDATION 1. Award a one 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. 3. Waive any informality in the bid or bidding process. APPROVED: Dominic Lazzare o City Manager