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HomeMy WebLinkAboutItem 2e: One Year Contract Extention with Republic ITS for Traffic Signal MaintenanceDATE: September 7, 2010 TO: Mayor and City Council FROM: Tom Tait, Public Works Services Director SUMMARY DISCUSSION Page 1 of 2 STAFF REPORT Public Works Services Department Iti 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 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 one (1) year contract 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, 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. PWSD is responsible for the maintenance and repair of approximately sixty (60) 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. Mayor and City Council September 7, 2010 Extraordinary maintenance services and special work beyond normal maintenance is performed by the contractor which includes emergency repair of damaged signals that pose a safety hazard to traffic and some additional maintenance 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 one (1) year contract 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 signal in the amount of $47,695. FISCAL IMPACT Sufficient funds are budgeted in the 2010 -11 Operating Budget. 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. TT: DM Approved by: -e<' Donald Penman, City Manager Page 2 of 2