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HomeMy WebLinkAboutItem 11f - Extraordinary Traffic Signal Maintenance ServicesAward Traffic Signals Extraordinary Maintenance Contract February 21, 2023 Page 1 of 3 DATE: February 21, 2023 TO: Honorable Mayor and City Council FROM: Paul Cranmer, Public Works Services Director By: Dave McVey, Acting General Services Superintendent SUBJECT: CONTRACT WITH CROSSTOWN ELECTRICAL & DATA, INC. FOR EXTRAORDINARY TRAFFIC SIGNAL MAINTENANCE SERVICES IN THE AMOUNT OF $85,500 CEQA: Not a Project Recommendation: Approve SUMMARY The Public Works Services Department (“PWSD”) is responsible for the daily maintenance and repair of 60 signalized intersections within the City. Extraordinary repairs, emergency after hours response, and conflict monitor testing of traffic signals are performed by a contractor. To ensure that the City is receiving the most competitive prices and quality service for this work, a formal bid was conducted and Crosstown Electrical & Data, Inc. submitted the lowest responsible bid. It is recommended that the City Council approve, authorize, and direct the City Manager to execute a contract with Crosstown Electrical & Data, Inc. for extraordinary traffic signal maintenance services in the amount of $85,500 annually, with the option of three one- year extensions. BACKGROUND The PWSD is responsible for the maintenance and repair of approximately 60 signalized intersections within the City. This includes replacing burnt out lamps, repairing safety lights, minor repairs to damaged signal heads, monthly inspection of the signal controllers at all intersections, and field response to timing complaints and outages at intersections. The purpose of the extraordinary traffic signal contract is to handle problems that are beyond the expertise of the City’s Signal/Street Light Technician. The contractor also responds when a traffic signal has been knocked down or there is a safety hazard to traffic. The contract specifications also include painting of signal heads and testing conflict monitors at all intersections to ensure that the traffic signals are functioning properly. Award Traffic Signals Extraordinary Maintenance Contract February 21, 2023 Page 2 of 3 DISCUSSION The City of Arcadia experiences an average of seven traffic signal pole knockdowns per year resulting from vehicle collisions. Repair costs for collision-related pole replacements are billed to the responsible party and reimbursed to the City. The traffic signal related expenses impacting the City’s operational budget are conflict monitor testing and after- hours response for traffic signal malfunctions. A notice inviting bids was published in the City’s adjudicated newspaper and bid packages were distributed to contractors that perform this type of work. The City Clerk publicly opened five sealed bids on January 17, 2023, with the following results: Rank Bidder Location Bid 1. Crosstown Electrical & Data, Inc. Irwindale, CA $ 85,500.00 2. Bear Electrical Solutions, Inc. Alviso, CA $ 96,000.00 3. Yunex Traffic, LLC Riverside, CA $ 98,570.00 4. Econolite Systems, Inc. Anaheim, CA $ 117,011.80 5. St. Francis Electric, LLC Riverside, CA $ 128,150.00 The bid documents were reviewed for content, and the background and competency of the lowest, most responsive bidder was investigated. Crosstown Electrical & Data, Inc. was identified as the lowest, most responsive bidder. Upon further evaluation, a minor error in Crosstown Electrical & Data, Inc.’s schedule of prices was found, resulting in their total bid to be $125 more than the bid amount that they submitted. The City’s bid documents indicate that for purposes of evaluating Bids, the City will correct any apparent errors in the extension of unit prices and any apparent errors in the addition of the lump sum. Crosstown Electrical & Data, Inc. was contacted to confirm the change to their bid. Crosstown Electrical & Data, Inc. remains the lowest bidder. Crosstown Electrical & Data, Inc. currently provides similar traffic signal repair services to other cities including the Cities of Bell, Azusa, and Chino Hills. ENVIRONMENTAL ANALYSIS The proposed action does not constitute a project under the California Environmental Quality Act (“CEQA”), and it can be seen with certainty that it will have no impact on the environment. Thus, this matter is exempt under CEQA. FISCAL IMPACT The total contract cost will be set at a not-to-exceed amount of $85,500 annually. Sufficient funds have been budgeted in the Fiscal Year 2022-23 Operating Budget for extraordinary repairs of traffic signals. All work performed is on a time and materials basis and the contractor is only paid for work performed. Award Traffic Signals Extraordinary Maintenance Contract February 21, 2023 Page 3 of 3 RECOMMENDATION It is recommended that the City Council determine that this action does not constitute a project and is, therefore, exempt under the California Environmental Quality Act; and approve, authorize, and direct the City Manager to execute a Contract with Crosstown Electrical & Data, Inc. for extraordinary traffic signal maintenance services in the amount of $85,500, with the option of three one-year extensions. Attachment: Proposed Contract CITY OF ARCADIA TRAFFIC SIGNAL MAINTENANCE SERVICES 2023 BETWEEN CITY OF ARCADIA AND CROSSTOWN ELECTRICAL & DATA, INC. CONTRACT Contract - 1 CONTRACT FOR THE CITY OF ARCADIA This CONTRACT, No. ________ is made and entered into this ____ day of ____________, ______, by and between City of Arcadia, sometimes hereinafter called “City,” and Crosstown Electrical & Data, Inc., sometimes hereinafter called “Contractor.” WITNESSETH: That the parties hereto have mutually covenanted and agreed, and by these presents do covenant and agree with each other as follows: A. SCOPE OF WORK. The Contractor shall perform all Work within the time stipulated in the Contract, and shall provide all labor, materials, equipment, tools, utility services, and transportation to complete all of the Work required in strict compliance with the Contract Documents as specified in Article 5, below, for the following Project: Traffic Signal Maintenance Services 2023 The Contractor and its surety shall be liable to the City for any damages arising as a result of the Contractor’s failure to comply with this obligation. B. TIME FOR COMPLETION. Time is of the essence in the performance of the Work. The Work shall be commenced on the date stated in the City’s Notice to Proceed. The Contractor shall complete all Work required by the Contract Documents within 14 calendar days from the commencement date stated in the Notice to Proceed. By its signature hereunder, Contractor agrees the time for completion set forth above is adequate and reasonable to complete the Work. C. CONTRACT PRICE. The City shall pay to the Contractor as full compensation for the performance of the Contract, subject to any additions or deductions as provided in the Contract Documents, and including all applicable taxes and costs, the sum of EIGHTY-FIVE THOUSAND, FIVE HUNDRED DOLLARS AND NO CENTS ($85,500.00). Payment shall be made as set forth in the General Conditions. D. LIQUIDATED DAMAGES. In accordance with Government Code section 53069.85, it is agreed that the Contractor will pay the City the sum set forth in Special Conditions, Article 1.11 for each and every calendar day of delay beyond the time prescribed in the Contract Documents for finishing the Work, as Liquidated Damages and not as a penalty or forfeiture. In the event this is not paid, the Contractor agrees the City may deduct that amount from any money due or that may become due the Contractor under the Contract. This Article does not exclude recovery of other damages specified in the Contract Documents. E. COMPONENT PARTS OF THE CONTRACT. The “Contract Documents” include the following: Notice Inviting Bids Instructions to Bidders Bid Form Bid Bond Designation of Subcontractors Information Required of Bidders Non-Collusion Declaration Form Iran Contracting Act Certification Public Works Contractor Registration Certification Performance Bond Contract - 2 Payment (Labor and Materials) Bond General Conditions Special Conditions Technical Specifications Addenda Plans and Drawings Standard Specifications for Public Works Construction “Greenbook”, latest edition, Except Sections 1-9 Applicable Local Agency Standards and Specifications, as last revised Approved and fully executed change orders Any other documents contained in or incorporated into the Contract The Contractor shall complete the Work in strict accordance with all of the Contract Documents. All of the Contract Documents are intended to be complementary. Work required by one of the Contract Documents and not by others shall be done as if required by all. This Contract shall supersede any prior agreement of the parties. F. PROVISIONS REQUIRED BY LAW AND CONTRACTOR COMPLIANCE. Each and every provision of law required to be included in these Contract Documents shall be deemed to be included in these Contract Documents. The Contractor shall comply with all requirements of applicable federal, state and local laws, rules and regulations, including, but not limited to, the provisions of the California Labor Code and California Public Contract Code which are applicable to this Work. G. INDEMNIFICATION. Contractor shall provide indemnification and defense as set forth in the General Conditions. H. PREVAILING WAGES. Contractor shall be required to pay the prevailing rate of wages in accordance with the Labor Code which such rates shall be made available at the City’s Administrative Office or may be obtained online at dir.ca.gov and which must be posted at the job site. [REMAINDER OF PAGE LEFT INTENTIONALLY BLANK] Contract - 3 IN WITNESS WHEREOF, this Contract has been duly executed by the above-named parties, on the day and year above written. CITY OF ARCADIA By: Dominic Lazzaretto City Manager CROSSTOWN ELECTRICAL & DATA, INC. By: Signature Print Name and Title Attest: By: City Clerk By: Signature Print Name and Title Approved as to Form: Michael J. Maurer City Attorney