CC 2017-03-28_09l Award Traffic Signal Maintenance Agreement
MEMORANDUM
TO: CITY COUNCIL
FROM: GEOFF ENGLISH, PUBLIC WORKS DIRECTOR
SUBJECT: CONSIDERATION OF APPROVAL OF A CONTRACTOR SERVICES
AGREEMENT FOR TRAFFIC SIGNAL MAINTENANCE AND
OPERATION SERVICES
DATE: MARCH 28, 2017
RECOMMENDATION:
It is recommended the City Council approve and authorize the Mayor to execute a
Contractor Services Agreement with Lee Wilson Electric Company in the amount of
$36,360 for Traffic Signal Maintenance and Operation Services.
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:
A total of $45,200 is currently budgeted in the Fiscal Year 2016/17 Public Works
Department budget for traffic signal maintenance services expenses.
BACKGROUND:
The City contracts for services to maintain fourteen (14) existing traffic signals. This is a
service level that requires specialized training and certification not currently possessed
by City staff. The City has historically secured a private traffic signal maintenance firm
to provide this service. Lee Wilson Electric Co. Incorporated, located on El Camino
Real in Arroyo Grande, has performed this service for the City for the past last 26 years.
Signal maintenance includes routine inspection of the equipment including the signal
heads, lamps, inductor loops, and pedestrian push buttons and cleaning of the signal
control cabinet. All intersections are listed in Exhibit “A” of the attached Contractor
Services Agreement. The present cost each month for traffic signal maintenance
services is $1,558.
Upon discussion with the Public Works Directors of the Cities of Pismo Beach and
Grover Beach, it was determined that there may be some cost savings benefit through a
cooperative services procurement effort. Additionally, through previously established
agreements, the City shares expenses for traffic signals with both neighboring municipal
agencies. Securing the same Contractor to provide traffic signal maintenance services
for all three agencies will provide uniformity of service level and improved administration
and payment for services.
Item 9.l. - Page 1
CITY COUNCIL
CONSIDERATION OF AWARD OF A CONTRACTOR SERVICES AGREEMENT FOR
TRAFFIC SIGNAL MAINTENANCE AND OPERATION SERVICES
MARCH 28, 2017
PAGE 2
As a result, a request for proposal (RFP) was developed under the heading of the Five
Cities Municipal Agencies Cooperative Procurement Partnership and advertised for
proposals.
ANALYSIS OF ISSUES:
On January 30, 2017, a Request for Proposals (RFP) for traffic signal maintenance and
operational services for the Five Cities Municipal Agencies Cooperative Procurement
Partnership was advertised and posted on the City’s website. Hard copies of the RFP
were also mailed to all of the companies in California that staff could find who provide
Traffic Signal Maintenance services. Traffic signal maintenance services is a highly
specialized service with few local service providers. One proposal was submitted by the
due date stated in the RFP of March 7, 2017 at 4:00pm. Lee Wilson Electric Co, Inc.
was the only company to submit a proposal.
Upon review of the proposal submitted by Lee Wilson Electric Co, Inc. it was found to
meet the minimum criteria established in the RFP. As a result it is recommended that
the City Council approve and authorize the Mayor to execute a contractor services
agreement with Lee Wilson Electric Co, Incorporated for traffic signal maintenance.
The proposed agreement has a term of two years with an option for two additional two-
year terms upon mutual consent.
ALTERNATIVES:
The following alternatives are provided for the Council’s consideration:
1. Approve and authorize the Mayor to sign an agreement with Lee Wilson Electric
Company for traffic signal maintenance; or
2. Do not approve the agreement and direct staff to prepare and redistribute a
Request for Proposal; or
3. Provide direction to staff.
ADVANTAGES:
Approval of the proposed contractor service agreement will provide for continued
maintenance and operation of the City’s fourteen (14) traffic signals.
DISADVANTAGES:
No disadvantages identified for this item.
ENVIRONMENTAL REVIEW:
No environmental review is required for this item.
Item 9.l. - Page 2
CITY COUNCIL
CONSIDERATION OF AWARD OF A CONTRACTOR SERVICES AGREEMENT FOR
TRAFFIC SIGNAL MAINTENANCE AND OPERATION SERVICES
MARCH 28, 2017
PAGE 3
PUBLIC NOTIFICATION AND COMMENTS:
The Agenda was posted at City Hall and on the City’s website in accordance with
Government Code Section 54954.2.
Attachments:
1. Proposal Opening Log Sheet
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