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ITEM #19 CITY OF COLTON AGENDA REPORT FOR COUNCIL MEETING OF JULY 18, 2006 TO: HONORABLE MAYOR AND CITY COUNCIL FROM: AMER JAKHER, P.E.; PW DIRECTOR / CITY ENGINEER SUBJECT: RECEIVE BID AND AUTHORIZE THE AWARD OF A MAINTENANCE AGREEMENT FOR THE TRAFFIC SIGNAL MAINTENANCE PROJECT TO THE LOWEST RESPONSIBLE BIDDER, REPUBLIC ELECTRIC, IN THE ANNUAL AMOUNT OF $63,120. DATE: July 10, 2006 BACKGROUND: The City entered into an Agreement with Republic Electric for the monthly routine maintenance of all of its traffic signals and appurtenant devices (lighted street name signs) on July 1, 2003. This Agreement will expire July 2006. When City authorizes, Republic Electric also responds extraordinary work, which is needed for safety reasons when malfunctions occur or damage is sustained by the City's traffic signals. DISCUSSION/ANALYSIS: As the current agreement for traffic signal maintenance services is set to expire at the end of this month, a request to solicit new bids for this maintenance service was published in the local news papers on May 10, 2006 as well as in the local trade journal. The bids were advertised to open on June 13, 2006 and only one bid was received by the City Clerk's Office. This bid was received of Republic Electric in the amount of $69.00 per month, for each signalized intersection within the City. The bid packet also requested that the bidder provide an hourly cost schedule for its call out services and is attached as Exhibit `B.' Staff has taken the proper procedural steps in bidding this maintenance project as required by the 'non-public project formal bidding procedure' stated in Section 3.08.110 of Ordinance 0-12-03. Staff recommends awarding a maintenance agreement to Republic Electric for the Traffic Signal Maintenance Project. The award of this agreement will provide maintenance and call out services to the City's forty (40) signalized intersections for $63,120. Of the contract amount $33,120 will provide for the regular monthly maintenance services and $30,000 will provide for the call out services as needed. The proposed agreement is attached as Exhibit `A' and will be renewable for up to five years. FINANCIAL IMPACT: The Engineering Divisional account budgeted for traffic signal maintenance, 100-6150-6151-2460, has an available balance of $65,600. Thus, the funding is available for the award of the Agreement. ENVIRONMENTAL IMPACT: 7/10/03 City Clerk's Office Cb