(4)AR 061510 Agreement/Republic ITS

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Staff Report to the Mayor and City Council Traffic Signal Maintenance Agreement June 15, 2010 Page 2 Staff has carefully evaluated each proposal and reviewed the background, qualifications, itemized fees and technical capabilities of the two companies. Based on the lowest bidder and evaluation, staff finds that Republic ITS Inc. is the lowest, responsible and qualified bidder. Vendor Base Bid Monthly Cost Per Intersection Republic ITS $42,120.00 $78.00 Computer Service Company $189,000.00 $350.00 The rates for the traffic signal maintenance services were submitted in two categories, "routine" and "extra work" maintenance. Routine maintenance covers monthly preventive maintenance of the City's traffic signals. Emergency and extra work maintenance covers damaged traffic signals, replacement of signal hardware on an as -needed basis, and others outlined in the maintenance agreement as attached in Exhibit "A." The bid received from Republic ITS Inc. reflected a monthly amount of $78.00, for each signalized intersection within the City. The bid packet also requested that the bidder provide an hourly cost schedule for its emergency call out services, outlined in the maintenance agreement, attached in Exhibit "A." For regular monthly maintenance the annual compensation amounts to $42,120. In addition, staff recommends awarding $45,000 for emergency traffic signal repairs, based on prior expenditures for the City's emergency traffic signal repairs. As such, staff recommends award of a maintenance agreement to Republic ITS Inc, in the amount not to exceed $87,120. FISCAL IMPACTS Funds for traffic signal maintenance services are annually budgeted in the Engineering Traffic Signal Maintenance account 100-6150-6151-2460. For fiscal year 2010-2011 the Engineering Division has budgeted $95,000 for traffic signal maintenance. ALTERNATIVES 1. Provide alternative direction to staff. ATTACHMENTS Exhibit "A" Maintenance Agreement with Republic ITS Inc.