2004 AGN DEC 07 I24 - Laserfiche WebLink

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Item #24 CITY OF COLTON AGENDA REPORT FOR COUNCIL MEETING OF DECEMBER 7, 2004 TO: HONORABLE MAYOR AND CITY COUNCIL FROM: Amer Jakher, P.E., City Engineer SUBJECT: APPROVE AWARD OF AGREEMENT FOR TRAFFIC MAINTENANCE CALL OUTS TO REPUBLIC ELECTRIC, IN THE AMOUNT OF $15,000. DATE: November 29, 2004 BACKGROUND: On April 14, 2003 the City opened bids for the Citywide Traffic Signal Maintenance Agreement. As the lowest qualified bidder Republic Electric was awarded the contract for traffic signal maintenance of all of the City's traffic signals. 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, for an annual amount not to exceed fifteen thousand dollars ($15,000); the Agreement will expire as of July 2005. While extra work was mentioned in the signed Agreement the extraordinary work that is needed for safety reasons when malfunctions occur or damage is incurred by the City's traffic signals was not included in the scope of the Agreement. DISC USSION/ANALYSIS: For public safety concerns it is imperative that the City retain an additional Agreement that will address the needed services for unanticipated call -out requests resulting from circumstances that cannot be prevented or predetermined by the City. The average monthly billing for call -out requests needed by the City has been two thousand five hundred dollars ($2500). Section 3.08.070 provides that subsequent contract awards to the same entity require City Council approval. Section 3.08140 of the Colton Municipal Code provides an exception to the bidding requirements for professional services. Section 3.08.140 generally notes that informal bids are not required when the city manager determines that it is in the best interests of the city and its administrative operations to dispense with bidding. Prior city council concurrence with the city manager's determination is required in some cases. Since Republic Electric is under contract for a remainder of six months for the regular maintenance of the City's traffic signals and is familiar with the City's signalized intersections it would be prudent and more efficient for the City's operations to award this agreement to Republic Electric for the remainder of the six months. This term coincides with the existing regular maintenance agreement that Republic Electric has with the City. FINANCIAL IMPACT: The Engineering Divisional account budgeted for traffic signal maintenance, 100-6150-6151-2460, has an available balance of $17,799.79. Thus, the funding is available for the award of the Agreement. 7/10/03 City Clerk's Office Cb