2005 AGN AUG 02 I17 - Laserfiche WebLink

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ITEM #17 CITY OF COLTON AGENDA REPORT FOR COUNCIL MEETING OF AUGUST 2, 2005 TO: HONORABLE MAYOR AND CITY COUNCIL FROM: Amer Jakher, P.E., City Engineer SUBJECT: APPROVE AMENDING REPUBLIC ELECTRIC AGREEMENT FOR CONTRACTUAL TRAFFIC SIGNAL MAINTENANCE SERVICES FOR AN ADDITIONAL TWO YEAR PERIOD, IN THE AMOUNT OF $25,800; APPROVE AWARD OF AGREEMENT BETWEEN THE CITY AND REPUBLIC ELECTRIC FOR EXTRAORDINARY TRAFFIC SIGNAL MAINTENANCE SERVICES, NOT TO EXCEED $36,000. DATE: July 25, 2005 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 twenty five thousand eight hundred dollars ($25,800); the Agreement will expire as of July 2005. The Agreement is written to allow the City the ability to extend the term of the Agreement period for two years. In addition, extra work was mentioned in the signed Agreement as extraordinary work that is needed for safety reasons when malfunctions occur or damage is incurred by the City's traffic signals. The extraordinary work was not included in the scope of the Agreement. DISCUSSION/ANALYSIS: The amended agreement will retain the same services provided by Republic Electric since July 2003. It is prudent to approve an amended agreement for routine traffic signal maintenance for two additional years in an annual amount not to exceed $25,800. The City entered into an additional agreement last year to address traffic signal maintenance requests that cannot be foreseen. For public safety concerns it is imperative that the City retain an additional Agreement to 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 three thousand dollars ($3000). Section 3.08.130(e) of the municipal code provides an exception when the City Council concurs with the city manager's determination that it is in the best interest of the City and its administrative operations to dispense with public bidding for non-public projects under this chapter. Republic Electric is familiar with the City's traffic signal infrastructure and is still competitive in its service costs. It is in the best interest of the City and its administrative operations to dispense the bidding and award the contract for extraordinary work in the annual amount not to exceed $36,000. The city's Purchasing Ordinance allows for contract extensions to be signed by the city manager upon Council approval (§3.08.070(g)). 7/10/03 City Clerk's Office Cb