For City Council Meeting [August 13, 2019]
TO: Honorable Mayor and City Council
APPROVAL: Rod Foster, City Administrator
FROM: Sean Grayson, Acting Public Works Director
Title
Request the City Council to (1) Approve a Contract Services Agreement with St. Francis Electric for one (1) year with the option of two (2) additional one (1) year extensions, with the initial year amount of $343,935 for Fiscal Year 2019/2020.
(ACTION)
Body
BACKGROUND:
The Public Works Department administers a multi-year service contract for on-call traffic signal maintenance and repair services for the City’s 103 traffic signals, three(3) rectangular flashing beacons, two (2) flashing beacons, one(1) in-roadway lighting and six(6) speed feedback signs. The existing maintenance and repair agreement with St. Francis Electric ended on June 30, 2019.
On June 28, 2016, the City Council approved a one (1) year service contract with St. Francis Electric in the amount of $280,000 with an option to extend the contract for two additional one-year terms, commencing on July 1, 2016.
On July 25, 2017, the City Council approved the First Amendment authorizing a one-year extension with St. Francis Electric in the amount of $275,000 for from July 1, 2017 to June 30, 2018.
On August 14, 2018, the City Council approved the Second Amendment authorizing a one-year extension with St. Francis Electric in the amount of $296,066 for a third and final year from July 1, 2018 to June 30, 2019.
ANALYSIS/DISCUSSION:
On April 26, 2019, the Public Works Department released Request for Proposals (RFP) No, 19-122 soliciting proposals from qualified companies to provide traffic signal maintenance and repair services. The proposals were due on May 13, 2019. A copy of the RFP and its addenda are included as Attachment 1. The City advertised the RFP in the San Bernardino County Sun newspaper, posted it on the City’s website, registered it on Planet Bids and distributed it to various plan rooms throughout Southern California.
On May 13, 2019, the Public Works Department received five (5) proposals in response to the RFP from the following firms (in alphabetical order):
1. Bear Electrical Solutions, Anaheim, CA
2. Computer Service Company, Azusa, CA
3. Econolite Systems, Tustin, CA
4. Siemens, Riverside, CA
5. St. Francis Electric, Riverside, CA
The proposals were evaluated by Public Works staff based upon the criteria identified in the RFP, including firm qualifications, staff qualifications, firm location, responsiveness, and cost. Some of the factors considered in evaluating qualifications include past experience in providing similar service to municipalities, the number of municipalities served, traffic signal contracts administered, number of traffic signal technicians, equipment resources, and their test and repair facilities. The primary factors involved in the selection process were the firm qualifications, staff qualifications, cost proposal, schedule for carrying out the required services, past performance with other jurisdictions, and responsiveness to traffic signal equipment knockdowns. St. Francis Electric was determined to be the most qualified bidder with the lowest responsive bid for the City’s traffic signal maintenance needs. Table 1 below reflects the bid proposals.
Table 1- Bid Proposals
|
Company |
Bi-Monthly Preventive Maintenance |
Annual Preventative Maintenance |
|
St.Francis Electric |
$7322.50 |
$43,935.00 |
|
Bear Electrical Solutions |
$9,595.00 |
$57,570.00 |
|
Econolite Systems |
$9,832.64 |
$58,995.84 |
|
Siemens Industry Inc |
$10,712.00 |
$64,272.00 |
|
Computer Service Company |
$15,782.00 |
$94,692.00 |
The routine preventive maintenance base fee submitted by St. Francis was based on a Bi-monthly fee in the amount of $7,322.50 and annually in the amount of $43,935. A copy of the St. Francis Electric cost proposal is included as Attachments 2 and 3. Also, the labor Fee schedules were evaluated between the five (5) firms submitted the bid proposal and the St. Francis labor fees were the lowest as shown in Table 2 below.
Table 2- St. Francis’s Fee Proposal
|
Position |
St. Francis Electric |
|
Bear Electric Solutions |
Econolite Systems |
Siemens |
Computer Service Company |
|
Maintenance Superintendent |
$93.00 |
|
$125.00 |
$111.56 |
$124.00 |
$110.00 |
|
Maintenance Technician |
$87.00 |
|
$115.00 |
$111.56 |
$119.00 |
$97.00 |
|
Field Traffic Signalman |
$87.00 |
|
$115.00 |
$111.56 |
$119.00 |
$97.00 |
|
Laborer |
$65.00 |
|
$70.00 |
$111.56 |
$105.00 |
$85.00 |
|
Painter |
$65.00 |
|
$70.00 |
$111.56 |
$105.00 |
$90.00 |
|
Engineering Technician |
$250.00 |
|
$115.00 |
$111.56 |
$124.00 |
$100.00 |
|
Re-lamper |
$87.00 |
|
$70.00 |
$111.56 |
$105.00 |
$90.00 |
|
Laboratory Technician |
$87.00 |
|
$115.00 |
$111.56 |
$87.00 |
$100.00 |
During the last three (3) years St. Francis’s responses to traffic signal calls remained consistent, even though the number of traffic signal increased on annual basis as shown in the Table 3 below.
Table 3- St. Francis’s Three Year Record
|
Year |
No of Call Serviced |
Average Response During Normal Business Hours |
Average Response Time after Hours |
No of High priority Call-outs |
No of Signals |
|
2016-2017 |
586 |
20-30 mins |
30-60 mins |
23* |
84 |
|
2017-2018 |
542 |
30-45 mins |
30-60 mins |
37* |
90 |
|
2018-2019 |
550 |
30-45 mins |
30-60 mins |
33* |
95 |
* Attachments 4, 5 & 6 & 7 details the list of High Priority Call-out locations responded by St. Francis. St. Francis staff that are available to Rialto on a daily basis during normal business hours is consistent with the scope of services as outlined in the RFP. There are two primary technicians servicing the Traffic signals in Rialto who are proficient with all traffic signal controllers, video detection, controller cabinets and conducting routine preventative maintenance and extra-ordinary maintenance tasks. There are an additional four (4) technicians available on as - needed basis to provide support, especially during knock-downs when more than two technicians are dispatched to remove damaged poles from the signalized intersections. St. Francis electricians have worked closely with Public works staff in identifying potential equipment failures and, based on an assessment of the equipment’s life expectancy, replaced the applicable equipment before a complete failure occurs. St. Francis played an instrumental part in installing Rialto’s Police Department Camera License Plate Recognition System. The cameras were installed ahead of schedule and within PD allocated budget. Also, St. Francis provided support for the installation of new traffic signals on the major developments projects in the city as shown in Table 4 below:
Table 4- St. Francis’s Land Development Project Support
|
Project |
Service Provided |
|
Rialto Market Place |
Signals turn on and Inspection |
|
Renaissance Market Place |
Signals turn on and Inspection |
|
Renaissance Plaza |
Signal turn on and Inspection |
|
Monster Warehouse |
Signal turn-on -Locust Ave & Miro way |
|
Joe Sampson Park |
Installed Pedestrian push buttons and heads |
St. Francis Electric utilizes a list of subcontractors that are capable of performing specialty work as shown in Table 5 below.
Table 5- St. Francis’s Subcontractors List
|
Company |
Function |
|
Smithson Electric Inc. Orange, CA |
Loops |
|
Crosstown Electric , Irwindale, CA |
Communication |
|
Sierra Pacific Inc, Riverside , CA |
Underground construction |
|
Iteris, Santa Ana, CA |
ITS and Engineering Services |
Historically, the “Extraordinary Maintenance” over the past three (3) years averages about $25,000 per month ($300,000 per year). “Extraordinary Maintenance” includes repairs that are not considered routine preventive maintenance, such as damage by collisions or high wind conditions, other equipment failures, and/or other miscellaneous repairs required to maintain proper signal operation. The total proposed amount of the Purchase Order to St. Francis Electric in the total amount of $343,935 includes preventative maintenance services and on-call repair services for fiscal year 2019/2020.
St. Francis has performed these services for the City of Rialto over the past three (3) years and they have responded promptly to emergency call-outs and service requests. They have also performed routine preventative maintenance on schedule. Staff also contacted the vendor’s other municipal clients, including the City of Palm Springs, the City of Corona and the County of San Bernardino to check provided references for comparable services. The references recommended the firm, indicating that they provided excellent services, that they tailored the services to meet the agency’s needs, and that they delivered contract obligations on schedule. St. Francis Electric provides experienced technicians that are very familiar with Rialto since many of the employees worked for the City’s previous service provider, with more than six (6) years of Rialto experience and assisting the City with development of detailed equipment inventories and signal upgrades.
The new traffic signal maintenance service agreement provides for a term of one year commencing in FY2019/2020 with an option to extend the contract for two (2) additional one (1) year extensions, with the final extension expiring on June 30, 2022. A copy of the Contract Service Agreement is included as Attachment 8. A copy of St. Francis Disclosure page is included as Attachment 9. A copy of the new list of intersections, rectangular Rapid Flashing Beacons (RRFB), Flashing beacons, in Roadway Lighting, and Speed Feedback signs is included as Attachment 10.
ENVIRONMENTAL IMPACT:
This action is not a “Project” as defined by the California Environmental Quality Act (CEQA). Pursuant to section 15378(a), a project means the whole of an action, which has a potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment. According to section 15378 (b), a project does not include: (5) Organizational or administrative activities of governments that will not result in direct or indirect physical changes in the environment.
GENERAL PLAN CONSISTENCY:
This action is consistent with Guiding Principle 3A of the City’s General Plan;
Our City government will lead by example, and will operate in an open, transparent, and responsive manner that meets the needs of the Citizens and is a good place to do business.
LEGAL REVIEW:
The City Attorney has reviewed and approved the staff report and contract services agreement.
FINANCIAL IMPACT:
Operating Budget Impacts
Staff estimates the annual cost for routine preventive maintenance at $43,935. The estimated average monthly cost for extraordinary traffic signal repair services is $25,000 for a total estimated annual cost of $300,000, resulting in a total Purchase Order No. 2019-0668 amount of $343,935 for FY 2019/2020. Table 7 below summarizes the actual expenditures for the last five (5) years for traffic signal maintenance:
Table 7
Funds are available in the General Fund Traffic Safety, Account No. 010-500-7310-2021 for Fiscal Year 2019/2020 in the amount of $343,935.
Capital Improvement Budget Impact
The proposed action will not affect the Capital Improvements Budget.
License
A Business License application and payment of a Business License tax at the Professional Service rate in the amount of $404 will be paid by the vendor prior to execution of the Contract Services Agreement.
RECOMMENDATION:
Staff recommends that the City Council:
• Approve the Contract Services Agreement with St. Francis Electric for one (1) year with the option of two (2) additional one (1) year extensions, with the initial year amount of $343,935 for Fiscal Year 2019/2020.