AGENDA REPORT
REQUEST FOR CITY COUNCIL ACTION
DATE: 3/20/2019
TO: Honorable Mayor and City Council Members
FROM: Public Works Department
SUBJECT:
Title
City Council consideration of Request for Proposals No. 19-023AO for ITS Maintenance Services and approval of the Maintenance General Services Agreements with Crosstown Electrical & Data for the amount of $75,000.
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RECOMMENDED ACTION:
Recommended action
That the City Council:
1. Award Request for Proposal No. 19-023AO for ITS Maintenance Services to Crosstown Electrical & Data in annual contract amounts not to exceed $75,000 per year for a two-year term.
2. Authorize the City Manager, or their designee, to execute a Maintenance General Services Agreement with Crosstown Electrical & Data in amount not to exceed $75,000 per year.
3. Authorize the Purchasing Agent to issue a purchase order to Crosstown Electrical & Data in an amount not to exceed $75,000 per year.
4. Authorize the City Manager, or their designee, to execute two additional two-year agreement amendments to the above-mentioned Maintenance General Services Agreement for subsequent fiscal years in amounts not to exceed $75,000 per year, and to approve necessary change order and/or amendments up to the amount provided by Corona Municipal Code Section 3.08.070(I).
5. Authorize the City Manager, or their designee, and City Attorney to negotiate and execute any amendments to these agreements which are either non-substantive or are otherwise in compliance with the City Council’s actions hereunder.
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ANALYSIS:
On February 1, 2019, Requests for Proposals (RFP) 19-023AO for ITS Maintenance Services was formally advertised in the Sentinel Weekly News and posted on the City’s website.
One (1) proposal was received by the due date of February 26, 2019. Only one qualified responsible bidder responded to the RFP which was Crosstown Electrical & Data of Baldwin Park, CA.
Proposals were specifically requested from companies capable of performing the work including Crosstown Electrical & Data, International Line Builders and our previous contractor, Dynalectric.
The scope of work includes on-call professional engineering services to:
• perform repair or replacement of damaged fiber optic traffic network cable
• perform repair or replacement of traffic monitoring cameras
• perform repair or replacement of traffic network communication devices
• provide all necessary labor, materials, tools and equipment to complete repairs or replacement of components of the traffic signal system
• respond to calls for service 24 hours a day, 7 days a week, 365 days a year
A purchase order will be awarded to Crosstown Electrical & Data. Staff will ensure timeliness of response, quality of work and best value to the City.
Award of RFP 19-022AO is similar in nature of work to the recent City Council award of RFP 19-005CA on November 20, 2018. The difference between these two RFPs is that the previous award action allows staff to increase its ability to provide general preventative maintenance and minor repair services to the traffic signal system while this award provides for extraordinary repairs and replacement of components of the traffic signal system that staff is unable to perform either due to a lack or materials, tools, equipment or time to complete such work appropriately.
COMMITTEE ACTION:
Not applicable.
STRATEGIC PLAN:
This item supports the City’s Strategic Plan Goal 1: Promote Public Safety; Objective c: Ensure adequate funding for investments and improvements in infrastructure that support public safety. Completion of the proposed project will repair, replace, and install infrastructure improvements that contribute to the safety and mobility of Corona residents.
FISCAL IMPACT:
Funding for these professional services is included in the Fiscal Year 2018-19 Operating and Capital budgets. Staff will recommend appropriate amounts in future budget years to provide for these services as needed.
ENVIRONMENTAL ANALYSIS:
This action is exempt pursuant to Section 15061(b)(3) of the Guidelines for the California Environmental Quality Act (CEQA), which states that a project is exempt from CEQA if the activity is covered by the general rule that CEQA applies only to projects that have the potential for causing a significant effect on the environment. Where it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment, the activity is not subject to CEQA. This action merely approves agreements for on-call engineering and professional services, and there is no possibility that approving these agreements will have a significant effect on the environment. Therefore, no environmental analysis is required.
PREPARED BY: DENNIS RALLS, T.E., PUBLIC WORKS PROGRAM MANAGER
REVIEWED BY: TOM KOPER, P.E., ASSISTANT PUBLIC WORKS DIRECTOR
REVIEWED BY: NELSON D. NELSON, P.E., PUBLIC WORKS DIRECTOR
REVIEWED BY: KIM SITTON, FINANCE MANAGER
REVIEWED BY: CITA LONGSWORTH, PURCHASING MANAGER
REVIEWED BY: KERRY D. EDEN, ASSISTANT CITY MANAGER/ADMINISTRATIVE SERVICES DIRECTOR
REVIEWED BY: MICHELE NISSEN, ACTING CITY MANAGER
Attachments:
1. Agreement