AgdaPkt 2019-06-10 Joint SA PFA - Laserfiche WebLink

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6.K. - Page 2 of 19 ANALYSIS Public Works Services (PWS) Department staff is satisfied with the services provided by Cal -West and recommends renewing the agreement for a fourth term. However, compared to when the original agreement was executed, there has been an increase in knocked down street lights due to traffic accidents. These poles are repaired immediately at the City's expense to reduce risk and maintain public safety, but in cases when the responsible driver is identified, the costs of these restorations are oftentimes recovered through the responsible driver's insurance. Furthermore, PWS plans to convert a significant amount of street lights to light -emitting diode (LED) lights in the upcoming fiscal years in an effort to reduce maintenance and energy costs long-term. With this additional work anticipated for the upcoming fiscal year, staff is requesting the City Council's authorization for this amendment because the term's not to exceed amount is greater than the previously approved five percent increase over the prior term. Specifically, staff recommends a one-year extension for Fiscal Year 2019-20 in an amount not to exceed $438,825, for a total not to exceed contract amount of $1,479,150, and continued City Manager authority to extend the agreement for an additional one-year, consecutive term in an amount not to exceed five percent above the previous term amount, for an aggregate not to exceed amount of $1,939,916.25 as calculated in the table below. FISCAL IMPACT The amount will be included in the Recommended Fiscal Year 2019-20 operating budget for the Public Works Services Department. ENVIRONMENTAL REVIEW This project is categorically exempt under California Environmental Quality Act (CEQA) Guidelines, section 15301, "Existing Facilities", which allows for maintenance and repair of existing facilities involving negligible or no expansion of use of the existing facilities. NEUPW City of Redwood City 1017 Middlefield Road, Redwood City, CA. 94063 Tel: 650-780-7000 www.redwoodcity.ore 310 Term $ Increase Over Prior Term % Increase Over Prior Term Amount 1 - $330,000.00 2 $16,500.00 5% $346,500.00 3 $17,325.00 5% $363,825.00 4 (This Amendment) $75,000.00 21% $438,825.00 5 $21,941.25 5% $460,766.25 Total Contract Amount $1,939,916.25 FISCAL IMPACT The amount will be included in the Recommended Fiscal Year 2019-20 operating budget for the Public Works Services Department. ENVIRONMENTAL REVIEW This project is categorically exempt under California Environmental Quality Act (CEQA) Guidelines, section 15301, "Existing Facilities", which allows for maintenance and repair of existing facilities involving negligible or no expansion of use of the existing facilities. NEUPW City of Redwood City 1017 Middlefield Road, Redwood City, CA. 94063 Tel: 650-780-7000 www.redwoodcity.ore 310