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6.H. - Page 2 of 17
<br />ANALYSIS
<br />On December 7, 2020, PWS issued a Request for Proposal for electrical maintenance of the City's street
<br />lights, traffic signals, and lighted crosswalks. The RFP was emailed to potential firms and posted on the
<br />City's website and The San Mateo Daily Journal. Staff received proposals from four firms by the deadline.
<br />The below table indicates the total estimated annual cost for planned, routine work from each proposer.
<br />Staff evaluated proposals based on several factors, including cost, proposer's qualifications and
<br />experience record, and quality of services to be provided. While cost was not the sole determining factor
<br />for the City's decision, Cal -West Lighting & Signal Maintenance, Inc. (Cal -West) had the overall lowest total
<br />estimated annual cost for services requested. It is essential for a firm to respond quickly to emergency
<br />issues while maintaining safety, and Cal -West is the only firm to indicate no incidents or claims since the
<br />start of their company, in 2004. The City has also worked with Cal -West in the past and is satisfied with
<br />the quality and response times for services provided.
<br />Therefore, based on an evaluation of cost, experience, and other identified factors, staff recommends
<br />approval of a one-year service agreement with Cal -West in an amount not to exceed $575,000, which is
<br />available for planned and routine services and also provides an additional incidental amount available for
<br />ad-hoc or emergency work. Staff also recommends authorizing the City Manager to extend the agreement
<br />for three consecutive, two-year terms, for an aggregate not -to -exceed amount of $4,681,655, as detailed
<br />in the following table. The cost for each extension term includes a five percent annual increase,
<br />compounded annually. The five percent annual increase was included to solely account for potential,
<br />market-driven cost increases related to materials, not labor.
<br />Table #2: Terms
<br />Firm
<br />Total Estimated Annual
<br />Cost
<br />Bear Electrical Solutions, Inc.
<br />$375,020
<br />Cal -West Lighting & Signal Maintenance, Inc.
<br />$289,960
<br />Econolite Systems, Inc.
<br />$1,720,856
<br />St. Francis Electric
<br />$407,600
<br />Staff evaluated proposals based on several factors, including cost, proposer's qualifications and
<br />experience record, and quality of services to be provided. While cost was not the sole determining factor
<br />for the City's decision, Cal -West Lighting & Signal Maintenance, Inc. (Cal -West) had the overall lowest total
<br />estimated annual cost for services requested. It is essential for a firm to respond quickly to emergency
<br />issues while maintaining safety, and Cal -West is the only firm to indicate no incidents or claims since the
<br />start of their company, in 2004. The City has also worked with Cal -West in the past and is satisfied with
<br />the quality and response times for services provided.
<br />Therefore, based on an evaluation of cost, experience, and other identified factors, staff recommends
<br />approval of a one-year service agreement with Cal -West in an amount not to exceed $575,000, which is
<br />available for planned and routine services and also provides an additional incidental amount available for
<br />ad-hoc or emergency work. Staff also recommends authorizing the City Manager to extend the agreement
<br />for three consecutive, two-year terms, for an aggregate not -to -exceed amount of $4,681,655, as detailed
<br />in the following table. The cost for each extension term includes a five percent annual increase,
<br />compounded annually. The five percent annual increase was included to solely account for potential,
<br />market-driven cost increases related to materials, not labor.
<br />Table #2: Terms
<br />Term
<br />Term Length
<br />(in Years)
<br />% Increase
<br />Compounded
<br />Annually
<br />Amount
<br />1 (Current)
<br />1
<br />-
<br />$575,000
<br />2
<br />2
<br />5%
<br />$1,237,688
<br />3
<br />2
<br />5%
<br />$1,364,550
<br />4
<br />2
<br />5%
<br />$1,504,417
<br />Total Contract Amount
<br />$4,681,655
<br />Page 2 of 3
<br />City of Redwood City 1017 Middlefield Road, Redwood City, CA. 94063 Tel: 650-780-7000 www.redwoodcity.org
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