AgdaPkt 2011-02-07 - Laserfiche WebLink

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6.1A REPORT f age 1 To the Honorable Mayor and City Council From the City Manager February 7, 2011 SUBJECT Agreement for Electrical Maintenance Services with Cal -West Inc., of San Jose, California RECOMMENDATION Approve by Motion a one (1) year term of Agreement for electrical maintenance services with Cal -West Lighting and Signal Maintenance Inc. of San Jose, California, in the amount of $100,000 and authorize the City Manager to increase the contract amount, if necessary, up to 10% of the amount awarded. BACKGROUND Between 2008 and 2009, the positions of Maintenance Electrician and Lead Maintenance Electrician in the Public Works Services (PWS) Traffic Control Maintenance Section became vacant through staff attrition (resignation and retirement). Additionally, as a cost saving measure, City Council action eliminated these two vacant positions from the fiscal year 2009 -2010 budget. However, the approved budget included $296,000 for contract services. It is imperative that the City perform electrical maintenance and repair of city -owned and operated assets, including street lights, traffic signals, lighted crosswalks and other infrastructure. To continue providing these essential services, on June 9, 2010 the City Clerk's office publicly advertised the Request for Bids for a Month to Month Contract for electrical maintenance services to cover a six month period. Bids were opened on June 23, 2010 and the firm of Republic ITS (Intelligent Transportation Services), Inc. submitted the lowest responsible bid for this work. Republic ITS provided electrical maintenance services between July of 2010 and January of 2011. On December 3, 2010 the City Clerk publicly advertised the Notice Inviting Proposals for Electrical Maintenance Services and as a courtesy, notice was given to SEIU Local 521 of the availability of the Request for Proposal. Proposals were received at the PWS office until 4:30 p.m., Wednesday, December 22, 2010. Three (3) proposals were received by that deadline. Interviews were held with three proposers on January 11, 2011 and the firm of Cal -West Lighting and Signal Maintenance, Inc., was selected by the interview team as the best firm for this work. Proposals were also received from Republic ITS and Team Econolite. Cal- West's rates are the lowest for every task listed in the RFP and staff is confident that they will provide effective and efficient service during the term of the agreement. ALTERNATIVES Do not approve the agreement with the selected contractor. This will result in having to perform electrical maintenance work on an on -call time and material basis which is significantly more expensive than the Request for Proposal prices received through the RFP process.