Title
Recommendation to Amend a Five-Year Contract by Adding $175,000 Per Year for up to Three More Years for an Amount Not to Exceed a Total Five-Year Expenditure of $700,000, Subject to Budget Approval, to Ray’s Electric for On-Call Traffic Signal Services. (Public Works 91812)
Body
To: Honorable Mayor and Members of the City Council
From: Jill Keimach, City Manager
Re: Recommendation to Amend a Five-Year Contract by Adding $175,000 Per Year, for up to Three More Years for an Amount not to Exceed a Total Five-Year Expenditure of $700,000, Subject to Budget Approval, to Ray’s Electric for On-Call Traffic Signal Services
BACKGROUND
On September 9, 2015, Public Works sent out a RFP for the services of a qualified, licensed general contractor to perform traffic signal services on an as-needed basis to install traffic calming devices, traffic signal installation, and modification to existing signals. The project may involve minor street and sidewalk repair, curb ramps, intelligent transportation systems, streetscape elements, pavement marking, signage, and other transportation related issues. The contract was awarded after a competitive bid to Ray’s Electric in the amount of $74,000 on October 28, 2015. On July 21, 2016, a First Amendment was awarded for $101,000, making the total contract $175,000.
DISCUSSION
Staff recommends awarding a Second Amendment in the amount of $175,000. Staff also seeks authority to amend this contract on a year-to-year basis for up to three more years at no more than $175,000 per year. As with this amendment, future amendments would occur only at the discretion of the Public Works Director and based on satisfactory performance of all aspects of the contract. As an on-call service contract, the actual amount expended will depend on works orders and is only used on as-needed basis. The total five year contract amount shall not exceed a total expenditure of $700,000.
FINANCIAL IMPACT
The original Contract and First Amendment were expended in the Public Works Department account for the Capital Improvement Program (Project No. 91616) $116,759.75 and (Project No. 91163) $58,240.25. The funding for the Second Amendment will be from the Public Works Department account for the Capital Improvement Program (Project No. 91812) $100,000 and (Project No. 91610) $75,000. All other subsequent contract amendments are subject to budget approval. There is no impact to the General Fund.
|
Contract Phase |
Authorized Amount |
Expended to Date |
|
Original Contract |
$ 74,000.00 |
$ 74,000.00 |
|
First Amendment |
$101,000.00 |
$101,000.00 |
|
Second Amendment (as proposed) |
$175,000.00 |
$ 0.00 |
|
Third Amendment (as proposed) |
$175,000.00 |
$ 0.00 |
|
Fourth Amendment (as proposed) |
$175,000.00 |
$ 0.00 |
|
Total |
$700,000.00 |
$175,000.00 |
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFRENCE
This project meets the Transportation Element of the City’s General Plan’s Circulation goal, Plan, develop and maintain a safe, barrier-free and efficient transportation system to provide the community with adequate present and future mobility.
Objective # 4.1.1: Provide for the safe and efficient movement of people, goods, and services and policy 4.1.1.a (1) Continue to identify and improve pedestrian crossings in areas of high pedestrian use where safety is an issue.
ENVIRONMENTAL REVIEW
In accordance with the California Environmental Quality Act (CEQA), this project is Categorically Exempt under the CEQA Guidelines Section 15301(c) - Existing Facilities and 15304(c) - Minor Alterations to Land In accordance with the National Environmental Policy Act, this project is a Categorical Exclusion under 23 Code of Federal Regulations 771.117(c): Activity (d)(2).
RECOMMENDATION
Amend a five-year contract by adding $175,000 per year for up to three more years for an amount not to exceed a total five-year expenditure of $700,000, subject to budget approval, to Ray’s Electric for on-call traffic signal services.
Respectfully submitted,
Liam Garland, Acting Public Works Director
By,
Shahram Aghamir, City Engineer
Financial Impact section reviewed,
Elena Adair
Exhibits:
1. Original Contract
2. First Amendment
3. Second Amendment