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    3.    
Finance Committee
Meeting Date: 11/30/2021  
FROM: Bill Gallardo

Subject:
Award Maintenance Agreement Traffic Signals and Controls Throughout the City of Brea
 
RECOMMENDATION
Award annual Signal Maintenance Agreement to Econolite Systems for the maintenance of traffic signal lights and controls throughout the City of Brea for a one-year period with the opportunity to renew the contract annually for an additional four years.
BACKGROUND/DISCUSSION
City of Brea currently has 54 signalized intersections throughout the City. Maintenance of these signals requires specialized training and equipment, which Public Works Department is not equipped to handle. Specifications for this contract call for extraordinary maintenance and repair of traffic signals, as well as a precise preventive maintenance schedule, which will help protect the City from any liability exposure.  Preventive maintenance includes monthly inspection of intersection signals, pedestrian crossings, and internal and external equipment operations.  Extraordinary maintenance includes signal malfunctions, emergency response, damaged lights and poles, and equipment repairs or replacement. 
 
The current maintenance agreement is with Econolite Systems, who has provided signal maintenance for the City of Brea for over 15 years.  The City of Brea currently pays $3,116.25 per month for routine maintenance. Their contract is set to expire on December 31, 2021.
 
On October 21, 2021, a Request for Proposal (RFP) was posted to Ciplist.com.  An RFP process was used in order to select a contractor based on additional qualifications, such as: ability to perform the work in a safe and timely manner; quality of crews and equipment; past experience; and ability to respond to as-needed emergency work.

Four contractors responded to the RFP on November 2, 2021.  Proposals were reviewed by staff to determine their capabilities of furnishing employees and equipment necessary to perform the work at a competitive price, meet City of Brea’s requirements for high-quality work, and responsiveness to production goals.
 

After review of the proposals and pricing, staff ranked the proposals as follows:
 
Contractor Routine
Econolite Systems $3,070.00
Yunex Traffic $3,095.00
Bear Electrical $3,610.00
CrossTown Electrical & Data $3,352.00

Staff found that all four contractors are capable of performing this service.  However, staff feels that Econolite Systems pricing is the most cost-effective for the needs of the City, and their references with other agencies were outstanding. In addition, Econolite has proven to be an exceptional service provider to City of Brea for the past 15 years and their staff is familiar with the City's signal system. Econolite Systems has provided quick responses to the City of Brea in the past on correcting timing issues and replacing damaged signal poles or traffic control equipment when needed. Tracking the repairs made to our signalized intersections is efficiently done through an online maintenance management module. For these reasons, staff recommends awarding the contract to Econolite Systems for the maintenance of traffic signals and controls at locations throughout the City.
SUMMARY/FISCAL IMPACT
Public Works Street Division budgets $115,000 per year for this service.  No additional appropriation is needed.
RESPECTFULLY SUBMITTED
William Gallardo, City Manager
Prepared by:  Will Wenz, Maintenance Superintendent
Concurrence:  Michael Ho, P.E., Acting Public Works Director
Attachments
Signal Maint Agreement

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