Item 14 - Award of Bids for Traffic Signal, Street Lighting and Communications System Maint.
TO:
FROM:
INITIATED BY:
DATE:
SUBJECT:
AGENDA REPORT SUMMARY
Honorable Mayor and Membe~ ~~e City Council
James L. Bowersox, City Man~ '
Jim Howell, Director of Public workUI
April 26, 2005 ,
Award of Bids for Traffic Signal, Street Lighting, and Communications Systems
Maintenance, Emergency Repairs, and Related Construction Services
ABSTRACT
The five cities of EI Cajon, La Mesa, Lemon Grove, Poway, and Santee jointly prepared bid specifications for
traffic signals, street lighting and communications systems maintenance, emergency repairs, and related
construction services. The bid specifications were specifically written in such a manner as to allow up to three
individual contracts to be awarded based on the aforementioned three categories.
Notice Inviting Bids was duly advertised and a pre-bid meeting was held on March 1,2005. The City of EI Cajon
(as Lead Agency) opened bids March 15, 2005. The bid awards are for one year with the option to renew by
mutual consent for four additional one-year terms. Republic Electric, Southwest Signal, and Econolite
responded with bids. Republic Electric is determined to be the lowest, best-qualified bidder for the traffic signals
and communication systems. Southwest Signal is determined to be the lowest, best-qualified bidder for the
street light maintenance.
ENVIRONMENTAL REVIEW
This item is not subject to CEQA review.
FISCAL IMPACT
Sufficient funds have been budgeted for Fiscal Year 2005/2006 in the Lighting District accounts 0470-4326 for
traffic signals and communication systems and 0470-4327 for street lighting. The City of Poway's portion of the
five-city contractual work, excluding emergency or related construction work, is estimated to be $58,629.76 for
street lighting, $56,512.51 for traffic signals, and $4,589.82 for communication systems, for a total of
$119,732.09 for the first year of the contract.
ADDITIONAL PUBLIC NOTIFICATION AND CORRESPONDENCE
Copies of this report have been mailed to Republic Electric, Southwest Traffic Signal Service, Inc., and Econolite
Traffic Engineering & Maintenance, Inc.
RECOMMENDATION
It is recommended that the City Council: 1) award the bid to Republic Electric for the traffic signals and
communication systems maintenance, emergency repairs, and related construction contract; 2) award the bid
to Southwest Traffic Signal Service, Inc. for the street light maintenance, emergency repairs, and related
construction contract; and 3) authorize staff to execute the contract documents.
ACTION
.
1of3 April 26, 2005 Item # /6f
CITY OF POWAY
AGENDA REPORT
This report is included on the Consent Calendar. There will be no separate discussion of the report prior to approval by the City Council unless members of the Council, staff
or public request it to be removed from the Consent Calendar and discussed separately. If you wish to have this report pulled for discussion, please fill out a slip indicating the
report number and give it to the City Clerk prior to the beginning of the City Council meeting.
TO:
INITIATED BY:
Honorable Mayor and Members of the City Council
James L. Bowersox, City Mana~
Jim Howell, Director of Public Wor s . .f1-/'
Dennis Quillen, Assistant Director 0 Pu lie Work~
Zoubir Ouadah, Senior Traffic Enginee
Pat Nelson, Assessment District Specia' t ~
April 26, 2005
FROM:
DATE:
SUBJECT:
Award of Bids for Traffic Signal, Street Lighting, and Communications Systems
Maintenance, Emergency Repairs, and Related Construction Services
BACKGROUND
During the past ten years, the City of Poway has been part of a joint, five-city traffic signal and street
lighting maintenance contract with EI Cajon, La Mesa, Lemon Grove, and Santee. The current five-
year contract is due to expire on June 30, 2005.
New solicitations for traffic signal, street lighting, and newly added communications systems
maintenance, emergency repairs, and related construction were advertised by EI Cajon, the Lead
Agency. A pre-bid conference was held at the City of EI Cajon on March 1, 2005.
The bid specifications requested that contractors submit separate bids for traffic signals, street
lights, and communication systems. Under the bid specifications, individual cities reserved the right
to award bids based on a best value evaluation with lowest bidder weighted at 60 percent. The
balance of the award was based on Technical Ability (20 percent), Capability (10 percent), Timely
Service based on references (5 percent), and Professionalism (5 percent).
FINDINGS
All bidders were required to indicate if their bid was for traffic signals, street lights, and/or
communication systems. Three bids were received, opened, and read on March 15, 2005 by the
City of EI Cajon's Purchasing Agent. The following bids are shown as inclusive for all five
participating cities and the City of Poway's portion of each bid:
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April 26, 2005 Item # 1'1
Agenda Report - Award of Bids for Traffic Signal, Street Light, Communication Systems Maintenance
April 26, 2005
Page 2
Republic Electric
T.f~
Street Lights
Communications Systems
Southwest Sional
Traffic Signals
Street Lights
Communications Systems
Econolite
Traffic Signals
Street Lights
Communication Systems
Entire Bid BVE Citv of Powav
$$17,664,50 9$,2 $56,512.51 Best BVE
$162,086.50 97.5
$ 25,8()().OO 97.7 $ 4,589,82 Best BVE
$408,480.00 79.75
$152,285.09 99.75 $58,629.76 Best BVE
No Bid
$426,222.60
$200,637.33
$ 31,304.00
66.05
66.05
76.05
Staff has determined that Republic Electric is the most responsive/responsible, low bidder for Traffic
Signals and Communication Systems maintenance, emergency repairs, and related construction.
Southwest Signal is determined to be the most responsive/responsible, low bidderfor Street Lighting
maintenance, emergency repairs, and related construction.
ENVIRONMENTAL REVIEW
This item is not subject to CEQA review.
FISCAL IMPACT
Sufficient funds have been budgeted for Fiscal Year 2005/2006 in the Lighting District accounts
0470-4316 for traffic signals and communication systems and 0470-4327 for street lighting. The City
of Poway's portion of the five-city contractual work, excluding emergency or related construction
work, is estimated to be $58,629.76 for street lighting, $56,512.51 for traffic signals, and $4,589.82
for communication systems, for a total of $119,732.09 for the first year of the contract.
ADDITIONAL PUBLIC NOTIFICATION AND CORRESPONDENCE
Copies of this report have been mailed to Republic Electric, Southwest Traffic Signal, Inc., and
Econolite Traffic Engineering & Maintenance, Inc.
RECOMMENDATION
It is recommended that the City Council: 1) award the bid to Republic Electric for the traffic signals
and communication systems maintenance, emergency repairs, and related construction contract; 2)
award the bid to Southwest Traffic Signal Service, Inc. for the street light maintenance, emergency
repairs, and related construction contract; and 3) authorize staff to execute the contract documents.
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30f3
April 26, 2005 Item # 14