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File #: 17-0908    Version: 1
Type: Agenda Item Status: Approved
File created: 8/11/2017 In control: Board of Supervisors
On agenda: 11/14/2017 Final action: 11/14/2017
Title: Community Development Services, Department of Transportation, recommending the Board approve and authorize the Chair to sign Agreement for Services 263-S1811 with Bear Electrical Solutions, Inc., to provide maintenance and repair services for traffic signals and associated equipment, with a not-to-exceed amount of $350,000 and a term effective upon execution by both parties and expiring three years thereafter. FUNDING: Road Fund (100% - State).
Attachments: 1. A - Approved Contract Routing Sheet 11-14-17, 2. B - Bear Electrical Agreement 263-S1811 11-14-17, 3. Executed Agreement 263-S1811

Title

Community Development Services, Department of Transportation, recommending the Board approve and authorize the Chair to sign Agreement for Services 263-S1811 with Bear Electrical Solutions, Inc., to provide maintenance and repair services for traffic signals and associated equipment, with a not-to-exceed amount of $350,000 and a term effective upon execution by both parties and expiring three years thereafter.

 

FUNDING:  Road Fund (100% - State).

Body

DEPARTMENT RECOMMENDATION

Community Development Services (CDS), Department of Transportation (Transportation), recommending the Board approve and authorize the Chair to sign Agreement for Services 263-S1811 (Agreement) with Bear Electrical Solutions, Inc. (Bear), to provide maintenance and repair services for traffic signals and associated equipment, with a not-to-exceed amount of $350,000 and a term effective upon execution by both parties and expiring three years thereafter.

 

Specialty Skills Finding

Transportation recommends the Board make findings, in accordance with County Ordinance Section 3.13.030, that it is more economical and feasible to engage an independent contractor to perform on-call and emergency maintenance and repair services for traffic signals and associated equipment, as Transportation does not have the trained personnel or equipment necessary to provide such services. 

 

DISCUSSION / BACKGROUND

Transportation is responsible for maintaining 51 traffic signals throughout El Dorado County. 

 

Selection Process

At the request of Transportation, the Procurement and Contracts Division of the Chief Administrative Office issued Request for Proposals (RFP) 18-939-009 for traffic signal maintenance and repair services.  Three qualified responses were received, with no local vendors represented as there are none in the area who can provide this type of service. 

 

An evaluation committee comprised of staff from Transportation and the California Department of Transportation reviewed the responses on the basis of qualifications of staff, references, experience, ability to comply with emergency response times and undertake the complete scope of services.  After careful review, the evaluation committee determined that Bear's proposal response best meets the needs of the County as outlined in the RFP.  The previous contract for such services was also awarded to Bear, with a term that expired in August 2017.   

 

The El Dorado County Employees Association, Local 1, has been informed of this proposed Agreement.

 

ALTERNATIVES

The Board could choose to not approve the proposed Agreement.  Transportation staff would make changes as recommended and return at a later date for approval.

 

OTHER DEPARTMENT / AGENCY INVOLVEMENT

County Counsel and Risk Management have approved the proposed Agreement.

 

CAO RECOMMENDATION

 It is recommended that the Board approve this item.

 

FINANCIAL IMPACT

There is no change to Net County Cost associated with this item.  Funding for this Agreement has been included in the Fiscal Year 2017/18 Transportation Budget and will be funded by the Road Fund.  Funding for work in future fiscal years will be included in Transportation’s ongoing annual budgets.

 

CLERK OF THE BOARD FOLLOW UP ACTIONS

1) Clerk of the Board will obtain the Chair's signature on two (2) original copies of the Agreement.

2) Clerk of the Board will forward one (1) signed original copy of the Agreement to CDS, Administration and Finance Division, Contracts and Procurement Unit, for further processing.

 

STRATEGIC PLAN COMPONENT

Infrastructure

 

CONTACT

Rafael Martinez, Director

Community Development Services, Department of Transportation