Title
Department of Transportation recommending the Board:
1) Find in accordance with Chapter 3.13, Section 3.13.030 of County Ordinance Code that it is appropriate to contract with Bear Electrical Solutions, Inc. for maintenance and repair of traffic signals and associated equipment because (B) “Specialty skills and qualifications not expressly identified in classifications are involved in the performance of the work," and (C) "the ongoing aggregate of the work is not sufficient to warrant the addition of permanent staff;" and
2) Approve and authorize the Chair to sign Agreement 5113 with Bear Electrical Solutions, Inc. to provide Countywide routine and on-call emergency signal maintenance on an as-needed basis, in an amount not-to-exceed of $350,000 for a term to become effective on November 14, 2020 and terminate on November 13, 2023.
FUNDING: Road Fund (100%).
Body
DISCUSSION / BACKGROUND
Department of Transportation, Maintenance and Operations (Transportation) is responsible for maintaining fifty-four (54) traffic signals throughout El Dorado County. The work to be performed under this Agreement consists of very specialized areas of knowledge and responsibility. County staff is utilized whenever possible to perform maintenance and repair of the traffic signals and associated equipment. When specialty skills are required or when the requirements of the work are beyond the maximum capacity of staff, the Contractor's staff will be utilized. Contractor will also provide and maintain emergency service response on a twenty-four (24) hour, seven (7) day per week basis, including holidays, utilizing a personnel hoist truck equipped with radio dispatch or cellular communications capabilities for County requested services.
Transportation recommends the Board make findings in accordance with County Ordinance Section 3.13.030 that contracting out for this Agreement is more economical and feasible due to the specialty skills and qualifications needed and the fact that the ongoing aggregate of the work to be performed is not sufficient to warrant the addition of permanent staff.
Selection Process
At the request of Transportation, the Procurement and Contracts Division of the Chief Administrative Office issued a Request for Proposals (RFP) 20-939-072 for traffic signal maintenance and repair services. Two (2) 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 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 Electrical Solutions, Inc. 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 Electrical Solutions, Inc., with a term that expires in November 2020.
The El Dorado County Employees Association, Local #1, was informed of the proposed Agreement.
ALTERNATIVES
The Board could choose to not approve the proposed Agreement. However, the current contract expires in November and Transportation would not have the necessary assistance for maintenance and service of the traffic signals which could result in public safety issues.
PRIOR BOARD ACTION
N/A
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel, Risk Management and Procurement and Contracts Division
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
The total amount for the agreement is $350,000, which is anticipated to provide for sufficient services over the three-year term. Funding for this Agreement has been included in the Fiscal Year 2020-21 Transportation, Maintenance and Operations budget and will be funded by the Road Fund. Funding for work in future fiscal years will be included in the Division'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) originals of the Agreement.
2) Clerk of the Board will forward one (1) signed copy of the Agreement to Chief Administrative Office, Procurement and Contracts Division, for further processing.
STRATEGIC PLAN COMPONENT
Infrastructure
CONTACT
Rafael Martinez, Director
Department of Transportation