Agenda Item Wording:
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Street Light On Call Contract - Authorize the City Manager to award an annual contract for On-Call Electrical Services for Street Light Repairs to A-C Electric Company of Visalia for an amount not to exceed $160,000 per year, with an option to renew annually for up to four (4) additional one-year terms.
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Deadline for Action: 12/4/2023
Submitting Department: Public Works
Contact Name and Phone Number:
Nick Bartsch, Public Works Director, nick.bartsch@visalia.city, 713-4052
Department Recommendation:
Staff recommends that Council authorize the City Manager to award an annual contract for RFB 22-23-71 - On-Call Electrical Services for Street Light Repairs to A-C Electric Company of Visalia, CA for an amount not to exceed $160,000 per year, with an option to renew annually for up to four (4) additional one-year terms.
Background Discussion:
The Traffic Safety Division provides routine maintenance and supporting operation of approximately 2,000 overhead streetlights throughout the City. However, in the event of knock downs or damage, the City does not own the necessary and appropriate equipment to lift light poles into place, or to construct new pole foundations when required.
In October 2023, Staff solicited RFB 22-23-71 for On-Call Electrical Services for Street Light Repairs. This contract augments the Traffic Safety operation by providing effective, appropriate repair services for street lighting and electrical disturbances in the public right of way in emergency traffic-safety situations. This work generally takes place after the initial response of the City’s public emergency response services, and the accident site has been cleared by staff. The City maintains a limited supply of light poles and street lighting equipment, and this contract also requires the contractor to maintain a certain supply of standard replacement equipment to facilitate prompt repair or replacement of damaged property. Traditionally, the City has bid this work in conjunction with repairs to traffic signals, but with the historically limited number of bidders interested, or capable, of working on the complexities of traffic signals, staff separated these contracts in hopes of attracting more bidders that may be interested/capable of repairing street lights alone.
On November 9, 2023, bids were received and publicly opened, with only one bid received. The bid received was submitted from A-C Electric Company of Visalia, CA.
A-C Electric’s bid was submitted on time and met all the RFB’s requirements. A-C Electric has performed numerous projects for the City of Visalia and was the holder of the prior contract before its expiration earlier this year.
Fiscal Impact:
Funding for these services is budgeted within the Traffic Safety Maintenance Division (3126) in the approximate amount of $130,000. The bid amount was based on various items and estimated quantities to establish unit pricing that can be used as issues arise. While the total bid amount of $891,450 is much higher than the amount budgeted under this account, not all items of work will be performed every year, or necessarily in the quantities estimated. The nature of this contract is unpredictable and is traditionally utilized in response to traffic accidents. When applicable, restitution will be sought to cover the cost of the repairs. Ultimately, the unit prices for individual items of work will be utilized and billed accordingly for work that is performed. Based on historical expenditures, a contract not to exceed $160,000 per year is being requested. Any expenditures exceeding the budgeted $130,000 are anticipated to come from separately budgeted and related capital improvement projects (CIP). Staff will address any budget shortfall within the fiscal year if such occurs.
Prior Council Action:
09/04/2018
Authorize the City Manager to award an annual contract for RFB 17-18-64, On Call Emergency Electrical Services for Traffic Signals and Street Light Repair.
Alternatives:
Reject all bids. City Staff would then be responsible for repair/replacement, rental of equipment, and purchasing additional materials needed for repairs on an emergency basis, taking away from daily routine maintenance duties.
Recommended Motion (and Alternative Motions if expected):
recommendation
I move to authorize the City Manager to award an annual contract for RFB 22-23-71 - On Call Electrical Services for Street Light Repairs to A-C Electric Company of Visalia, CA for an amount not to exceed $160,000 per year, with an option to renew annually for up to four (4) additional one-year terms
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Attachments:
RFB 22-23-71
Bid Summary
Contract