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Agenda Item
ASR
Control 19-000907 |
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MEETING DATE: |
09/24/19 |
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legal entity taking action: |
Board of Supervisors |
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board of supervisors
district(s): |
All Districts |
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SUBMITTING
Agency/Department: |
OC Public Works
(Approved) |
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Department contact
person(s): |
Khalid Bazmi (714) 667-3213 |
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Nardy Khan (714) 647-3906 |
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Subject: Award Contract for Traffic
Signal Maintenance Services
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ceo CONCUR |
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Clerk of the Board |
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Concur |
No Legal Objection |
Discussion |
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3 Votes Board Majority |
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Budgeted: Yes |
Current Year Cost:
$243,750 |
Annual Cost:
FY 2020-21 $325,000 |
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Staffing Impact: |
No |
# of Positions:
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Sole Source:
N/A |
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Current Fiscal Year Revenue: N/A
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Prior Board Action: 8/5/2014
#17 |
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RECOMMENDED ACTION(S):
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1. |
Find that the project is categorically exempt from CEQA, Class 1, (Existing Facilities) pursuant to CEQA Guidelines, Section 15301. |
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2. |
Authorize the County Procurement Officer or authorized Deputy to execute a contract with Bear Electrical Solutions, Inc. for Traffic Signal Maintenance Services, effective October 1, 2019, through September 30, 2022, in a total amount not-to-exceed $975,000, for a contract term of three years with the option to renew for two additional one-year terms upon Board of Supervisors approval. |
SUMMARY:
Award of a contract to Bear Electrical Solutions, Inc. for Traffic Signal Maintenance Services will support essential traffic signal maintenance services and enhance public safety for intersections in the unincorporated areas of Orange County and John Wayne Airport.
BACKGROUND INFORMATION:
OC Public Works requires the use of contract services to provide required preventive and extraordinary maintenance to its traffic signal systems within the unincorporated areas of the County of Orange (County) and John Wayne Airport (JWA). These services are essential to support the proper and efficient operation of the County's traffic signal systems. JWA will reimburse OC Public Works for expenditures related to this contract.
On August 5, 2014, the Board of Supervisors (Board) approved a contract with Computer Service Company for Traffic Signal Maintenance Services (Services). The contract under which the Services have been provided is set to expire on September 30, 2019. The reason this item is being brought to the Board in less than the required 30 days prior to expiration is due to the extended lead time required to inventory and to integrate additional traffic control devices and highway lighting systems into the Signal Maintenance Program in order to establish quantities for bidding.
On August 7, 2019, OC Public Works
issued an Invitation for Bids (IFB) for Services through the County online
bidding system. On August 16, 2019, three bids were received and evaluated by
OC Public Works to determine if the submitted prices in the bids were fair and
reasonable (see Attachment B for the Bid Summary).
OC Public Works has conducted due diligence on Bear Electrical Solutions, Inc. (Contractor). Reference checks were satisfactory and completed with the City of Tustin, the City of Aliso Viejo and the City of Lake Forest regarding similar services. OC Public Works has verified there are no concerns that must be addressed with respect to Contractor’s ownership/name, litigation status or conflicts with County interests.
OC Public Works is recommending the Board approve Contract MA-080-20010291 (Contract) with the Contractor for a three-year term, effective October 1, 2019, through September 30, 2022, in a total amount not-to-exceed $975,000, with the option to renew for two additional one-year terms upon Board approval.
This Contract includes subcontractors. See Attachment C for information regarding subcontractors and Contract Summary Form.
In accordance with Section 3.3-102 of the County Contract Policy Manual, approval by the Board is required for all service contracts where, for any year of the contract, the annual value to any one contractor exceeds $100,000.
The funds listed below in the additional repair/extra work item column are to be expended on a time and materials basis only as payment for unforeseen emergency repairs or as extra work required to maintain public safety.
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Bear Electrical Solutions, Inc. |
Annual Preventive Maintenance Amount |
Additional Repair/ Extra Work Item Costs |
Total Annual Contract Amount |
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Year One 10/1/19-9/30/20 |
$69,876 |
$255,124 |
$325,000 |
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Year Two 10/1/20-9/30/21 |
$69,876 |
$255,124 |
$325,000 |
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Year Three 10/1/21-9/30/22 |
$69,876 |
$255,124 |
$325,000 |
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Total Contract Amount |
$209,628 |
$765,372 |
$975,000 |
Compliance with CEQA: The proposed project is categorically exempt (Class 1) from the provisions of CEQA pursuant to Section 15301, because it is a Contract for Services for existing County roads and facilities involving negligible or no expansion of existing use.
FINANCIAL IMPACT:
Appropriations for this Contract are included in the FY 2019-20 Budget for Fund 115, Road Fund, 90 percent and Fund 280, JWA, 10 percent and will be included in the budgeting process for future years.
The proposed Contract includes a provision stating the Contract is subject to, and contingent upon, applicable budgetary appropriations being approved by the Board for each fiscal year during the term of this Contract. If such appropriations are not approved, this Contract may be immediately terminated without penalty to the County.
STAFFING IMPACT:
N/A
ATTACHMENT(S):
Attachment A - Contract MA-080-20010291 with Bear
Electrical Solutions, Inc.
Attachment B - Bid Summary
Attachment C - Contract Summary Form