HomeMy WebLinkAboutAGENDA REPORT 2004 1006 CC REG ITEM 10DTO:
FROM:
DATE:
SUBJECT:
DISCUSSION
M t0•"n.
CITY OF MOORPARK, CALIFORNIA
City Council Meeting
Of
MOORPARK CITY COUNCIL BY
AGENDA REPORT
The Honorable City Council
Kenneth C. Gilbert, Director of Public Works
September 23, 2004 (Council Meeting 10 -6 -04)
Consider Approval of a New Traffic Signal Maintenance
Services Agreement
A. Backqround
1. 1984 Agreement: In 1984 the City approved a Traffic Signal
Maintenance Agreement with Peek Traffic [then called Signal
Maintenance Inc.]. When the term of that agreement expired,
that agreement reverted to a month -to -month Agreement which
has extended through the present date.
2. New Specifications: A new set of Traffic Signal
Maintenance Specifications were developed by staff, to be
consistent with the standards and requirements commonly
required for Agreement traffic signal maintenance services.
In July of this year a copy of the new specifications were
provided to the City Council for review and comment.
3. Request for Proposals: A copy of the new Traffic Signal
Maintenance Specifications and a Request for Proposals
(RFP) was distributed to seven (7) known possible service
providers in this area.
4. Change of Ownership: It should be noted that in recent
weeks Peek Traffic was acquired by Republic Electric.
Republic Electric continued to provide the traffic
maintenance services previously provided by Peek Traffic.
B. Proposals
On September 13, 2004, Proposals were received from two (2)
firms, Republic Electric and Traffic Signal Maintenance Inc.
(TSM) .
Sig2004 rpt 0410
Traffic Signal Maintenance Services
October 6, 2004
Page 2
C. Qualifications
Staff has reviewed the two proposals and has determined that
both firms are qualified to provide the required services.
D. Scope of Services
The Agreement documents require the Contractor to provide for
the maintenance of seventeen (17) traffic signals, at the
intersections listed and depicted on the list and map attached
as Exhibit 1.
E. Routine Maintenance Cost
The amounts bid by each vendor for Routine Maintenance is as
follows:
Estimated Cost Per Year
Description Republic ($) TSM ($)
Rate per Signal per Month 85 84
Monthly Cost 1,445 1,428
Annual Cost 17,340 17,136
F. Extraordinary Maintenance Costs
In addition to the monthly service charge for Routine
Maintenance bid by each of the vendors, amounts were also
included in the proposals for providing Extraordinary
Maintenance Services. Those bid amounts were for additional
services listed in the following categories:
• Labor (per hour) ;
• Equipment (per trip);
• Material mark -up (percent);
• Loop Replacement (per job); and
• Controller cabinet rental (amount per month).
G. Comparison of Quoted Costs
A comparison of the rates quoted by the two vendors is set
forth in the charts attached as Exhibit 2. In those charts
staff has assigned estimated amounts to the number of hours,
number of trips, material mark -up costs, etc. for an average or
typical month. Those estimated amounts when applied to the
Sig2004 rpt 0410
Traffic Signal Maintenance Services
October 6, 2004
Page 3
rates quoted and multiplied by twelve (12), yield the estimated
total annual costs for Extraordinary Maintenance services. The
calculations listed in Exhibit 2 are summarized as follows:
Item
Service Change
Labor
Equipment
Material (not Shown)
Material Mark -up
Loop Replacement
Cabinet Rental
Estimated Cost Per Year
Republic
17,340
7,744
4,350
0
1,800 15%
3,320
1,200
Total 35,754
H. Comparison of Total Costs
TSM
17,136
9,370
16,328
0
2,160 18%
5,825
1,000
51,819
As you can see from the above analysis, although the monthly
services charge offered by TSM is one dollar per month per
traffic signal less than that offered by Republic, the rates
quoted for Extraordinary Maintenance services are considerably
higher, causing the estimated total annual cost of the services
to be provided by TSM to be much higher than Republic. For this
reason, it is recommended below that the City Council approve
the selection of Republic Electric.
I. Republic Electric
As mentioned above, Republic Electric recently acquired the
firm which had been providing traffic signal maintenance
services to the City [PEEK Signal]. Staff has been advised that
many of the same personnel will used to provide these services.
J. Term
The term of the subject Agreement shall extend to June 30,
2010. The Agreement may be extended by mutual consent of the
parties. In order to assure that the Agreement does not lapse
due to failure of the parties to take formal action to extend
it, Agreement language provides that if no action is taken by
the parties to extend or terminate the Agreement, subsequent to
June 2010 the term of the Agreement is deemed to be extended on
a month -to -month basis until such time formal written action is
taken to terminate or extend the Agreement.
K. Agreement / Specification
A copy of the Agreement and Specifications for Traffic Signal
Maintenance was previously distributed to the City Council in
June of this year.
Sig2004 rpt 0410
IG,13 3
Traffic Signal Maintenance Services
October 6, 2004
Page 4
STAFF RECONMNDATION
Authorize the City Manager to sign Agreement with Republic
Electric, to provide traffic signal maintenance services to the
City.
Sig2004 rpt 0410
,,,0324
Exhibit 1 (Page 1 of 2)
Signalized Intersections Maintained
by the City of Moorpark
No.
Signalized Intersections
1.
Campus Park Drive and Delfen Street
2.
Campus Park Drive and Collins Drive
3.
Los Angeles Ave. and Condor Drive
4.
Los Angeles Ave / High St. / Spring Road
5.
Spring Road / Flinn Avenue / Second Street
6.
Miller Parkway and Patriot Drive
7.
Spring Road and Peach Hill Road
8.
Miller Pkwy and Peach Hill Road
9.
Tierra Rejada Road and Sunset Valley Road
10.
Tierra Rejada Road / Miller Pkwy / Moorpark Road
11.
Tierra Rejada Road and Spring Road
12.
Tierra Rejada Road and Peach Hill Road
13.
Tierra Rejada Road and Walnut Creek Road
14.
Tierra Rejada Road and Mountain Meadow Drive
15.
Tierra Rejada Road and Mountain Trail Street
16.
Tierra Rejada Road and High School Entrance
17.
Tierra Rejada Road and Countrywood Drive
sig2004
000,325
Traffic Signal Locations
City of Moorpark
Exhibit 2
Bid
Results: Traffic Signal Maintenance
Page 1 of 2
[File
# bid signal mainteance]
Bidder » »>
Vendor]
Bid Opening: Name:
Engineer's Estimate
Republic Electric
September 14, 2004 Address:
7120 Redwood Blvd.
City, State:
Novato, CA 94945
Tel. No.:
415- 898 -8897
Contact Person:
James Wagner
Per Month
Unit Total ($) Total ($)
Unit Total ($)
Total ($)
Item Description Est Qty
Units
Cost ($
Per Month
Per Year
Cost ($)
Per Month
Per Year
Routine Maintenance
1
Monthly Serive Charge 17
Signals
90.00
1,530.00
18,360.00
85.00
1,445.00
17,340.00
Extraordinary
Maintenance
Labor (per Month)
Hrly Rate
Hrly Rate
2
Operations Superintendent 0.1667
Hrs
100.00
16.67
200.00
76.00
12.67
152.00
3
Engineering Tech 0.1667
Hrs
90.00
15.00
180.00
76.00
12.67
152.00
4
Leadman 1
Hrs
70.00
70.00
840.00
60.00
60.00
720.00
5
Traf Signal Tech -Field 1
Hrs
60.00
60.00
720.00
60.00
60.00
720.00
6
Traf Signal Tech -Lab I
Hrs
60.00
60.00
720.00
60.00
60.00
720.00
7
TrafSignalman 3
Hrs
60.00
180.00
2,160.00
55.00
165.00
1,980.00
8
Traf Signalman Laborer 5
Hrs
50.00
250.00
3,000.00
55.00
275.00
3,300.00
7,820.00
7,744.00
Equipment (per Mouth)
Per Trip Rate
Per Trip Rate
9
Vehicle 2
trips
50.00
100.00
1,200.00
20.00
40.00
480.00
10
Pick -up truck 2
trips
50.00
100.00
1,200.00
20.00
40.00
480.00
11
Utility Truck 2
trips
70.00
140.00
1,680.00
60.00
120.00
1,440.00
12
Service ladder truck 0
trips
100.00
0.00
0.00
0.00
0.00
0.00
13
Boom / Ladder truck 0
trips
100.00
0.00
0.00
0.00
0.00
0.00
14
Paint Rig Truck 0.0833
trips
100.00
8.33
100.00
50.00
4.17
50.00
15
Telsta Truck 0.0833
trips
152.00
12.67
152.00
75.00
6.25
75.00
16
Air compressor 2
trips
40.00
80.00
960.00
25.00
50.00
600.00
17
Water truck 0.0833
trips
100.00
8.33
100.00
25.00
2.08
25.00
18
Concrete saw 4
trips
100.00
400.00
4,800.00
25.00
100.00
1,200.00
10,192.00
4,350.00
Material Mark -up Cost / Mo Est Materials
/ Mo,
percent
percent
19
Material Cost Mark -up 1,000.00
$
0.10
100.00
1,200.00
0.15
150.00
1,800.00
Loop Installations (Cost / Mo)
20
1 to 4 loops 0.50
EA
700.00
350.00
4,200.00
350.00
175.00
2,100.00
21
5 to 12 loops 0.1667
EA
500.00
83.33
1,000.00
320.00
53.33
640.00
22
13 to 20 loops 0.0833
EA
400.00
33.33
400.00
300.00
25.00
300.00
23
over 20 loops 0.0833
EA
300.00
25.00
300.00
280.00
23.33
280.00
5,900.00
3,320.00
Rental Rates (Cost / Mo)
24
Controller Cabinet 0.1667
EA
1,000.00
166.67
2,000.00
600.00
100.00
1,200.00
Sub -Total Extraordinary Maintenance
2,259.33
27,112.00
1,534.50
18,414.00
Notes:
0.0833 times per month = 1 time per year
0.1667 times per month = 2 time per year
0.50 times per month = 6 time per year
Total
3,789.33
45,472.00
2,979.50
35,754.00
900,32
City of Moorpark
Exhibit 2
Bid Results: Traffic Signal Maintenance
Page 2 of 2
[File # bid signal mainteance]
Bidder » »>
Vendor 2
Bid Opening: Name:
Traffic Signal Maintenace
September 14, 2004 Address:
5455 8th Street,
#50
City, State:
Carpenteria, CA
93013
Tel. No.:
805- 684 -5054
Contact Person:
Rob Eaton
Per Month
Unit Total ($) Total ($)
Unit
Total ($) Total ($)
Item
Description Est Qty
Units
Cost ($)
Per Month
Per Year
Cost ($)
Per Month Per Year
Routine
Maintenance
1
Monthly Serive Charge 17
Signals
84.00
1,428.00
17,136.00
Extraordinary Maintenance
Labor (per Month)
Hrly Rate
2
Operations Superintendent 0.1667
Hrs
80.00
13.33
160.00
3
Engineering Tech 0.1667
Hrs
75.00
12.50
150.00
4
Leadman 1
Hrs
75.00
75.00
900.00
5
Traf Signal Tech -Field 1
Hrs
68.00
68.00
816.00
6
Traf Signal Tech -Lab 1
Hrs
68.00
68.00
816.00
7
Traf Signalman 3
Hrs
68.00
204.00
2,448.00
8
Traf Signalman Laborer 5
Hrs
68.00
340.00
4,080.00
9,370.00
Equipment (per Month)
Per Trip Rate
9
Vehicle 2
trips
18.40
36.80
441.60
10
Pick -up truck 2
trips
18.40
36.80
441.60
11
Utility Truck 2
trips
30.00
60.00
720.00
12
Service ladder truck 0
trips
50.00
0.00
0.00
13
Boom / Ladder truck 0
trips
50.00
0.00
0.00
14
Paint Rig Truck 0.0833
trips
75.00
6.25
75.00
15
Telsta Truck 0.0833
trips
50.00
4.17
50.00
16
Air compressor 2
trips
200.00
400.00
4,800.00
17
Water truck 0.0833
trips
200.00
16.67
200.00
18
Concrete saw 4
trips
200.00
800.00
9,600.00
16,328.20
Material Mark -up Cost 1 Mo Est Materials / Mo.
percent
19
Material Cost Mark -up ( 1,000.00
$
0.18
180.00
2,160.00
Loop Installations (Cost / Mo)
20
1 to 4 loops 0.50
EA
600.00
300.00
3,600.00
21
5 to 12 loops 0.1667
EA
575.00
95.83
1,150.00
22
13 to 20 loops 0.0833
EA
550.00
45.83
550.00
23
over 20 loops 0.0833
EA
525.00
43.75
525.00
5,825.00
Rental Rates (Cost / Mo)
24
Controller Cabinet 0.1667
EA
500.00
83.33
1,000.00
Sub -Total Extraordinary Maintenance
2,890.27
34,683.20
Notes:
0.0833 time per month = 1 time per year
0.1667 times per month = 2 time per year
0.50 times per month = 6 time per year
Total
4,318.27
51,819.20