REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
June 11, 2024
FROM
NOEL CASTILLO, Director, Department of Public Works - Transportation
SUBJECT
Title
Contract with Bear Electrical Solutions, Inc., for Traffic Signal Maintenance Services
End
RECOMMENDATION(S)
Recommendation
Approve a contract with Bear Electrical Solutions, Inc., for Countywide Traffic Signal Maintenance in the annual not-to-exceed amount of $424,600, for a total of $2,123,000 for the five-year period of July 1, 2024, through June 30, 2029.
(Presenter: Noel Castillo, Director, 387-7906)
Body
COUNTY AND CHIEF EXECUTIVE OFFICER GOALS & OBJECTIVES
Operate in a Fiscally Responsible and Business-Like Manner.
Provide for the Safety, Health and Social Service Needs of County Residents.
FINANCIAL IMPACT
Approval of this item will not result in the use of Discretionary General Funding (Net County Cost). The cost to maintain the traffic signals, streetlights, in-ground flashing lights and flashing beacons (collectively referred to in this item as Traffic Signal Maintenance) will be funded by Gas Tax revenue. The cost of this contract shall not exceed $424,600 per year for a total not-to-exceed amount of $2,123,000 for the five-year term. Sufficient appropriation and revenue have been included in the Department of Public Works’ (Department) 2024-25 recommended budget for Road Operations (6650002000 H14093) and will be included in future recommended budgets.
BACKGROUND INFORMATION
The Department is responsible for countywide traffic signal maintenance on highways identified in the County Maintained Road System. The existing traffic signal maintenance contract, approved by the Board of Supervisors (Board) on June 11, 2019 (Item No. 47), is set to expire on June 30, 2024. Approval of this item will award a new five-year contract for the traffic signal maintenance of 96 signalized intersections, 37 yellow flashing light/safety light and in-ground flashing light locations and 36 street light locations. Twenty-two of the 96 signalized intersections are shared with other municipalities. The County will be reimbursed by the other agencies, through existing agreements, for the fair share of costs at these locations. The traffic signal maintenance contract will allow for both routine and non-routine/emergency maintenance.
Routine maintenance will occur every other month and includes inspection at every signalized intersection at a fixed cost. Routine maintenance includes tasks such as checking lamps, inspecting wires, connections, and terminals, examining signal heads for cracks or rust, and evaluating attachment hardware for signs of wear, looseness, or corrosion. Non-routine maintenance will be charged at an agreed rate for labor, equipment, and materials. Non-routine maintenance includes repairs of signal malfunctions, changes and/or damage to traffic signals, streetlights, or yellow flashing beacons due to vandalism, traffic accidents, relocations, wind damage and/or power outages. The contract term will begin on July 1, 2024, and end June 30, 2029, unless terminated earlier pursuant to the terms of the contract.
This item supports the goal of operating in a fiscally-responsible and business-like manner because it will result in a more cost-effective approach in ensuring that traffic signals remain operational.
PROCUREMENT
The Board approved the contract specifications for future countywide traffic signal maintenance services, as signed and sealed by a registered civil engineer, on April 23, 2024 (Item No.46) and authorized the Director of the Department to advertise for competitive bids.
A Request for Proposals (RFP) for Traffic Signal Maintenance was advertised and released on the County Electronic Procurement Network (ePro) on Thursday, May 2, 2024, as Bid No. PWG124-TRANS-5418.
On May 17, 2024, the following bids were received:
|
Contractor |
Total Annual Bid |
|
Bear Electrical Solutions Inc. |
$ 424,600 |
|
Yunex LLC |
$ 433,647 |
|
St. Francis LLC |
$ 439,951 |
|
Crosstown Electrical & Data |
$ 459,971 |
The Department reviewed the bids received and determined that each was responsive. The Department is recommending the Board award the contract to Bear Electrical Solutions, Inc., the lowest responsive and responsible bidder. No appeal/protest letters were received.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Aaron Gest, Deputy County Counsel, 387-5455) on May 20, 2024; Purchasing (Jason Cloninger, Lead Buyer, 387-0321) on May 20, 2024; Finance (Jessica Trillo, Administrative Analyst, 387-4222) on May 22, 2024; and County Finance and Administration (Paloma Hernandez-Barker, Deputy Executive Officer, 387-5423) on May 24, 2024.