HomeMy WebLinkAboutAgenda Report - June 19, 2013 C-13AGENDA ITEM C.13
CITY OF LODI
COUNCIL COMMUNICATION
• TM
AGENDA TITLE: Adopt Resolution Awarding Contract for 2013-2015 Traffic Signal Preventive
Maintenance and Repair Program to Aegis ITS, Inc., of Anaheim ($38,556) and
Authorizing Public Works Director to Execute Extensions
MEETING DATE: June 19, 2013
PREPARED BY: Public Works Director
RECOMMENDED ACTION: Adopt resolution awarding contract for 2013-2015 Traffic Signal
Preventive Maintenance and Repair Program to Aegis ITS, Inc., of
Anaheim, in the amount of $38,556, and authorizing Public Works
Director to execute extensions.
BACKGROUND INFORMATION: The contract includes providing preventive maintenance inspection
services for approximately 56 City -maintained traffic signal and/or
lighting systems. The specifications require the contractor to
provide signal maintenance inspections at 120 -day intervals and annually test the traffic signal conflict
monitors. The flashing beacon and lighted crosswalks will be inspected once per year. The contract also
includes an allocation for maintenance of the backplates (paint or replace, as needed).
The preventive maintenance inspections are intended to ensure the traffic signal systems are reliable and
to reduce both equipment failures and the City's exposure to liability claims. The current maintenance
contract will end on July 31, 2013.
Specifications for this project were approved on April 17, 2013. The City received the following two bids
for this project on May 15, 2013.
Bidder Location Bid
Engineer's Estimate $ 67,660
Aegis ITS Anaheim $ 38,556
Siemens West Sacramento $ 62,950
The contract contains an option to extend if mutually agreeable to the City and the contractor. Staff
recommends authorizing the Public Works Director to execute two two-year extensions to the contract
when it is in the best interest of the City to do so.
FISCAL IMPACT: Preventative maintenance of the City's traffic signal systems reduces the
City's exposure to liability claims.
FUNDING AVAILABLE: This project will funded y Measure K (325051).
Jordan yers
Deputy City Manager/Internalices Director
7cl
Ai "
F. Wally Sodelin
Public Works Director
Prepared by Sean Nathan, Associate Civil Engineer
cc: Associate Civil Engineer Nathan i Deputy Public Works Director — Utilities
City Engineer/Deputy Public Works Director '
APPROVED:
nradt Bartlam, City Manager
K:\WP\PROJECTS\SIGNALS\PreventiveMaintenance\2013\CAward.doc
6/11/2013
2013-2015 TRAFFIC SIGNAL PREVENTIVE
MAINTENANCE_ AND REPAIR PROGRAM CONTRACT
CITY OF LODI, CALIFORNIA
THIS CONTRACT made by and between the CITY OF LODI, State of California, herein referred
to as the "City," and AEGIS ITS, INC., herein referred to as the "Contractor."
WITNESSETH:
That the parties hereto have mutually covenanted and agreed, and by these presents do
covenant and agree with each other, as follows:
The complete Contract consists of the following documents which are incorporated herein by
this reference, to -wit:
Notice Inviting Bids
Information to Bidders
General Provisions
Special Provisions
Bid Proposal
Contract
Contract Bonds
Plans
The July 2002 Edition,
Standard Specifications,
State of California,
Business and Transportation Agency,
Department of Transportation
All of the above documents, sometimes hereinafter referred to as the "Contract Documents," are
intended to cooperate so that any work called for in one and not mentioned in the other is to be
executed the same as if mentioned in all said documents.
ARTICLE I - That for and in consideration of the payments and agreements hereinafter
mentioned, to be made and performed by the City and under the condition expressed in the two
bonds bearing even date with these presents and hereunto annexed, the Contractor agrees with
the City, at Contractor's cost and expense, to do all the work and furnish all the materials except
such as are mentioned in the specifications to be furnished by the City, necessary to construct
and complete in a good workmanlike and substantial manner and to the satisfaction of the City
the proposed improvements as shown and described in the Contract Documents which are
hereby made a part of the Contract.
ARTICLE II - The City hereby promises and agrees with the Contractor to employ, and does
hereby employ, the Contractor to provide all materials and services not supplied by the City and
to do the work according to the terms and conditions for the price herein, and hereby contacts
to pay the same as set forth in Section 5.600, "Measurement, Acceptance and Payment," of the
General Provisions, in the manner and upon the conditions above set forth; and the said parties
for themselves, their heirs, executors, administrators, successors and assigns, do hereby agree
to the full performance of the covenants herein contained.
ARTICLE III - The Contractor agrees to conform to the provisions of Chapter 1, Part 7, Division
2 of the Labor Code. The Contractor and any Subcontractor will pay the general prevailing
wage rate and other employer payments for health and welfare, pension, vacation, travel time,
and subsistence pay, apprenticeship or other training programs. The responsibility for
compliance with these Labor Code requirements is on the prime contractor.
ARTICLE IV - And the Contractor agrees to receive and accept the following prices as full
compensation for furnishing all materials and for doing all the work contemplated and embraced
CONTRACT.doc 1 05121/2013
in this agreement; also for all loss or damage arising out of the nature of the work aforesaid or
from the action of the elements, or from any unforeseen difficulties or obstructions which may
arise or be encountered in the prosecution of the work until its acceptance by the City, and for
all risks of every description connected with the work; also for all expenses incurred by or in
consequence of the suspension or discontinuance of work and for well and faithfully completing
the work, and the whole thereof, in the manner and according to the Plans and Contract
Documents and the requirements of the Engineer under them, to -wit:
The work consists of maintaining approximately 57 traffic signal and lighting systems (including
flashing beacons and lighted crosswalk), painting and repairing signal backplates, testing traffic
monitors, providing emergency response, and other incidental and related work as described in
the Specifications.
See Section 6-07 "Description of Bid Items" for additional information.
CONTRACT ITEMS
Bid
Total Price
Item
Description
Unit
Locations
Unit Price
Occurrences
(Locations x
Unit Price x
No.
Occurrences
1
Signal Preventive
INSP
52
$56.00
6
$17,472.00
Maintenance Inspections
2
Signal Conflict Monitor
CALIB.
52
$54.00
2
$5,616.00
Testing and Calibration
3
Flashing Beacon and Lighted
INSP
5
$40.00
2
$400.00
Crosswalk Inspections
4
Test Spare City -Owned
EA
8
$54.00
2
$864.00
Conflict Monitors
5
Paint Signal Backplates
EA
100
$50.00
N/A
$5,000.00
6
Replace Signal Backplates
EA
20
$75.00
N/A
$1,500.00
7
Emergency Crew Response
HR
24
$321.00
N/A
$7,704.00
TOTAL: $ 38,556.00
ARTICLE V - By my signature hereunder, as Contractor, I certify that I am aware of the
provisions of Section 3700 of the Labor Code, which requires every employer to be insured
against liability for workers' compensation or to undertake self-insurance in accordance with the
provisions of that code, and I will comply with such provisions before commencing the
performance of the work of this contract.
ARTICLE VI - It is further expressly agreed by and between the parties hereto that, should there
be any conflict between the terms of this instrument and the Bid Proposal of the Contractor,
then this instrument shall control and nothing herein shall be considered as an acceptance of
the said terms of said proposal conflicting herewith.
ARTICLE VII - The City is to furnish the necessary rights-of-way and easements and to
establish lines and grades for the work as specified under the Special Provisions. All labor or
materials not mentioned specifically as being done by the City will be supplied by the Contractor
to accomplish the work as outlined in the specifications.
CONTRACT.doc 2 05/21/2013
ARTICLE VIII - The Contractor agrees to commence work pursuant to this contract as directed
by the City during the 2013/14 AND 2014/15 fiscal years. The contract may be extended if
agreed upon by the Contractor and the City.
WHEN SIGNING THIS CONTRACT, THE CONTRACTOR AGREES THAT THE TIME OF
COMPLETION FOR THIS CONTRACT IS REASONABLE AND THE CONTRACTOR AGREES
TO PAY THE CITY LIQUIDATED DAMAGES AS SET FORTH IN SECTION 6-04.03 OF THE
SPECIAL PROVISIONS. CONTRACTOR AGREES THAT THIS AMOUNT MAY BE
DEDUCTED FROM THE AMOUNT DUE THE CONTRACTOR UNDER THE CONTRACT.
IN WITNESS WHEREOF, the parties to these presents have hereunto set their hands the year
and date written below.
CONTRACTOR: CITY OF LODI
By:
Konradt Bartlam
City Manager
By: Date:
Title
Attest
City Clerk
(CORPORATE SEAL) Approved As To Form
D. Stephen Sokvabauer
City Attorney
CONTRACT.doc 3 05/21/2013
RESOLUTION NO. 2013-109
A RESOLUTION OF THE LODI CITY COUNCIL AWARDING AND
AUTHORIZING THE CITY MANAGER TO EXECUTE CONTRACT
FOR 2013-2015 TRAFFIC SIGNAL PREVENTIVE MAINTENANCE
AND REPAIR PROGRAM, AND FURTHER AUTHORIZING THE
PUBLIC WORKS DIRECTOR TO EXECUTE EXTENSIONS
WHEREAS, in answer to notice duly published in accordance with law and the order of
this City Council, sealed bids were received and publicly opened on May 15, 2013, at
11:00 a.m., for the 2013-2015 Traffic Signal Preventive Maintenance and Repair Program,
described in the specifications therefore approved by the City Council on April 17, 2013; and
WHEREAS, said bids have been checked and tabulated and a report thereof filed with
the City Manager as follows:
Bidder
Bid
Aegis ITS
$38,556
Siemens
$62,950
WHEREAS, staff recommends awarding the contract for the 2013-2015 Traffic Signal
Preventive Maintenance and Repair Program to the low bidder, Aegis ITS, Inc., of Anaheim,
California, in the amount of $38,556.
NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby award
the contract for the 2013-2015 Traffic Signal Preventive Maintenance and Repair Program to
the low bidder, Aegis ITS, Inc., of Anaheim, California, in the amount of $38,556; and
BE IT FURTHER RESOLVED that the City Manager is hereby authorized to execute the
contract; and
BE IT FURTHER RESOLVED that the Public Works Director is hereby authorized to
execute two 2 -year extensions if in the best interests of the City.
Dated: June 19, 2013
------------------------------------------------------------------------
------------------------------------------------------------------------
I hereby certify that Resolution No. 2013-109 was passed and adopted by the City
Council of the City of Lodi in a regular meeting held June 19, 2013, by the following vote:
AYES: COUNCIL MEMBERS — Hansen, Johnson, Katzakian, and
Mayor Nakanishi
NOES: COUNCIL MEMBERS — None
ABSENT: COUNCIL MEMBERS — Mounce
ABSTAIN: COUNCIL MEMBERS — NoniZ)OHL
City Clerk
2013-109