HomeMy WebLinkAboutCC Resolution 14301 (On-Call Traffic Signal Maintenance Agr)RESOLUTION NO. 14301
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL
AUTHORIZING THE CITY MANAGER TO EXECUTE AN AMENDMENT TO THE
ON-CALL TRAFFIC SIGNAL MAINTENANCE AND REPAIR AGREEMENT WITH DC
ELECTRIC GROUP, INC. TO INCREASE THE MAXIMUM ANNUAL NOT -TO -
EXCEED AMOUNT BY $80,000, INCREASING THE TOTAL NOT -TO -EXCEED
AMOUNT TO $206,969 ANNUALLY
WHEREAS, on October 15, 2013, pursuant to City Council resolution, the City
entered into an "Agreement for Traffic Signal Preventive Maintenance and Repair" with DC
Electric Group, Inc. (DC Electric) to perform on-call services City-wide for a term expiring on
June 30, 2015, in an amount not -to -exceed $126,969 annually on a fiscal year basis (the
"Agreement"), with the option of renewing the Agreement for up to three subsequent two-year
terms; and
WHEREAS, the Agreement was renewed in June, 2015 for a two-year term ending
June 30, 2017; and
WHEREAS, over the past year, DC Electric has responded to an increased number of
unanticipated calls at City -maintained traffic intersections including a high number of collision -
related repairs, new signals that have been installed in the City's traffic signal system requiring
both new routine maintenance and emergency work performed by DC Electric, and an increase in
Underground Service Alert (USA) marking requests from contractors wanting to do work within
the public right-of-way; and
WHEREAS, for the current Agreement year (July 1, 2016 to June 30, 2017), staff
anticipates that the maximum contract amount will be reached in March or April, and has
estimated that an additional amount, not -to -exceed $80,000, will be needed for services for the
remainder of the Agreement year; and
WHEREAS, if the Agreement is renewed for subsequent two-year terms, staff predicts a
similar level of needed maintenance and repairs from DC Electric and has estimated that an
annual not -to -exceed amount of $206,969 will be required for any such extension terms; and
WHEREAS, funds in the amount of $80,000 will be appropriated from Gas Tax Fund
206 to cover the increased Agreement costs;
NOW, THEREFORE, BE IT RESOLVED that the City Council hereby approves and
authorizes the City Manager to execute an amendment to the Agreement with DC Electric Group,
in the form attached hereto as Exhibit "A" and incorporated herein by reference, subject to final
approval as to form by the City Attorney, to increase the annual not -to -exceed amount of
$126,969 by an additional amount not to exceed $80,000, for a total annual Agreement cost not
to exceed $206,969 for the current two-year Agreement term and for any subsequent renewals of
the Agreement.
BE IT FURTHER RESOLVED that the Director of Public Works is hereby
authorized to take any and all such actions and make changes as may be necessary to
accomplish the purpose of this resolution.
I, ESTHER C. BEIRNE, Clerk of the City of San Rafael, hereby certify that the
foregoing resolution was duly and regularly introduced and adopted at a regular meeting of the
City Council of said City held on Monday, the 3rd day of April, 2017 by the following vote, to
wit:
AYES: COUNCILMEMBERS: Bushey, Gamblin, McCullough & Mayor Phillips
NOES: COUNCILMEMBERS: None
ABSENT: COUNCILMEMBERS: Colin
ESTHER C. BEIRNE, City Clerk
File No.: 18.04.01.21
AMENDMENT TO TRAFFIC SIGNAL PREVENTIVE MAINTENANCE AND REPAIR
AGREEMENT WITH DC ELECTRIC GROUP, INC. TO INCREASE THE TOTAL
ANNUAL NOT -TO -EXCEED AMOUNT BY $80,000, TO $206,969
This Amendment to "Traffic Signal Preventive Maintenance and Repair Agreement"
("Amendment") is entered into as of the 3 day of WrL , 2017, by and
between the CITY OF SAN RAFAEL (hereinafter "CITY"), and DC ELECTRIC GROUP,
INC., a corporation (hereinafter "CONTRACTOR).
RECITALS
WHEREAS, on October 15, 2013 CITY and CONTRACTOR entered into an on-call
"Agreement for Traffic Signal Preventive Maintenance and Repair" for a term expiring on June
30, 2015, in an amount not -to -exceed $126,969 annually (the "Agreement"); and
WHEREAS, the Agreement included authorization for its renewal for up to three
additional two-year terms; and
WHEREAS, in June 2015, the Agreement was renewed for a first two-year renewal term
that will expire on June 30, 2017; and
WHEREAS, during the current Agreement term, and on an ongoing basis for any future
renewals of the Agreement, CITY has an increased need for traffic signal maintenance and
repair services, and desires CONTRACTOR to perform this additional work under the
Agreement;
AMENDMENT TO AGREEMENT
NOW, THEREFORE, the parties hereby amend the Agreement between the parties as
follows:
Section IV of the Agreement, entitled "The Contract Sum" is hereby amended to
include an additional amount of compensation to CONTRACTOR in the sum of $80,000
annually, thereby increasing the total contract compensation to an annual not -to -exceed amount
of $206,969, effective as of the 2016-2017 fiscal year.
2. Except as specifically amended herein, all of the other provisions, terms and
obligations of the Agreement between the parties shall remain valid and shall be in force after
this amendment.
IN WITNESS WHEREOF, the parties have executed this Amendment as of the day,
month, and year first above written.
CITY OF SAN RAFAEL
J S HUTZ, City a ager
ATTEST:
ESTHER C. BEIRNE, City Clerk
APPROVED AS TO FORM:
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ROBERT F. EPSTEIN, ty A rney
DC ELECTRIC GROUP, INC.
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DC ELECTRIC GROUP, INC.
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RECEDED
. APR ® 6 2017
ELECTRIC PUBLIC WORKS DEPT
Group, Inc. CITY OF SAN RAFAfi
LETTER OF TRANSMITTAL
TO: Stephanie Gindlesperger
City of San Rafael
Department of Public Works
111 Morphew St.
San Rafael, CA 94915
WE ARE SENDING YOU:
DATE: April 5, 2017
PROJECT NAME: Traffic Signal Maintenance —
Amendment
PROJECT NO.:
RE: Contract
Attached x UPS Overnight Faxed Hand Delivered
x Contracts Change Order Specs Samples
Drawings Plans Letter x Documents
Copies Date No. Description
3 Traffic Signal Maintenance Contract Amendment
1 Certificates of Insurance
REMARKS:
4
Hi Stephanie,
Enclosed are the (3) originals of the TS Maintenance contract amendment and current COI. If you
have any questions or need anything else, just let me know.
Thanks,
Shannon
Signed:
P.O. Box 7525, Cotati, CA 94931 (707) 992-0141 Office (888) 525-8419 Fax License# 949931
CONTRACT ROUTING FORM
INSTRUCTIONS: Use this cover sheet to circulate all contracts for review and approval in the order shown below.
TO BE COMPLETED BY INITIATING DEPARTMENT PROJECT MANAGER:
Contracting Department: Public Works
Project Manager: Stephanie Gindlesperger
Extension: 3454
Contractor Name: DC Electric Group, Inc.
Contractor's Contact: Don Caramagno
Contact's Email: don@dcelectricgroup.com
❑ FPPC: Check if Contractor/Consultant must file Form 700
Step
RESPONSIBLE
DESCRIPTION
COMPLETED
REVIEWER
DEPARTMENT
Date of Council approval
DATE
Check/Initial
1
Project Manager
a. Email PINS Introductory Notice to Contractor
N/A
® SG
5
Project Manager
Forward signed original agreements to City
3/14/2017
® SG
b. Email contract (in Word) & attachments to City
® SG
6
City Attorney
Atty c/o Laraine.Gittens@cityofsanrafael.org
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2
City Attorney
a. Review, revise, and comment on draft agreement
3/15/2017
® LAG
7
City Attorney
and return to Project Manager
3/15/2017
® LAG
b. Confirm insurance requirements, create Job on
/
8
City Manager/ Mayor
PINS, send PINS insurance notice to contractor
G I
3
Project Manager
Forward at least two originals of final agreement to
3/16/2017
® SG
contractor for their signature
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4
Project Manager
When necessary, * contractor -sieved agreement
❑ N/A
agendized for Council approval
® SG
*PSA > $20,000; or Purchase > $35,000; or
Or
Public Works Contract > $125,000
4/3/2017
Date of Council approval
PRINT
CONTINUE ROUTING PROCESS WITH HARD COPY
5
Project Manager
Forward signed original agreements to City
4/6/2017
® SG
Attorney with printed copy of this routing form
6
City Attorney
Review and approve hard copy of signed
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agreement
7
City Attorney
Review and approve insurance in PINS and , and
bonds (for Public Works Contracts)
/
8
City Manager/ Mayor
Agreement executed by Council authorized official
G I
9
City Clerk
Attest signatures, retains original agreement and
forwards copies to Project Manager
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