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HomeMy WebLinkAboutPW Traffic Signal Preventive Maintenance & Repair Program 2009-11CTM oF� Agenda Item No: 15 Meeting Date: July 6, 2009 SAN RAFAEL CITY COUNCIL AGENDA REPORT Department: Public Works Prepared by: Director of Public Works (LINI) City Manager Approval: T File No.: 18.04.01.13 SUBJECT: REPORT OF BID OPENING AND RESOLUTION AWARDING THE CONTRACT FOR TRAFFIC SIGNAL PREVENTIVE MAINTENANCE AND REPAIR PROGRAM 2009/2011; PROJECT NO. 001-44-33001-9231 TO REPUBLIC INTELLIGENT TRANSPORTATION SERVICES, INC. IN THE AMOUNT OF $48,000 ANNUALLY (BID OPENING HELD JUNE 23RD, 2009). RECOMMENDATION: Staff recommends that the City Council adopt the resolution awarding the contract to Republic Intelligent Transportation Services, Inc. ("Republic ITS, Inc.") in the amount of $48,000 annually for two years. BACKGROUND: The City of San Rafael has 86 signalized intersections. Because of current traffic conditions in the City and the need for absolute dependability of the traffic signal system, a well maintained traffic signal system is essential. In 2002, the City Council approved resolution number 11004 awarding a contract to Republic ITS, Inc. to perform traffic signal preventive maintenance and repair for each of the City maintained traffic signals. This contract was extended a total of 3 times, with each extension issued for a two-year period. The maximum number of extensions allowed on the original contract has been reached. After June 30, 2009, the contract with Republic ITS, Inc. will end. The maintenance program includes quarterly, semi-annual and annual inspections, preventive maintenance and repairs. The contractor is required to respond to traffic signal repair calls within thirty (30) minutes on weekdays between 7:00 AM and 6:00 PM and within sixty (60) minutes after hours (6:01 PM to 6:59 AM weekdays, weekends and holidays). ANALYSIS: Staff prepared reports and specifications and advertised the project for sealed bids on June 9, 2009. The bids were opened on June 23, 2009, at 2:30 PM. The only bidder was Republic ITS, Inc. Their bid was reviewed and staff confirmed that they have met all the bid requirements and that the bid price is within industry standards. FOR CITY CLERK ONLY File No.: Zi —/-6,/ / Council Meeting: Disposition: efsot- U 71 oij .Vt 0-193 r�� t�'� SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2 The Engineer's Estimate was $55,000 and the following summarizes the bid received from Republic ITS, Inc.: ITEM NO. ITEM UNIT ITEM QTY UNIT PRICE TOTAL 1 Quarterly Routine Maintenance Costs for 86 Intersections 4 Quarters $9,000 $36,000 ..T ...... ..... - ......._. __................_........_..._....._._.... ...... ........ .... .... . Semi - 2 Semi -Annual Routine Maintenance Costs for 86 Intersections 2 Annual $2,000 $4,000 Periods _ ........ -...... ... _....... .._........... ........__..... _.......... _..._........ . .......... -_ __....... _....-................. ...... _...... f._.... 3 Annual Routine Maintenance Costs for 86 Intersections 1 Annually $8,000 $8,000 Annual Total $48,000.00 FISCAL IMPACT: Funding required for the project will be $48,000 annually. The contract period is July 1, 2009 to June 30, 2011. $120,000 will be budgeted for each fiscal year. Remaining funds will be used for emergency one time non -contract work such as signal knock downs and controller replacement. Funding for the project is budgeted. We therefore request that the Council approve $48,000 for the fiscal year of 2009/2010 and fiscal year of 2010/2011 for the project, from the following funding source: Source Amount Note(s) Traffic Signal and Lighting Operations $48,000 Budget Total Available Funds $48,000 If the contract is awarded, up to three subsequent two year term contract extensions can be awarded at the same costs listed above with adjustments as warranted by the consumer price index (CPI). Staff will request funding allocations prior to issuance of the contract extensions. OPTIONS: The Council can choose not to award the contract and direct Staff to rebid the project. ACTION REQUIRED: Adopt Resolution awarding the contract to Republic ITS, Inc. in the amount of $48,000 annually. Enclosures (2) 1. Resolution 2. Agreement � _.1 � ^"� RESOLUTION NO. 12782 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL AWARDING A CONTRACT FOR TRAFFIC SIGNAL PREVENTIVE MAINTENANCE AND REPAIR PROGRAM 2009/2011, PROJECT NO. 001-44-33001-9231, TO REPUBLIC INTELLIGENT TRANSPORTATION SERVICES, INC., IN THE AMOUNT OF $48,000.00 ANNUALLY (BID OPENING HELD JUNE 23RD, 2009) WHEREAS, on the 9th day of June, 2009, pursuant to due and legal notice published in the manner provided by law, inviting sealed bids or proposals for the work hereinafter mentioned, as more fully appears from the Affidavit of Publication thereof on file in the office of the City Clerk of the City of San Rafael, California, the City Clerk of said City did publicly open, examine, and declare all sealed bids or proposals for doing the following work in said City, to wit: "TRAFFIC SIGNAL PREVENTIVE MAINTENANCE AND REPAIR PROGRAM 2009/2011" PROJECT NO. 001-44-33001-9231 In accordance with the plans and specifications therefore on file in the office of said City Clerk; and WHEREAS, the bid of Republic Intelligent Transportation Services, Inc. ("Republic ITS, Inc."), at the unit prices stated in its bid was and is the lowest and best bid for said work and said bidder is the lowest responsible and qualified bidder. NOW, THEREFORE, BE IT RESOLVED by the Council of the City of San Rafael, that the bid of Republic ITS, Inc. is hereby accepted at said unit prices and that the contract for said work and improvements is hereby awarded to Republic ITS, Inc. IT IS FURTHER ORDERED AND RESOLVED that the Mayor and the City Clerk of said City be authorized and directed to execute a contract with Republic ITS, Inc., in a form approved by the City Attorney, for said work and to return the bidders bond upon the execution of said contract. RESOLVED, FURTHER, that the Council does hereby authorize the City Manager 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 Council of said City held on the 6"' day of July, 2009 by the following vote, to wit: AYES: COUNCILMEMBERS: Brockbank, Connolly, Heller, Miller & Mayor Boro NOES: COUNCILMEMBERS: None ABSENT: COUNCILMEMBERS: None ESTHER C. BEIRNE, City Clerk File No.: 18.04.01.13 City of San Rafael • California Form of Contract Agreement for TRAFFIC SIGNAL PREVENTIVE MAINTENANCE AND REPAIR PROGRAM 2009/2011 PROJECT NO. 001-44-33001-9231 This Agreement is made and entered into this 6`h day of July, 2009 by and between the City of San Rafael (hereinafter called City) and Republic Intelligent Transportation Systems, Inc. (hereinafter called Contractor). Witnesseth, that the City and the Contractor, for the considerations hereinafter named, agree as follows: I - Scope of the Work The Contractor hereby agrees to furnish all of the materials and all of the equipment and labor necessary, and to perform all of the work shown on the plans and described in the specifications for the project entitled: Traffic Signal Preventive Maintenance and Repair Program 2009/2011, Project No. 001-44-3- 30-9231, all in accordance with the requirements and provisions of the Contract Documents as defined in the General Conditions which are hereby made a part of this Agreement. The liability insurance provided to City by Contractor under this contract shall be primary and excess of any other insurance available to the City. II - Time of Completion (a) The work to be performed under this Contract shall be commenced within FIVE (5) WORKING DAYS after the date of written notice by the City to the Contractor to proceed. (b) The work shall be completed between July 2009 and June 30, 2011, and after the date of such notice and with such extensions of time as are provided for in the General Conditions. (c) At the discretion of the City, this contract can be renewed for up to three subsequent two year terms at the same costs with adjustments as warranted by the consumer price index (CPI) and with Contractor consent. III - Liquidated Damages It is agreed that, if all the work required by the contract is not finished or completed within the specified time limits as set forth in the Special Provisions, damage will be sustained by the City, and that it is and will be impracticable and extremely difficult to ascertain and determine the actual damage which the City will sustain in the event of and by reason of such delay; and it is therefore agreed that the Contractor will pay to the City, the sum of $500 per hour, as specified in the Special Provisions; and the Contractor agrees to pay said liquidated damages herein provided for, and further agrees that the City may deduct the amount thereof from any moneys due or that may become due the Contractor under the contract. IV - The Contract Sum The City shall pay to the Contractor for the performance of the Contract the amounts determined for the total number of each of the units of work in the following schedule completed at the unit price stated. The number of units contained in this schedule is approximate only, and the final payment shall be made for the actual number of units that are incorporated in or made necessary by the work covered by the Contract. ITEM UNIT ITEM NO. ITEM QTY UNIT PRICE TOTAL 1 Quarterly Routine Maintenance Costs for 86 Intersections ............... _.. _.. ..............._..�............... 4 Quarters $9,000.00 $36,000.00 2 Semi -Annual Routine Maintenance Costs for 86 2 Semi -Annual __.... ...... ... $2,000.00 . $4,000.00 Intersections Periods 3 Annual Routine Maintenance Costs for 86 Intersections 1 Annually $8,000.00 $8,000.00 Annual Total $48,000.00 Page 1 V - Payments The Contractor shall bill the City monthly for routine preventive maintenance and as performed for all other work. VI - Acceptance and Final Payment (a) Upon receipt of written notice that the work is ready for final inspection and acceptance, the Engineer shall within 5 days make such inspection. (b) Before final payment is due, the Contractor shall submit evidence satisfactory to the Engineer that all payrolls, material bills, and other indebtedness connected with work have been paid, except that in case of disputed indebtedness or liens the Contractor may submit in lieu of evidence of payment a surety bond satisfactory to the City guaranteeing payment of all such disputed amounts when adjudicated in cases where such payment has not already been guaranteed by surety bond. (c) The making and acceptance of the final payment shall constitute a waiver of all claims by the City, other than those arising from any of the following: (1) unsettled liens; (2) faulty work appearing within twelve (12) months after final payment; (3) requirements of the specifications; or (4) manufacturers' guarantees. It shall also constitute a waiver of all claims by the Contractor, except those previously made and still unsettled. (d) If after the work has been substantially completed, full completion thereof is materially delayed through no fault of the Contractor, and the Engineer so certifies, the City shall, upon certificate of the Engineer, and without terminating the Contract, make payment of the balance due for that portion of the work fully completed and accepted. Such payment shall be made under the terms and conditions governing final payment, except that it shall not constitute a waiver of claims. IN WITNESS WHEREOF, City and Contractor have caused their authorized representatives to execute this Agreement the day and year first written above. ATTEST: sf A n . aer Jc<.- - Esther C. Beirne City Clerk APPROVED AS TO FORM: Robert F. Epstein City Attorney CITY OF SAN RAFAEL: .j Albert oro Mayor CONTRACTOR: for�� V—es:2 W:c ;, LA L I -TS Page 2 _ r� `� 1 � `� ACORD,. CERTIFICATE OF LIABILITY INSURANCE 1 DATE PRODUCER THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION Woodruff -Sawyer & Co. ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE 88 Rowland Way, Suite 180 HOLDER. THIS CERTIFICATE DOES NOT AMEND EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POL CIES BELOW. Novato, CA 94945 (415) 878-2460 INSURERS AFFORDING COVERAGE NAIC # INSURED INSURER A: Everest National Insurance Company 10120 Republic Intelligent Transportation Services, Inc. (dba) Republic ITS I INSURER B: Old Republic Insurance Companv 24147 37I Bel Marin Keys Blvd #200 Novato, CA 94949-5699 I INSURER C: INSURER D: I INSURER E COVERAGES THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR ADDU POLICYEFFECTIVE POLICY EXPIRATION I LIMITS LTR 1JSRnl TYPEOFINSURAN F POLICYNUMBER DATE IMMrDDIYYI DATE(MMIDDIM B GENERALAICG49560802 10/01/2008 10/01/2009 DEACH AMA E T D $ 1,000,000 X COMMERCIAL GENERAL LIABILITY CLAIMS MADE ❑X OCCUR GEN'L AGGREGATE LIMIT APPUES PER - 7 POLICY I --X I PFRO I ( I LOC B ! U'OMOBILELIABILnY X ANY AUTO ALL OWNED AUTOS SCHEDULEDAUTOS -X HIRED AUTOS X NON.OWNED AUTOS GARAGE LIABILITY ANY AUTO EXCESMMBRELLA LIABILITY A 7 OCCUR EICLAIMSMADE DEDUCTIBLE RETENTION $ WORKERS COMPENSATION AND B EMPLOYERS' LIABILITY ANY PROPRIETOR/PARTNER/EXECUTIVE OFFICER/MEMBEREXCLUDED7 II yyes, describe under SPECUIL PROVISIONS below OTHER AlCA49560802 7107000221081 Al CW49560803 I PREMISES (Ea omirmml $ 300,00 I MED EXP (Any one person) $ 5,000 PERSONAL d ADV INJURY $ 1,000,000 GENERAL AGGREGATE $ 2,000,000 1 PRODUCTS - COMP/OP AGG $ 2,000,000 10/01/2008 10/01/2009 eBBIINdEDSINGLE LIMIT $ 1,000,000 (EH BODILYINJURY $ (Per person) BODILY INJURY $ (Per accident) PROPERTYDAMAGE $ (PeraccWed) 10/01/2008 10/01/2009 10/01/2008 10/01/2009 I AUTO ONLY - EA ACCIDENT $ IOTHERTHAN EAACC $ AUTO ONLY: AGG $ EACH OCCURRENCE $ AGGREGATE $ I $ I $ $ WC STATU I IOTH ITR FR FL EACH ACCIDENT $ E.LDISEASE -EAEMPLOYEE $ E.L. DISEASE- POLICY LIMIT $ 5,000,000 5,000,000 1,000,000 1,000,000 1,000,000 DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES I EXCLUSIONS ADDED BY ENDORSEMENT 1 SPECIAL PROVISIONS THIS COI REVISES & REPLACES THE COI ISSUED ON 7/1/09 Traffic Signal Maintenance and Repair Program 2009/2011, Project # 001-44-33001-9231. The City of San Rafael its officers, agents & employees are named Additional Insured per form CG 20 10 1185 hereunder but only as respects liability arising out of the land and/or property and/or work described in the Public Works contract for the Traffic Signal Preventive Maintenance and Repair Program 2009/2011 between the City of San Rafael and Republic ITS for the work and the improvements described therein. Coverage is primary & non-contributory form CG EN GN 0029 09 06 attached. CERTIFICATE HOLDER City of San Rafael Department of Public Works 111 Morphew Street San Rafael, CA 94915-1560 I LOAN #: ACORD 25 (2001/08) ID #: CANCELLATION 10DavNotice for Non -Payment of Premium SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, THE ISSUING INSURER WILL iTr�S MAIL 30 DAYS WRITTEN NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT i�6)6IG3615#GaY,�fsXIX�4M�{d�Xr�icic(ifDYii�cXlJ��fi��7�i#.Xc�Xr�B7 AUTHORIZED REPRESENTATIVE 11:01910.0 © ACORD CORPORATION 1988 IMPORTANT If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). DISCLAIMER The Certificate of Insurance on the reverse side of this form does not constitute a contract between the issuing insurer(s), authorized representative or producer, and the certificate holder, nor does it affirmatively or negatively amend, extend or alter the coverage afforded by the policies listed thereon. ACORD 25 (2001108) POLICY NUMBER: AICG49560802 COMMERCIAL GENERAL LIABILITY NAMED INSURED: Republic Intelligent Transportation Services, Inc. (dba) Republic ITS THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. ADDITIONAL INSURED - OWNERS, LESSEES or CONTRACTORS [Form B] This endorsement modifies insurance provided under the following: COMMERCIAL GENERAL LIABILITY COVERAGE PART SCHEDULE Name of person or organization: Any person or organization to which you are obligated by virtue of a written contract to provide insurance such is afforded by this policy, but with respects to (1) occurrence taking place after such written contract has been executed and (2) occurrences resulting from work preformed by you during the policy period. Coverage provided by this policy to the Additional Insured(s) shown in the Schedule shall be primary insurance and any other insurance maintained by the Additional Insured(s) shall be excess and non-contributory, but only as respects any claim or liability determined to be the result of the sole negligence or responsibility of the Named Insured and only if required of the Named Insured by written contract. (if no entry appears above, information required to complete this endorsement will be shown in the Declarations as applicable to this endorsement.) WHO IS AN INSURED (Section II) Is amended to include as an insured the person or organization shown in the Schedule, but only with respect to liability arising out of "your work" for that insured by or for you. Name: City of San Rafael Department of Public Works Address; 111 Morphew Street San Rafael, CA 94915-1560 THIS COI REVISES & REPLACES THE COI ISSUED ON 7/1/09 Traffic Signal Maintenance and Repair Program 2009/2011, Project # 001-44-33001-9231. The City of San Rafael its officers, agents & employees are named Additional Insured per form CG 20 10 1185 hereunder but only as respects liability arising out of the land and/or property and/or work described in the Public Works contract for the Traffic Signal Preventive Maintenance and Repair Program 2009/2011 between the City of San Rafael and Republic ITS for the work and the improvements described therein. Coverage is primary & non-contributory form CG EN GN 0029 09 06 attached. Addditional Insured: The City of San Rafael its officers, agents & employees CG 20 10 1185 Copyright, Insurance Service Office, Inc., 1984 OLD REPUBLIC GENERAL INSURANCE CORPORATION CHANGES ADDITIONAL INSURED PRIMARY WORDING SCHEDULE THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. THIS ENDORSEMENT MODIFIES INSURANCE PROVIDED UNDER THE FOLLOWING: COMMERCIAL GENERAL LIABILITY COVERAGE FORM Name of Additional Insured Person(s) Location(s) of Covered Operations Or Organization(s): City of San Rafael Department of Public Works THIS COI REVISES & REPLACES THE COI ISSUED ON 7/1/09 111 Morphew Street Traffic Signal Maintenance and Repair Program 2009/2011, Project San Rafael, w reef 1560 # 001-44-33001-9231. The City of San Rafael its officers, agents & employees are named Additional Insured per form CG 20 10 1185 As required by written contract: hereunder but only as respects liability arising out of the land and/or property and/or work described in the Public Works contract for the Information required to complete this Schedule, if not shown above, will be shown in the Declarations. The insurance provided by this endorsement is primary insurance and we will not seek contribution from any other insurance of a like kind available to the person or organization shown in the schedule above unless the other insurance is provided by a contractor other than the person or organization shown in the schedule above for the same operation and job location. If so, we will share with that other insurance by the method described in paragraph 4.c. of Section IV — Commercial General Liability Conditions. All other terms and conditions remain unchanged. Named Insured Policy Number Policy Period Producer's Name: Producer Number. Republic Intelligent Transportation Services, Inc. (dba) Republic ITS A 1 CG49560802 10/01/2008 10/01/2009 AUTHORIZED REPRESENTATIVE Endorsement No. to Endorsement Effective Date: Addditional Insured: The City of San Rafael its officers, agents & employees CG EN GN 0029 09 06 07/02/2009 DATE CITY OF SAN RAFAEL ROUTING SLIP / APPROVAL FORM INSTRUCTIONS: USE THIS FORM WITH EACH SUBMITTAL OF A CONTRACT, AGREEMENT, ORDINANCE OR RESOLUTION BEFORE APPROVAL BY COUNCIL / AGENCY. SRRA / SRCC AGENDA ITEM NO. /S� DATE OF MEETING: 7/6/09 FROM: PARVIZ MOKHTARI, P.E. DEPARTMENT: PUBLIC WORKS DATE: 6/29/09 TITLE OF DOCUMENT: REPORT OF BID OPENING AND RESOLUTION AWARDING THE CONTRACT FOR TRAFFIC SIGNAL PREVENTIVE MAINTENANCE AND REPAIR PROGRAM 2009/2011; PROJECT NO. 001-44-33001-9231 TO REPUBLIC INTELLIGENT TRANSPORTATION SERVICES, INC. IN THE AMOUNT OF $48,000 ANNU LLY (BID OPENING HELD JUNE 23RD, 2009). Department Head (signature) *** *** (LOWER HALF OF FORM FOR APPROVALS ONLY) APPROED AS COUNCIL / AGENCY A EN A ITEM: M cit anager (signature) NOT APPROVED REMARKS: APPROVED AS TO FORM: Cc --7 , �A0� City Attorney (signature) File No.: 18.04.01.13