sr-021412-3jCity Council Meeting: February 14, 2012
Agenda Item: 3-1
To: Mayor and City Council
From: David Martin, Director, Planning & Community Development Department
Subject: Modification to Purchase Order for Traffic Signal Maintenance
Recommended Action
Staff recommends that the City Council approve a modification to purchase order.
#18599 -OF in the amount of $51,998.58 with Dynalectric, Inc., a Los Alamitos
California -based company, to provide traffic signal maintenance, repair, and installation
services. This will result in a new two -year total of $151,969.42.
Executive Summary
The City currently has a blanket purchase order with Dynalectric, Inc. in the amount of
$65,547 for traffic signal repair, maintenance, and construction. Staff is requesting an
increase to the existing blanket purchase order with Dynalectric. This increase would
result in purchase orders with Dynalectric for $151,969.42 in a two -year period, and
therefore requires Council authorization.
Background
On July 1, 2011, Blanket Purchase Order (BPO) number 18599 -OF was awarded to
Dynalectric, Inc. for up to $43,547. Since July 1, 2011 a number of traffic signal
maintenance, repair, and upgrade activities were performed by Dynalectric. This
includes costs of $41,010 for the construction of new left -turn signals at Colorado
Avenue /2 "d Street and Colorado Avenue /Main Street performed by Dynalectric in
October 2011. There was a strong desire to complete the new signal construction
quickly using approved City contractors, and therefore the project was completed using
BPO# 18599 -OF. At that time, there was $29,201.47 un -spent remaining in the existing
BPO, and staff requested an increase of $22,000 to BPO# 18599 -OF in order to cover
the costs of signal construction. This brought BPO# 18599 -OF to $65,547 for FY 2011-
2012, and a two -year total of $99,970.84.
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Additionally, in September 2011, traffic signal equipment at the intersection of Olympic
Boulevard /20th Street was damaged and required emergency repair. Again, in order to
complete critical repairs in a timely manner, the repair work was completed using BPO#
18599 -OF. The total cost for this repair work was $10,988.58.
Discussion
As of the date of this staff report, BPO# 18599 -OF is nearly exhausted, and the two -
year total is at $99,970.84. Any additional signal repair, maintenance, or installation will
exceed the available FY 2011 -2012 BPO and any increase to the BPO will require
Council action. Each year the Department's Traffic Signals Section issues a variety of
BPOs and encumbers funds for planned necessary expenditures related to traffic signal
upkeep, maintenance, and repair. Given the current BPO balance, staff needs to
ensure adequate available funding through the end of the fiscal year in order to respond
to any incidents or accidents that may damage traffic signal equipment and require
repair or maintenance outside of staff capabilities (e.g., equipment knock - downs).
In the case of the left -turn signals at Colorado Avenue /2 "d Street and Colorado
Avenue /Main Street, Planning and Community Development staff utilized the approved
BPO with Dynalectric in order to construct the improvements using approved City
contractors. This allowed construction of the improvements to be initiated quickly, and
construction was completed in approximately 10 days.
In the case of the emergency repair of traffic signal equipment on 20th Street near
Olympic Boulevard, this work was the result of damage to City equipment by a
contractor performing excavations in the immediate vicinity. City traffic signal and fiber
optic communications equipment were damaged and in -need of immediate repairs.
Therefore, PCD staff initiated repair activities using the PCD approved BPO with
Dynalectric, again using approved City contractors rather than initiate a new purchasing
process.
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Contractor /Consultant Selection
Contractors and suppliers who are issued BPOs are selected through the City's
approved purchasing process, where bids are solicited from a minimum of three bidders
for non - professional service agreements between $5,000 and $100,000. Dynalectric
was selected based on the City's best - bidder requirements, specifically due to their
expertise in the field of traffic signal maintenance, repair, and construction, their
examples of similar work performed in other jurisdictions, and the fact that the City had
used them for many years and have had outstanding results with their work and
response times. Furthermore, Dynalectric offered the best options in terms of labor and
equipment pricing. The services required for the two projects discussed in this report
were the types of services Dynalectric was selected to provide under BPO# 18599 -OF.
Financial Impacts & Budget Actions
The purchase order amendment to be awarded to Dynalectric, Inc. is $51,998.58, for a
new purchase order total of $117,545.58 for FY 2011 -12, and a two -year total of
$151,969.42. The purchase order costs will be charged to account 01416.566470.
Prepared by: Sam Morrissey, P.E., City Traffic Engineer
Approved:
D vid Martin
Director, Planning and Community
Development Department
t.,
Forwarded to Council:
Rod Gould
City Manager