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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTIOIt1 D ! r::.. ;'.! '\ )
U f\ i U i \i 1\ t
From: Ken Fischer, Director
Subject: Resolution of the Mayor and
Common Council of the City of San
Bernardino authorizing the execution of an
Amendment and issuance of a new
Contract Purchase Order in the amount of
$86,000 to Smithson Electric Incorporated
pursuant to Section 3.04010 B-3 of the
Municipal Code for additional loop
replacement services, labor, and materials
utilized by the Public Services Department,
Street Division.
Dept: Public Services
Date: October 28, 2008
Meeting Date: November 3, 2008
Synopsis of Previous Council Action:
September 2, 2008 - Resolution No 2008-349- Council authorized the execution of an amendment
and issuance of a Contract Purchase Order in the amount of $90,730 by exercising its first year option
with Smithson Electric Incorporated for loop replacement services, labor, and materials utilized by the
Public Services Department.
Recommended Motion:
1) Authorize the Director of Finance to amend the FY 08-09 Budget in order to create a new project
number for (Routine Loop Replacement Services) and transfer $86,000 from Account Number 129-
367-5504-7541 (Del Rosa/Highland Ave.) into Account Number 129-367-5504-XXXX (Routine Loop
Replacement Services).
2) Adopt Resolution.
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Signature
Contact person: Ken Fischer, Director
Phone:
5140
Supporting data attached:
Staff Report, Resolution, Amendment
and Attachment "1 and 2"
Ward: All
FUNDING REQUIREMENTS:
Amount:
$86,000
Source:
"See Staff Report"
Finance:
Council Notes:
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Agenda Item No. 2 ~
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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Staff Report
Subject:
Resolution of the Mayor and Common Council of the City of San Bernardino authorizing
the execution of an Amendment and issuance of a new Contract Purchase Order in the
amount of $86,000 to Smithson Electric Incorporated for additional loop replacement
services, labor, and materials utilized by the Public Services Department, Street Division.
Background:
The Public Services Department maintains all traffic loops in the City. There are two types
of traffic loops in the City's road system. The first type is the pre-warning loops placed in
the road system approximately 300 feet ahead of a traffic signal. As traffic passes over the
pre-warning loop, a signal is sent through the loop to the traffic controller notifying the
traffic signal controller of approaching traffic. Regular loops are also placed in the road
system approximately 100 feet from the intersection. As traffic passes over a regular loop
and stops at a red light, a signal is sent through the traffic loop to the traffic controller,
identifying traffic stopped at an intersection. These loop signals notify the traffic controller
of stopped vehicles so the signal can be activated to cycle and reduce the waiting time of
vehicles at an intersection. Both types of loops cost $215 to install (See Attachment "1 ").
In September 2007, notices inviting quotes for loops were sent to three (3) qualified
vendors. Smithson Electric Incorporated was the lowest quote. On October 15, 2007,
Council authorized the execution of an agreement and issuance of a Purchase Order with
two one-year extensions at the City's option with Smithson Electric Incorporated per
Resolution 2007-426. On September 2, 2008, Council authorized the execution of an
amendment and issuance of a Contract Purchase Order in the amount of $90,730. With
Council approval staff exercised the first year option with Smithson Electric Incorporated
for loop replacement services, labor, and materials utilized by the Public Services
Department per Resolution No. 2008-349.
After the approval of the contract extension, staff discovered several other traffic loops that
need to be repaired, but are not part of a Capital Improvement Project. Since the City
already has a contract for traffic loop repairs, staff recommends approval of a contract
amendment and issuance of a secolJd purchase order for $86,000 that will be used for
traffic loop repairs citywide that are not part of a Capital Improvement Project. $78,690 will
be used to replace 366 damaged loops and $7,310 will be set aside for approximately 34
loops that will be used for future loop repairs for the remaining FY 08-09 (Attachment "2").
Financial Impact:
Staff will utilize project savings from FY 08-09 Capital Improvement Program (CIP)
Account Number 129-367-5504-7541 (Del Rosa/Highland Ave.) and transfer $86,000 into
Account Number 129-367-5504-XXXX (Routine Loop Replacement Services). This was a
landscape maintenance project that did not materialize due to the developer dropping the
project therefore creating savings.
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Staff Report-Continued
Recommendation:
1) Authorize the Director of Finance to amend the FY 08-09 CIP Budget to add project number
for "Routine Loop Replacement Services" and transfer $86,000 from Account Number 129-367-
5504-7541 (Del Rosa/Highland Ave.) into Account Number 129-367-5504-XXXX (Routine Loop
Replacement Services).
2) Adopt Resolution.
RESOLUTION NO.
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RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO AUTHORIZING THE EXECUTION OF AN AMENDMENT AND
ISSUANCE OF A NEW CONTRACT PURCHASE ORDER IN THE AMOUNT OF
$86,000 TO SMITHSON ELECTRIC INCORPORATED FOR ADDITIONAL LOOP
REPLACEMENT SERVICES, LABOR, AND MATERIALS UTILIZED BY THE
PUBLIC SERVICES DEPARTMENT, STREET DIVISION.
WHEREAS, On October 15, 2007 the City of San Bernardino ("City") and
Smithson Electric Incorporated entered into an Agreement for the purchase of loop
replacement services, and
WHEREAS, it is the desire of City and vendor to amend the Agreement to
provide for the receipt of additional services therefore, and
WHEREAS, Contractor has an outstanding Purchase Order (No. 09-077) with
the City, and it is desired that a new Purchase Order be issued for the additional
services to be provided under the amended Agreement.
NOW THEREFORE BE IT RESOLVED BY THE MAYOR AND COMMON
COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS:
SECTION 1. The City Manager of the City of San Bernardino is hereby
authorized to execute on behalf of said City an Amendment to the Agreement between
the City of San Bernardino and Smithson Electric Incorporated. A copy of the
Amendment is attached hereto, marked as Exhibit "A", and incorporated herein by this
reference as fully set forth at length.
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SECTION 2. The Director of Finance or his/her designee is hereby authorized
to issue a new Contract Purchase Order to Smithson Electric Incorporated in the not to
exceed amount of $86,000.
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RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO AUTHORIZING THE EXECUTION OF AN AMENDMENT AND
ISSUANCE OF A NEW CONTRACT PURCHASE ORDER IN THE AMOUNT OF
$86,000 TO SMITHSON ELECTRIC INCORPORATED FOR ADDITIONAL LOOP
REPLACEMENT SERVICES, LABOR, AND MATERIALS UTILIZED BY THE
PUBLIC SERVICES DEPARTMENT, STREET DIVISION.
SECTION 3. The Contract Purchase Order shall reference this Resolution No.
and shall read, "Smithson Electric Incorporated for additional loop
replacement services, labor, and materials in the not to exceed amount of $86,000"
and shall incorporate the terms and conditions of the agreement.
SECTION 4. The authorization to execute the above referenced new Contract
Purchase Order and Amendment is rescinded if it is not executed within sixty (60)
days of the passage of this resolution.
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RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO AUTHORIZING THE EXECUTION OF AN AMENDMENT AND
ISSUANCE OF A NEW CONTRACT PURCHASE ORDER IN THE AMOUNT OF
$86,000 TO SMITHSON ELECTRIC INCORPORATED FOR ADDITIONAL LOOP
REPLACEMENT SERVICES, LABOR, AND MATERIALS UTILIZED BY THE
PUBLIC SERVICES DEPARTMENT, STREET DIVISION.
I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the
Mayor and Common Council of the City of San Bernardino at a
meeting thereof, held on the
, 2008, by the
day of
following vote, to wit:
10 Council Members:
AYES
NAYS
ABSTAIN ABSENT
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ESTRADA
BAXTER
BRINKER
DERRY
KELLEY
JOHNSON
MCCAMMACK
Rachel G. Clark, City Clerk
The foregoing resolution is hereby approved this
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day of
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By:. ., , i- po "-.,-~
I ames F. Periman
( / City Attorney
Patrick J. Morris, Mayor
City of San Bernardino
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AMENDMENT NO.1 TO VENDOR SERVICE AGREEMENT
SMITHSON ELECTRIC INCORPORATED
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This Amendment No.1 to Agreement is entered into this _ day of November
2008, by and between Smithson Electric Incorporated ("VENDOR") and the City of
San Bernardino ("CITY" or "San Bernardino").
RECITALS
A. October 15, 2007 Smithson Electric Incorporated and the City of San Bernardino
entered into a Vendor Service Agreement ("Agreement") for loop replacement
services, labor, and materials in the amount of $36,550 with two (2) one-year
extensions at the City's option to be utilized by the Public Services Department per
Resolution No. 2007-426.
B. On September 2, 2008, City exercised its first one-year extension of the Agreement in
the amount of$90,730, per Resolution No. 2008-349.
C. Subsequent to date of exercise of the first one-year extension and prior to date for
exercise of the second one-year extension, City and Vendor desire to amend the
Agreement to include the provision of services described in Attachment "2" hereto at
the cost set forth in Attachment I: Attachments I and 2 are incorporated herein by this
reference as through fully set forth at length.
Now therefore, the Agreement is hereby amended as follows:
In consideration of the mutual promises contained in the Vendor Service Agreement,
the parties agree as follows:
1. To paragraph I, "scope of services," is added: and as set forth in Attachment
"2" to the Amendment No. I to the Agreement.
2. Paragraph 2 (a) of Agreement is amended to read: For the services delineated
above, the CITY, upon presentation of an invoice, shall pay the VENDOR $215.00
per loop up to the amount of $86,000 for loop replacement services, labor, and
materials, all as set forth in Attachment "I" to Amendment NO.1 to the Agreement.
3. All other provisions ofthe Agreement are reaffirmed as originally stated.
Exhibit "A"
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AMENDMENT NO.1 TO VENDOR SERVICE AGREEMENT
SMITHSON ELECTRIC INCORPORATED
IN WITNESS THEREOF, the parties hereto have executed the Agreement on the day and
date first above written.
Dated:
,2008
SMITHSON ELECTRIC INCORPORATED
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ATTEST:
By:
,2008
CITY OF SAN BERNARDINO
By: City Manager
19 Rachel Clark, City Clerk
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James F. Penman
City Attorney
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Exhibit "A"
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AMENDMENT NO.1 TO VENDOR SERVICE AGREEMENT
SMITHSON ELECTRIC INCORPORATED
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This Amendment No.1 to Agreement is entered into this _ day of November
2008, by and between Smithson Electric Incorporated ("VENDOR") and the City of
San Bernardino ("CITY" or "S:m Bernardino").
RECITALS
A. October 15, 2007 Smithson Electric Incorporated and the City of San Bernardino
entered into a Vendor Service Agreement ("Agreement") for loop replacement
services, labor, and materials in the amount of $36,550 with two (2) one-year
extensions at the City's option to be utilized by the Public Services Department per
Resolution No. 2007-426.
B. On September 2, 2008, City exercised its first one-year extension of the Agreement in
the amount of $90,730, per Resolution No. 2008-349.
C. Subsequent to date of exercise of the first one-year extension and prior to date for
exercise of the second one-year extension, City and Vendor desire to amend the
Agreement to include the provision of services described in Attachment "2" hereto at
the cost set forth in Attachment I: Attachments I and 2 are incorporated herein by this
reference as through fully set forth at length.
Now therefore, the Agreement is hereby amended as follows:
In consideration of the mutual promises contained in the Vendor Service Agreement,
the parties agree as follows:
1. To paragraph I, "scope of services," is added: and as set forth in Attachment
"2" to the Amendment No.1 to the Agreement.
2. Paragraph 2 (a) of Agreement is amended to read: For the services delineated
above, the CITY, upon presentation of an invoice, shall pay the VENDOR $215.00
per loop up to the amount of $86,000 for loop replacement services, labor, and
materials, all as set forth in Attachment "1" to Amendment No.1 to the Agreement.
3. All other provisions of the Agreement are reaffirmed as originally stated.
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AMENDMENT NO.1 TO VENDOR SERVICE AGREEMENT
SMITHSON ELECTRIC INCORPORATED
IN :iITNESS THEREOF, the parties hereto have executed the Agreement on the day and
date first above written.
Dated:
SMITHSON ELECTRIC INCORPORA.TED
,2008
By:
Dated:
CITY OF SAN BERNARDINO
,2008
By: City Manager
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ATTACHMENT "1"
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SMITHSON ELECTRIC, INC.
SPECIAUZING INTRAFFJCSIGNALS
Contr. Lic#614518
September 25, 2007
City of San Bernardino
300 North "D" Street
San Bemardino, CA 92418
SENT VIA FAX
909-384-5190
Attention: Javier
RE: Traffic Loop Detectors City-wide Maintenance Contract
Smithson Electric, Inc. 'would like to renew oW" maintenance contract with the
City of San Bernardino. Due to iising labor, fuel and material costs we must
request a price increase to $215.00 per-traffic loop. We would also like to request
that this price be considered for a two-vear J)eri~d With an option to renew with a
5% increase at the time.
We appreciate the opportunity of working with yaW" city.
Regards,
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Marija Fudge, Contracts Administrator
Smithson Electric, Inc.
cc: File
1938 E. KatellaAve., Orange, CA92B67-5109 . Ofllce: 714-997-9556 . Fax: 714-997-9559
Smithson Electric Incorporated
Additional Loops Needed Citywide
Attachment "2"
Ward Location Number of Loops Cost
1 E Mill 51. and N. Watenman Ave.
1 South Bound 7 $1.505
1 E Rlalto Ave. and N Watenman Ave.
1 South Bound 6 $1,290
1 E Rialto Ave. and N 5ierra Way
1 West Bound 2 $430
1 W Rialto Ave. and N "K" 51.
1 East Bound 4 $860
1 E 3rd and N Del Rosa
1 East Bound 10 $2,150
1 North Bound 10 $2,150
1 South Bound 10 $2,150
1 West Bound 10 $2,150
1 E 3rd and N Tiooecanoe Ave.
1 South Bound 10 $2,150
1 E 3rd and N Watenman Ave.
1 South Bound 10 $2,150
1 5th 51. and Victoria Ave.
1 North Bound 6 $1,290
1 E 5th 51. and N Watenman Ave.
1 North Bound 10 $2.150
1 South Bound 10 $2.150
1 E 9th 51. and N Waterman Ave.
1 South Bound 10 $2,150
1 E Baseline 51. and N Del Rosa Ave
1 East Bound 10 $2,150
1 West Bound 10 $2,150
1 North Bound 6 $1,290
1 Baseline and Del Rosa Dr.
1 South Bound 10 $2,150
1 North Bound 4 $860
1 West Bound 10 $2,150
2 E Baseline 51. and N Crestview Ave.
2 North Bound 3 $645
2 W BaselineSI. and N "E" 51.
2 South Bound 9 $1,935
2 North Bound 9 $1.935
2 West Bound 6 $1,290
2 East Bound 6 $1,290
2 Hiohland Ave. and Lincoln
2 North Bound 5 $1,075
2 South Bound 5 $1,075
2 W Hiohland Ave. and N "G" 5t
2 South Bound 5 $1,075
2 North Bound 5 $1,075
Smithson Electric Incorporated
Additional Loops Needed Citywide
Ward Location Number of Loops Cost
3 Hunts Ln and Club Center Dr.
3 South Bound 10 $2,150
3 North Bound 10 $2,150
3 West Bound 6 $1,290
3 Redlands Blvd. and Club Wav
3 North Bound 6 $1,290
3 East Bound 10 $2,150
3 Redlands Blvd, and Hunts Ln.
3 West Bound 8 $1,720
3 Fairwav and "E" SI.
3 East Bound 6 $1,290
4 E Hiahland Ave, and N Palm Ave.
4 East Bound 10 $2,150
4 Highland Ave, and Boulder
4 South Bound 4 $860
4 E 40th SI. and N Sierra Wav
4 North Bound 2 $430
4 W 40th and N MI. View
4 South Bound 1 $215
5 N Kendall Dr, and N "F" SI.
5 Front from housina 4 $860
5 N Kendall Dr. and LI. Mountain Dr.
5 West Bound 9 $1,935
5 University Pkwv and N State SI.
5 North Bound 13 $2,795
5 West Bound 6 $1,290
6 W Mill SI. and PeoDer Ave,
6 East Bound 6 $1,290
6 Mill and Eucalvotus
6 East Bound 6 $1,290
6 Kendall Dr. and N Palm
6 North Bound 8 $1,720
7 E Date SI. and N Del Rosa
7 South Bound 1 $215
7 E Highland Ave. and N Del Rosa Ave,
7 West Bound 4 $860
7 East Bound 4 $860
7 North Bound 6 $1,290
7 Pumalo and Del Rosa
7 South Bound 8 $1,720
All Miscellaneous LODDS 34 $7,310
Totals 400 $86,000