To: Board of Supervisors
Department or Agency Name(s): Sonoma County Public Infrastructure
Staff Name and Phone Number: Johannes J. Hoevertsz, 707-565-2550
Vote Requirement: Majority
Supervisorial District(s): Countywide
Title:
Title
First Amendment to Agreement for Traffic Signal Maintenance and Emergency Repair Service and Resolution Approving Maintenance Agreement with State Department of Transportation (Caltrans) for the State Routes 121\116 Roundabout Project.
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Recommended Action:
Recommended action
A) Approve and authorize the Chair to execute a First Amendment to Agreement for Traffic Signal Maintenance and Emergency Repair Services with DC Electric Group, Inc., increasing the not-to-exceed contract maximum from $525,000 to $1,325,000 and extending the term from 3 years to 6 years, ending on June 30, 2026. (Countywide)
B) Adopt a Resolution approving a Maintenance Agreement with State Department of Transportation (Caltrans) for the State Routes 121/116 Roundabout Project. (District 1)
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Executive Summary:
Sonoma County Public Infrastructure (SPI) is requesting approval of an amendment to the Agreement for Traffic Signal Maintenance and Emergency Repair Services with DC Electric Group, Inc. for repair services to county-owned traffic signals, streetlights, pedestrian flashing beacons, and railroad crossing signals.
SPI’s inventory of traffic signals and streetlights has continued to grow over the last three years and SPI has an ongoing need for services to support our staff resources with 24 hour per day, 7 day per week maintenance and repair of these devices.
SPI is also requesting the Board adopt a Resolution approving a Maintenance Agreement with the State Department of Transportation (Caltrans) for the State Routes 121/116 Roundabout. The Maintenance Agreement was previously approved by the Board without a resolution. The Resolution is a requirement of Caltrans to execute the Maintenance Agreement.
Discussion:
SPI currently owns and operates forty-two (42) county-owned signalized intersections, one thousand and twenty-one (1,021) streetlights, and one (1) pedestrian activated flashing beacon. Over the next three years, SPI expects to add up to four new signalized intersections and many streetlights. SPI has an ongoing need to provide 24/7/365 emergency repair services and on call maintenance support to ensure public safety and mitigate risk to the county. To deliver these services, SPI recommends extending the current on call contract with DC Electric Group, Inc.
The original agreement was procured through a formal competitive process. In March 2020, TPW issued a Request for Proposals (RFP) for traffic signal maintenance and emergency repair services. The RFP was advertised in a newspaper of general circulation, and on the Purchasing Supplier Portal. In response to the RFP, one proposal was received, from DC Electric Group, Inc., and DC Electric was awarded the contract by the Board.
DC Electric has successfully worked closely with our Traffic Signal Maintenance staff over the past three years and has a record of providing excellent service. SPI recommends executing this contract amendment with DC Electric to extend the term for an additional three years and increase the maximum contract value to $1,325,000.
On March 21, 2023, your Board approved a Maintenance Agreement with Caltrans for the State Routes 121/116 Roundabout Project south of Sonoma in the Schellville area. That item did not include a resolution. A Board resolution is required by Caltrans to execute the Agreement.
Strategic Plan:
N/A
Racial Equity:
Was this item identified as an opportunity to apply the Racial Equity Toolkit?
No
Prior Board Actions:
June 2, 2020: Board approval of Agreement with DC Electric Group, Inc. for 3 years and $525,000
March 21, 2023: Board approved Maintenance Agreement with Caltrans for the State Route 121/116 Roundabout project
Fiscal Summary
|
Expenditures |
FY 23-24 Recommended |
FY24-25 Projected |
FY 25-26 Projected |
|
Budgeted Expenses |
$210,000 |
$240,000 |
$270,000 |
|
Additional Appropriation Requested |
|
|
|
|
Total Expenditures |
$210,000 |
$240,000 |
$270,000 |
|
Funding Sources |
|
|
|
|
General Fund/WA GF |
|
|
|
|
State/Federal |
|
|
|
|
Fees/Other |
$210,000 |
$240,000 |
$270,000 |
|
Use of Fund Balance |
|
|
|
|
Contingencies |
|
|
|
|
Total Sources |
$210,000 |
$240,000 |
$270,000 |
Narrative Explanation of Fiscal Impacts:
Appropriations for this contract have been included in the fiscal year 2023-24 Department Recommended Road Maintenance budget (11051-34010102). Pending Board approval, appropriations will be included in the Department’s fiscal year 2024-25 and 2025-26 budgets as they are developed. Sources of revenue for this contract include revenues distributed to local agencies by the State through SB1 and the Highway Users Tax Account (HUTA). SB1 and HUTA generate revenue through per-gallon excise taxes on gasoline and diesel fuel, sales taxes on gasoline and diesel fuel and registration taxes on motor vehicles.
Narrative Explanation of Staffing Impacts (If Required):
None.
Attachments:
Amendment
Resolution
Related Items “On File” with the Clerk of the Board:
June 2, 2020 Item #26 Approved Board Action and Executed Agreement
March 21, 2023 Item #9, State Routes 121/116 Roundabout project Maintenance Agreement and Exhibit, County Self Insurance letter