Title
a. Approve Amendment No. 2 to Standard Agreement No. A-14553, Multi-Year Agreement #3200*4823, with Cal-West Lighting and Signal Maintenance, Inc. to provide traffic signal and lighting maintenance repair services for various locations within Monterey County, under Request for Proposals #10680, to extend the expiration date for one additional year through October 31, 2024, for a revised term of November 6, 2019 to October 31, 2024, and increase the not to exceed maximum by $150,000 to a total of $490,150; and
b. Authorize the Contracts & Purchasing Officer or their designee to execute Amendment No. 2 to Standard Agreement No. A-14553 and future amendments to the Agreement where the amendments do not significantly alter the scope of work or increase the approved Agreement amount.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
a. Approve Amendment No. 2 to Standard Agreement No. A-14553, Multi-Year Agreement #3200*4823, with Cal-West Lighting and Signal Maintenance, Inc. to provide traffic signal and lighting maintenance repair services for various locations within Monterey County, under Request for Proposals #10680, to extend the expiration date for one additional year through October 31, 2024, for a revised term of November 6, 2019 to October 31, 2024, and increase the not to exceed maximum by $150,000 to a total of $490,150; and
b. Authorize the Contracts & Purchasing Officer or their designee to execute Amendment No. 2 to Standard Agreement No. A-14553 and future amendments to the Agreement where the amendments do not significantly alter the scope of work or increase the approved Agreement amount.
SUMMARY/DISCUSSION:
The recommended actions would allow for the approval of Amendment No. 2 to Standard Agreement (SA) No. A-14553 with Cal-West Lighting and Signal Maintenance, Inc. (Cal-West) to extend the expiration date for one additional year through October 31, 2024, for a revised term of November 6, 2019 to October 31, 2024, and increase the not to exceed maximum by $150,000 to a total of $490,150, to allow for continued traffic signal and lighting maintenance repair services for various locations within Monterey County.
Cal-West was selected for their expertise and capabilities necessary to provide these services under a competitive selection process in accordance with County policies and State laws under Request for Proposals (RFP) #10680.
The County of Monterey’s Department of Public Works, Facilities and Parks (PWFP) has a need for continued traffic signal and lighting maintenance repair services and staff recommends that the County of Monterey Board of Supervisors approve the proposed Amendment No. 2 (Attachment A) to the SA. During the recent 2023 winter storms, there was a significant need for extraordinary traffic and lighting maintenance services. Amendment No. 2 will extend the expiration date for one additional year through October 31, 2024, for a revised term of November 6, 2019 to October 31, 2024, and increase the not to exceed amount by $150,000 ($38,076 for traffic signal maintenance and $111,924 for ordinary/extraordinary traffic and lighting maintenance), for a total not to exceed $490,150. This increase will allow PWFP to be prepared to respond to regular traffic signal maintenance and future ordinary/extraordinary traffic and lighting maintenance due to unforeseen emergencies.
Attachments B through E, provided for reference, include Amendment No. 1 to the SA, the SA, a summary of the SA and annual expenditures and balance of the SA to date.
OTHER AGENCY INVOLVEMENT:
The Office of the County Counsel and the Auditor-Controller’s Office have reviewed and approved Amendment No. 2 as to form and legality, and fiscal provisions, respectively.
FINANCING:
Costs associated with Amendment No. 2 are anticipated to be incurred over the next two (2) fiscal years (FY): 2023-24 and 2024-25, through October 31, 2024. The annual cost for regular traffic signal maintenance is $38,076. An additional $111,924 has been included for ordinary/extraordinary traffic and lighting maintenance work not included in regular maintenance. The Adopted Budget for FY 2023-24 includes sufficient appropriations in the Road Fund 002, Appropriation Unit PFP004 to cover costs related to Amendment No. 2. The amount required for FY 2024-25 will be included in that FY’s Recommended Budget.
BOARD OF SUPERVISORS STRATEGIC INITIATIVES:
The recommended action supports the Board of Supervisors’ Strategic Initiatives for Infrastructure and Public Safety as the services will help maintain and repair County traffic signal and lighting infrastructure and promote public safety at signalized County roads and intersections.
__ Economic Development
__ Administration
__ Health and Human Services
X Infrastructure
X Public Safety
Prepared by: Chad Alinio, PE, Senior Civil Engineer, (831) 755-4937
Maribel Zendejas, Management Analyst II
Dalia Mariscal-Martinez, Management Analyst III
Reviewed by: Enrique Saavedra, PE, Chief of Public Works
Approved by: Randell Ishii, MS, PE, TE, PTOE, Director of Public Works, Facilities and Parks
The following attachments are on file with the Clerk of the Board:
Attachment A - Proposed Amendment No. 2 to SA
Attachment B - Amendment No. 1 to SA
Attachment C - SA
Attachment D - Summary of SA
Attachment E - Summary of SA Annual Expenditures and Balance