Title
Consider and take action on a resolution authorizing a one-year renewal agreement with Southwest Signal Supply, Inc. for traffic control and related device maintenance in an amount not to exceed $140,000 (Director of Public Works)
Background:
Approval of this resolution will authorize a one-year renewal agreement with Southwest Signal Supply, Inc. for traffic control and related device maintenance from May 1, 2025 through April 30, 2026 in an amount not to exceed $140,000. This includes a 3% escalation in accordance with the existing agreement and additional funding for unforeseen incidentals. This contract has two (2) additional one-year renewal options. This contract supports the Traffic Division with maintenance, troubleshooting, and modifications of various types of traffic equipment to maintain proper signal placement and signal timing based on the Texas Manual on Uniform Traffic Control Devices (TMUTCD).
Current Agreement - $130,000
3% Escalation - $3,900
Unforeseen Incidentals - $6,100
Total - $140,000
On April 9, 2024, Council approved a one-year renewal agreement with Southwest Signal Supply, Inc. from May 1, 2024 through April 30, 2025 in an amount not to exceed $130,000 with three (3) one-year renewal option periods remaining. The City Manager approved a first amendment to the agreement on October 18, 2024, at staff’s request for an additional $19,491.94 for a total not to exceed amount of $149,491.94 for unexpected repairs from Hurricane Beryl.
On April 25, 2023, Council approved a one-year renewable agreement with Southwest Signal Supply, Inc. from May 1, 2023 through April 30, 2024 in an amount not to exceed $130,000, with the option to renew for four additional one-year periods. The City Manager approved a first amendment to the agreement on October 12, 2023, at staff’s request for an additional $15,833.61 for a total not to exceed amount of $145,833.61 due to increased volume of traffic signal equipment damage caused by traffic accidents and to complete fiscal year commitments.
On March 3, 2023, the City released Invitation to Bid (ITB) No. 23-026 for traffic control and related device maintenance. Six sealed bids were received on March 22, 2023. Southwest Signal Supply, Inc. was the lowest and most qualified bidder in the amount of $282,489.95, with the option to renew for four additional one-year periods. The quantities used in the bid form are just an estimate used to approximate total work. All work will be paid based on specific work orders and applicable unit prices for completion of work.
Southwest Signal Supply, Inc. has agreed to this renewal. Staff is requesting Council’s consideration to renew the traffic control and related device maintenance agreement with Southwest Signal Supply, Inc. in an amount not to exceed $140,000 based on product availability, historical service, and fair market pricing.
Attachments:
1. Proposed Resolution
2. Exhibit A - Agreement with Southwest Signal Supply, Inc.
3. Contract Renewal Letter
4. Approved Data Sheet 4.9.24
5. Approved Data Sheet 4.25.23
6. Original Agreement
7. Vendor Report Card
CONTRACT ORIGINATION: Agreement has been reviewed by the City Attorney’s Office.
FUNDING
{X} Funds in the amount of $54,200 are available from Streets & Traffic Department’s Contractual Services Account #3300000-53490 (FY25). The remaining $85,800 will be budgeted in FY26.
STRATEGIC PLANNING
{X} Addresses Strategic Planning Critical Success Factor #1 - Develop and Maintain our Infrastructure