AGENDA CAPTION:
Title
Consider approval of Resolution 2025-119R, rejecting all bids received for the Traffic Signal Construction and Maintenance Indefinite Delivery-Indefinite Quantity (IDIQ) contract; and declaring an effective date.
Body
Meeting date: July 1, 2025
Department: Public Works, Sabas Avila, Director
Amount & Source of Funding
Funds Required: N/A
Account Number: Click or tap here to enter text.
Funds Available: Click or tap here to enter text.
Account Name: Click or tap here to enter text.
Fiscal Note:
Prior Council Action: None
City Council Strategic Initiative: [Please select from the dropdown menu below]
Mobility & Connectivity
Choose an item.
Choose an item.
Comprehensive Plan Element (s): [Please select the Plan element(s) and Goal # from dropdown menu below]
☐ Economic Development - Choose an item.
☐ Environment & Resource Protection - Choose an item.
☐ Land Use - Choose an item.
☐ Neighborhoods & Housing - Choose an item.
☐ Parks, Public Spaces & Facilities - Choose an item.
☒ Transportation - Safe, Well coordinated transportation system implemented in an environmentally sensitive manner
☐ Core Services
☐ Not Applicable
Master Plan: [Please select the corresponding Master Plan from the dropdown menu below (if applicable)]
Transportation Master Plan
Background Information:
Traffic signal operations are a critical component of public safety infrastructure, playing a vital role in regulating the flow of vehicular and pedestrian traffic throughout the City. Properly functioning signals reduce the risk of collisions, improve travel efficiency, and support emergency response efforts. While City crews are equipped to manage day-to-day traffic signal maintenance and repair, external support through a contracted vendor is essential during large-scale emergency situations, system failures, or high-demand periods.
To ensure the continued reliability of traffic signal operations, the City issued an Invitation for Bids (IFB 224-241) for a Traffic Signal Construction & Maintenance Indefinite Delivery Indefinite Quantity (IDIQ) contract. On April 24, 2025, three bids were received. After thorough evaluation, City staff recommended rejecting all submitted bids. The primary concern was that the bid lacked adequate response time requirements and sufficient local municipal experience which is critical for responding promptly under emergency conditions and understanding local traffic systems.
Recognizing the need for enhanced responsiveness and qualification standards, staff will revise and reissue the IFB with the following updated criteria:
• A mandatory 4-hour maximum response time for all emergency traffic signal service requests.
• A 48-hour completion requirement for emergency repairs, unless otherwise approved by the City project manager.
• Bidders must demonstrate relevant experience by submitting documentation for at least three (3) similar traffic signal construction or maintenance projects completed within the last five (5) years, each with a project cost exceeding $100,000.
• Bidders must demonstrate relevant experience by submitting documentation for at least two (2) similar traffic signal construction or maintenance projects completed within the last five (5) years within San Marcos-Austin Metropolitan Statistical Area (MSA).
These changes will help ensure that any contractor awarded the bid is fully capable of supporting the City’s traffic signal infrastructure and can respond quickly, especially in emergencies or high-risk situations. By including specific experience and time-based performance requirements in the reissued bid, the City can secure a qualified contractor with a proven record of providing safe and efficient traffic signal services.
If approved, City staff will revise bid documents and re-advertise the invitation for bids, with the goal of entering into an agreement that upholds the City’s safety and operational response standards.
Council Committee, Board/Commission Action:
Click or tap here to enter text.
Alternatives:
Click or tap here to enter text.
Recommendation:
City Staff recommend rejecting all bids.