For City Council Meeting March 11, 2025
TO: Honorable Mayor and City Council
APPROVAL: Tanya Williams, City Manager
FROM: Tim Sullivan, Assistant City Manager
Title
Request City Council to: 1) Award a Contract Services Agreement with St. Francis Electric, LLC, for Traffic Signal Maintenance and Repair Services in the amount of $700,000 for Fiscal Year 2025/2026; and 2) Authorize the City Manager or Their Designee to Execute all Related Documents.
(ACTION)
Body
RECOMMENDATION
Staff requests that City Council:
1. Award a Contract Services Agreement with St. Francis Electric, LLC, for Traffic Signal Maintenance and Repair Services in the amount of $700,000 annually for an initial term of three (3) years, beginning July 1, 2025, with an option to extend the contract for two (2) additional one (1) year extensions.
2. Authorize the City Manager to Execute all Related Documents.
BACKGROUND
The Public Works Department administers a service contract for on-call traffic signal maintenance and repair services for the City’s traffic signals and various traffic control devices, including rectangular flashing beacons, flashing beacons, in-roadway lighting, and speed feedback signs.
On April 12, 2022, the City council approved the current multi-year agreement for traffic signal maintenance services with St. Francis Electric, LLC. This agreement will expire on June 30, 2025.
ANALYSIS/DISCUSSION
On December 18, 2024, the City released Request for Qualifications (RFQ) No. 25-018 for Traffic Signal Maintenance and Repair Services on PlanetBids.com and the City’s website. The RFQ scope of services included routine and preventative maintenance and general and emergency repair of the City’s traffic control systems. The RFQ was written to ensure that the selected firms demonstrated successful experience and capacity to provide services to municipal government agencies similar to the City of Rialto.
On January 30, 2025, the City received five proposals from the following firms, listed in alphabetical order:
1. Bear Electrical Solutions, Inc.
2. Crosstown Electrical & Data, Inc.
3. Econolite Systems, Inc.
4. St. Francis Electric, LLC
5. Yunex, LLC
Following a review of the proposals by the evaluation panel, St. Francis Electric, LLC was selected as the firm best qualified to provide the scope of work as stated in the RFQ. The primary factors involved in the selection process were the firm qualifications, staff qualifications, schedule for carrying out the required services, past performance with other jurisdictions, and responsiveness to traffic signal equipment knockdowns.
St. Francis Electric has performed these services for the City of Rialto over the past nine years, and they have responded promptly to emergency callouts and service requests. They have also performed routine preventative maintenance on schedule. St. Francis Electric provides experienced technicians who are very familiar with Rialto. These technicians have experience assisting the City with maintenance, developing detailed equipment inventories, and signal upgrades. The firm’s experience with the City enhances familiarity with the City’s intersections and signal equipment in use. In addition, St. Francis has assisted the City with inspection services related to the start-up of several new traffic signals.
St. Francis Electric’s Disclosure Form is included in Attachment 1.
The annual cost for traffic signal maintenance services fluctuates depending upon the nature and type of signal malfunction or repairs and traffic accidents affecting the City’s traffic signal equipment. However, routine services and repairs have averaged $579,748 annually over the last three (3) years. Certain maintenance items have been deferred due to increased repair, parts, and material costs and available funding with the current contract. Additionally, St. Francis Electric provides “Extraordinary Maintenance” that includes traffic signal repairs related to damage or knockdowns caused by vehicular collisions, high wind events, other equipment failures, and miscellaneous repairs required to maintain proper signal operation. The objective of the increase is to include the deferred maintenance items within this service agreement.
Staff recommends establishing an annual budget for traffic signal repairs at $700,000 for the term of the new contract. The new traffic signal maintenance service agreement provides a term of three (3) years commencing July 1, 2025, for Fiscal Year 2025/2026, with an option to extend the contract for two (2) additional one (1) year extensions, with the final extension expiring on June 30, 2030. A copy of the Contract Service Agreement is included as Attachment 2.
ENVIRONMENTAL IMPACT
The requested City Council action is not a “Project” as defined by the California Environmental Quality Act (CEQA). Pursuant to Section 15378(a), a “Project” means the whole of an action, which has a potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment. According to Section 15378(b), a Project does not include: (5) Organizational or administrative activities of governments that will not result in direct or indirect physical changes in the environment.
GENERAL PLAN CONSISTENCY
This action is consistent with Guiding Principle 3A in the General Plan:
Our City government will lead by example, and will operate in an open, transparent, and responsive manner that meets the needs of the citizens and is a good place to do business.
Approval of this action also complies with the following City of Rialto General Plan Goals and Policies:
Goal 4-1: Provide transportation improvements to reduce traffic congestion associated with regional and local trip increases.
Policy 4-1.1: Establish and maintain standards for a variety of street classifications to serve both local and regional traffic, including Major Arterial Highways, Major Arterials, Secondary Arterials, Collector Streets, and Local Streets.
LEGAL REVIEW
The City Attorney’s Office has reviewed the agreement and approved it as to form.
FINANCIAL IMPACT
Operating Budget Impact
For Fiscal Year 2025/2026, funds will be budgeted in the General Fund Traffic Safety, Account No. 10107310-52021, in the amount of $450,000, and in the Gas Tax Fund, Account No. 22024308-52011, in the amount of $250,000, for a total Contract amount of $700,000.
Funding for the additional contract years will be budgeted during the subsequent fiscal year’s budget process.
Capital Improvement Budget Impact
The proposed action will not affect the Capital Improvement Budget.
Licensing
Prior to the execution of the Professional Service Agreement, the vendor shall submit a business license application and pay a Business License tax at the rate of $854, as well as Administration and State fees.