For City Council Meeting [August 14, 2018]
TO: Honorable Mayor and City Council
APPROVAL: Ahmad R. Ansari, Interim City Administrator
FROM: Robert G. Eisenbeisz, P.E. Public Works Director/City Engineer
Title
Request City Council to Approve a Second Amendment to the Service Contract with St. Francis Electric Company and Authorize the Issuance of a Purchase Order in the Amount of $296,066 for Signal Maintenance and Repair Services for Fiscal Year 2018/2019; and Authorize the Release of Request for Proposal No 19-006 for Annual On-call Traffic Signal and Street Light Maintenance Services in Fiscal Year 2019/2020.
(ACTION)
Body
BACKGROUND:
On June 28, 2016, City Council approved an on-call multi-year contract in the annual amount of $280,000 with St. Francis Electric Company (St. Francis) for a maximum of three years commencing July 1, 2016 through July 1, 2019. Due to budget constraints in fiscal year 2017/2018, the City Council approved budget for these services was $275,000. A copy of the June 2016 and 2017 City Council staff reports are included as Attachments 1 and 2.
The City of Rialto currently operates and maintains 95 traffic signals, an increase of 11 traffic signals compared to the start of FY 2016/2017, and an increase of five (5) new signals compared to the start of FY 2017/2018. Traffic signal maintenance and repair requires ongoing and regular preventive maintenance that includes diagnostic equipment checks, cabinet cleaning and filter replacement. The traffic signal maintenance contract also includes the repair of traffic signals and other associated equipment due to equipment failure, damage from vehicle collisions, weather damage, and vandalism. Staff has determined that the on-call traffic signal maintenance services provided by St. Francis are consistent with and in accordance with the contract scope, meeting expectations associated with standard traffic signal maintenance practices.
ANALYSIS/DISCUSSION
Staff recommends that the City Council approve the third one-year extension with St. Francis to continue providing the required traffic signal maintenance services for the 2018/2019 fiscal year. This is the final extension allowed under the current agreement. Annual maintenance costs per traffic signal are expected to remain about the same over the life of the contract, which means that each traffic signal should receive about the same maintenance activity during the same interval; however, the City has added several new traffic signals since the time of the contract initiation.
During fiscal year 2017/2018 St. Francis responded to a significant number of calls for traffic signal pole knockdowns, cabinet knockdowns, wind and rain damage and traffic signal poles damaged by large trucks turning at various intersections throughout the City . St. Francis separately invoices the costs for the pole knockdowns to permit recovery from responsible parties and/or insurance companies. During fiscal year 2017/2018, the City added five (5) new signals to the routine preventative maintenance schedule to account for new signals added as part of land development projects and/or capital improvement projects, resulting in an increased annual cost of approximately $2,235 for routine preventative maintenance services.
Table 1 illustrates the added costs:
Table 1 - Routine Preventative Five (5) New Intersections
|
Routine Maintenance Inspection |
Per I/S price |
Qty of I/S |
Monthly Total |
Annual Est Total |
|
Intersection Rate |
$74.50 |
5 |
$372.50 |
$2,235 |
The Public Works Department requests an increase of $16,066 over the original annual maintenance contract amount of $280,000 for additional replacement of traffic signal equipment, parts, and components during the 2018/2019 fiscal year. This will include installation of right-turn overlap phasing for westbound Easton Avenue to northbound Riverside Avenue and from southbound Riverside Avenue to westbound Easton Avenue, and the replacement of street name signs at the locations indicated in Table 2 below:
Table 2 - Traffic Signal Gear Modification FY2018/2019
|
Signed Outstanding Work Proposals |
Location Main Street |
Location Cross Street |
Description of Work to be Done |
Signed Proposed Cost |
|
Add RT SB & WB Overlaps |
Riverside |
Easton |
SB & WB Overlap |
$9,115.00 |
|
ISNS Sign |
Foothill |
Cedar |
Supply ISNS |
$1,371.00 |
|
ISNS Sign |
Baseline |
Riverside |
Supply ISNS |
$1,115.00 |
|
ISNS Sign |
Bloomington |
Willow |
Supply ISNS |
$1,115.00 |
|
ISNS |
Willow |
Bloomington |
Supply ISNS |
$1,115.00 |
|
TOTALS |
$13,831.00 |
In 2016, the City purchased 3,813 streetlights from Southern California Edison. The purchase allowed for the conversion to LED technology, producing an overall annual savings of approximately $360,000. The warranty period for the street LED light fixtures expires in July 2019; however, the warranty does not cover damage or knockdowns caused by traffic collisions. The City has assumed full maintenance responsibility of the street light poles and fixtures, including pole replacement. City staff recommends soliciting annual maintenance services for both Traffic Signals and Street Lights in Fiscal Year 2019/2020 and is requesting authorization for the release of Request for Proposal No 19-006 for the Traffic Signal and Street Light Maintenance Services.
ENVIRONMENTAL IMPACT:
This 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 of the City’s 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.
LEGAL REVIEW:
The City Attorney has reviewed and approved this staff report and the second amendment to the contract services agreement.
FINANCIAL IMPACT:
Operating Budget Impact
The annual traffic signal maintenance service contract is budgeted in the General Fund Traffic Safety Account No.010-500-7310-2021, subject to approval and adoption of the FY 2018-19 Budget.
The contract funding is as detailed below:
Subject to the City Council’s final adoption of the 2018/2019 fiscal year budget, sufficient budget will be available to issue the purchase order to St. Francis, in the amount of $296,066 for annual traffic signal maintenance services.
Capital Improvement Budget Impact
The proposed action will not affect the Capital Improvement Budget.
Licensing
A Business License tax at the Professional Service rate in the amount of $254 will be paid by the contractor prior to the execution of the Purchase order.
RECOMMENDATION:
Staff recommends that the City Council:
• Approve a Second Amendment to the Service Contract with St. Francis Electric Company and Authorize the Issuance of Purchase Order in the total amount of $296,066 for Signal Maintenance and Repair Services for the 2018/2019 Fiscal Year.
• Authorize the release of Request for Proposals No. 19-006 for Traffic Signals and Street Light Maintenance Services for Fiscal year 2019-20.