HomeMy WebLinkAbout3/21/2007 - STAFF REPORTS - 2.H. QF PAL H S
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"°0V City Council Staff Report
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Date: March 21, 2007 CONSENT CALENDAR
Subject: TRAFFIC SIGNAL MAINTENANCE SERVICES AGREEMENT EXTENSION
From: City Manager
Initiated By: Director of Public Works/City Engineer
SUMMARY
Agreement No. 4725 with the County of Riverside approved by City Council on June 18,
2003 and by the County of Riverside on October 28, 2003 provides the City with traffic
signal maintenance services by the County of Riverside Transportation Department.
Approval of this extension will authorize staff to continue with the County of Riverside for
these services until June 30, 2009, but allow for the maximum amount to increase from
$150,000 per year to $200,000 for fiscal years 2007/2008 and 2008/2009.
RECOMMENDATION:
1) Approve Minute Order No. "APPROVING AN EXTENSION TO
AGREEMENT NO. 4725 WITH THE COUNTY OF RIVERSIDE UNTIL JUNE 30,
2009 IN THE MAXIMUM AMOUNT OF$200,000 PER YEAR FOR FISCAL YEARS
2007/2008 AND 2008/2009."
2) Authorize the City Manager to execute all necessary documents.
STAFF ANALYSIS:
On June 18, 2003, City Council approved a Traffic Signal Maintenance Services
Agreement(A#4725)with the County of Riverside. Council action provided an amount not
to exceed $150,000 per year for each of an initial three years with an option to extend the
term for an additional three years. If the cast per year is proposed to increase, Council
authorization would be required. Budgeted amounts have not exceeded$150,000 per year
for each of the three years of the agreement, nor for the current fiscal year. The
agreement with the County of Riverside was executed by the County on October 28, 2003.
The agreement itself does not have a termination date, but remains in force and effect
unless terminated by either party upon thirty days written notice; therefore, even if Council
approves an extension of time until June 30, 2009, the agreement is still subject to
ITEM NO.A_
City Council Staff Report
March 21, 2007-Page 2
Riverside County Signal Maintenance Extension
termination by either party upon thirty days notice. While staff continues efforts to provide
the best possible maintenance service including the option of an agreement with a private
maintenance firm, approval of this extension allows staff ample time to perform a thorough
search for available qualified firms and comparison with existing services offered by the
County. Due to the increase in hourly rates from 2003 and the fact that an unusually high
number of signal knockdowns and damage has occurred over the past year, Staff is
recommending the authorized amount for 2007/2008 and 2008/2009 be increased to
$200,000 per year. Approval of these amounts on an annual basis is still subject to
Council review in the budget process. All amounts authorized by Council are maximums,
as the agreement with the County is for actual time and material charges expended.
FISCAL IMPACT: I Finance Director Review: i
Funds for payment to the County of Riverside are budgeted annually in account number
001-4301-43200 (Contractual Services).
m-L
David J. Barakian omas J. Wil n
Director of Public Works/City Engineer Assistant City anager-Development Services
David H. Ready
City Manager
Attachments:
1. Minute Order
2, Signal Maintenance Agreement
MINUTE ORDER NO.
APPROVING AN EXTENSION TO
AGREEMENT NO. 4725 WITH THE COUNTY
OF RIVERSIDE UNTIL. JUNE 30, 2009 IN THE
MAXIMUM AMOUNT OF $200,000 PER YEAR
FOR FISCAL YEARS 2007/2008 AND
2008/2009.
I, James Thompson, City Clerk of the City of Palm Springs, California, hereby certify that
this Minute Order Approving an extension to Agreement No. 4725 with the County of
Riverside until June 30, 2009 in the maximum amount of$200,000 per year for fiscal years
2007/2008 and 2008/2009, was adopted by the City Council of the City of Palm Springs,
California, in a meeting thereof held on the 21" day of March, 2007.
James Thompson, City Clerk
% ( tract No.
RMFINTa Riverside Co. Transportation
CITY CLERK
1 CITY OF PALM SPRINGS Box 2743 AGREEMENT FOR
PALM SPRUNG&CA DT,2g�
2 MAINTENANCE OF TRAFFIC SIGNALS
3 AND SAFETY LIGHTING
4
5
6 This AGREEMENT is between the County of Riverside, referred to herein
7 as COUNTY, and the City of Palm Springs, referred to herein as CITY:
8 This AGREEMENT is for maintenance work provided by the County
9 Transportation Department on traffic signal and highway safety lighting
10 installations located wholly within the CITY as shown on the attached Appendix.
11 IT IS AGREED*
12 1. COUNTY, through its Transportation and Land Management Agency,
13 Transportation Department, will provide the following services:
14 (A) Routine maintenance work on traffic signals, signal communication and
15 co-ordination systems, highway safety lighting, flashing beacons, and other
16 electrically operated traffic control or warning devices (TRAFFIC CONTROL
17 DEVICES) at the location(s) described in the attached Appendix. So that
18 said TRAFFIC CONTROL DEVICES remain in good operating condition and
19 repair, said routine maintenance work shall include but is not limited to:
20 Inspecting the signal system and cleaning the control cabinet every six
21 (6)weeks; re-lamping and cleaning incandescent lamped signal heads and
22 internally illuminated street name signs every three (3) years and re-lamping
23 light emitting diode (LED) signal heads as needed; re-lamping and cleaning
24 luminaires every five (6) years.
25 (B) Emergency call-out service repair of the TRAFFIC CONTROL DEVICES.
26 County shall respond within two (2) hours, excluding any unforseen
27 circumstances, following receipt of notice from CITY or law enforcement
28 agencies that any TRAFFIC CONTROL DEVICE is not functioning properly.
ORIGINAL BID
ANDJOR AGREEMW
1 2. CITY shall pay COUNTY for the cost of routine maintenance, repairs and
2 emergency service, including all COUNTY costs for wages, benefits,
3 transportation, materials and administrative accounting costs for all CITY
4 locations serviced by COUNTY. Rates applied to this contract shall be in
5 accordance with the Rate Schedule in the attached Exhibit "A", which shall
6 be subject to change by COUNTY as COUNTY requires. COUNTY shall
7 provide thirty (30) days notice to CITY of changes to the Rate Schedule
8 when and as changes occur, which shall not require amendment of the
9 Agreement and are recognized and approved as future amendments to the
10 Agreement by COUNTY and CITY.
11 3. Records for the work performed under this Agreement shall be kept by
12 COUNTY and shall include the cost of all services provided. Records for all
13 work performed by COUNTY shall be up-dated and kept in each controller
14 cabinet at all CITY locations serviced by COUNTY.
15 4. Billings shall be made quarterly and shall include an estimated cost of the
16 monthly services provided. COUNTY shall, on an annual basis, reconcile
17 the actual annual costs of all services provided against the estimated
18 quarterly billings and shall submit to CITY an itemized accounting of the cost
19 of all services performed under this agreement. Upon sufficient
20 development of the COUNTY's OASIS Financials Software, COUNTY shall
21 provide CITY with quarterly billings of actual costs and supporting
22 documentation.
23 5. CITY shall submit, in writing, any dispute in COUNTY billing within thirty (30)
24 working days after receipt of such billing. Otherwise, CITY shall pay for
25 services within thirty (30) days after receipt of billing from COUNTY.
26 6. This agreement shall become effective the date this Agreement is approved
27 by resolution by COUNTY Board of Supervisors. This Agreement shall
28 remain in force and effect until terminated by either party upon thirty (30)
I days written notice to the other party.
2 7. If COUNTY is of the opinion that any work COUNTY has been directed to
3 perform is beyond the scope of this Agreement and constitutes Extra Work,
4 COUNTY shall promptly notify CITY of that opinion. COUNTY shall be the
5 sole judge as to whether or not such work is in fact beyond the scope of this
6 Agreement and constitutes Extra Work. However, for purposes of COUNTY
7 proceeding to perform same, this is not intended to deny CITY its civil legal
8 remedies in the event of a dispute. In the event that CITY agrees that such
9 work does indeed constitute Extra Work, and authorizes COUNTY to
10 perform the Extra Work, it shall provide extra compensation to COUNTY
11 upon a fair and equitable basis in accordance with the COUNTY's standard
12 rate.
13 8. Upon and subject to further agreement of the parties acknowledged in
14 writing by COUNTY's Director of Transportation, and CITY's Director of
15 Public Works, facilities of like nature may be added hereto or deleted
16 herefrom without further review by either the Board of Supervisors of
17 COUNTY or the City Council of CITY.
18 9. CITY shall indemnify, defend, save and hold harmless COUNTY, its officers,
19 agents, servants and employees of and from any and all liability, claims,
20 demands, debts, damages, suits, actions and causes of action of
21 whatsoever kind, nature or sort, including, but not by way of limitation,
22 wrongful death, personal injury or damage to property, the expenses of the
23 defense of said parties and the payment of attorneys' fees in any such claim
24 or action, arising out of or in any manner connected with activities of CITY
25 or CITY employees.
26 COUNTY shall indemnify, defend, save and hold harmless CITY, its officers,
27 agents, servants and employees of and from any and all liability, claims,
28 demands, debts, damages, suits, actions and causes of action of
I whatsoever kind, nature, or sort, including, but not by way of limitation,
2 wrongful death, personal injury or damage to property, the expenses of the
3 defense of said parties and the payment of attorneys' fees in any such claim
4 or action, arising out of or in any manner connected with services in the
5 furnishing of goods and materials by COUNTY, hereunder.
6 10. This Agreement contains the entire Agreement of the parties with respect to
7 the subject matter hereof, and supersedes all prior negotiations,
8 understandings or agreements pertaining to the locations stipulated in the
9 attached Appendix. This Agreement may only be modified in writing, signed
10 by each party.
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
1 11. Notice. Any notice required or permitted to be sent to each party shall be
sent by regular mail, addressed as follows:
2
County of Riverside City of Palm Springs
3 Transportation and Land P.O. Box 2743
Management Agency Palm Springs, CA 92263
4 Transportation Department
P.O. Box 1090 Attention: City Engineer/
5 Riverside, CA 92502 Director of Public Works
6 Attention: George A. Johnson,
Director of Transportation
7
IN WITNESS WHEREOF, the parties hereto have caused this Agreement
8 to be executed by their duly authorized representatives on Cr.+_ 2S , 2003.
9 COUNTY OF RIVER ID CITY OF PALM SPRINGS
10
By. B .
11 ice h an, WvJkL.5a City Mana
! o rd of Supervisor
12
Attest: Nanc omero, Attest:
13 erk to e Boa
14
By: �
1 rk of the Boa lK City Clerk
16Ipprove ;to
form: Approved as to form:
17
is William Katzenstein, y' ity orney' M
OOPy. County Counsel
19
20 RECOMMENDED FOR APPROVAL: APPROVED AS TO CONTENT:
21 X�BY:
22 George A. Johnson, City Engineer/Director of
Director of Transportation Public Works
23
W EM:EO
08/21/03
75 APPROVED BYYttE CITY COUtdCiL
26 and /7
27
28
APPENDIX
MAINTENANCE AGREEMENT FOR
TRAFFIC SIGNAL AND HIGHWAY SAFETY LIGHTING INSTALLATIONS
WHOLLY-OWNED BY THE CITY OF PALM SPRINGS
AUGUST 2003
'Future traffic signals
SQ14, `11RAFF11G S,'I'0ISliAL LQIOCiTI.ON,
7000 North Palm Canyon Drive at Tachevah Drive
7001 North Palm Canyon Drive at Tamarisk Road
7002 North Palm Canyon Drive at Granvia Valmonte
7003 North Palm Canyon Drive at Alejo Road
7004 North Palm Canyon Drive Pedestrian Signal between Alejo Road & Amado Road
7005 North Palm Canyon Drive at Amado Road
7006 North Palm Canyon Drive Pedestrian Signal at Andreas Road
7007 North Palm Canyon Drive Pedestrian Signal between Arenas Road & Tahquitz Canyon
Way
7008 Palm Canyon Drive at Tahquitz Canyon Way
7009 South Palm Canyon Drive at La Plaza
7010 South Palm Canyon Drive at Arenas Road
7011 South Palm Canyon Drive Pedestrian Signal between Arenas Rd & Baristo Road
7012 South Palm Canyon Drive at Baristo Road
7013 South Palm Canyon Drive at Ramon Road
7014 South Palm Canyon Drive at Camino Parocela
7015 South Palm Canyon Drive at Sunny Dunes Road
7016 South Palm Canyon Drive at Mesquite Avenue
7017 South Palm Canyon Drive at Morongo Road
7018 South Palm Canyon Drive at East Palm Canyon Drive
7019 North Indian Canyon Drive at Garnet Avenue
7020 North Indian Canyon Drive at San Rafael Road
Page 1 of 4
7021 North Indian Canyon Drive at Racquet Club Road
7022 North Indian Canyon Drive at Tachevah Drive
7023 North Indian Canyon Drive at Alejo Road
7024 North Indian Canyon Drive at Amado Road
7025 North Indian Canyon Drive at Andreas Road
7026 Indian Canyon Drive at Tahquitz Canyon Way
7027 South Indian Canyon Drive at La Plaza
7028 South Indian Canyon Drive at Arenas Road
7029 South Indian Canyon Drive at Baristo Road
7030 South Indian Canyon Drive at Ramon Road
7031 Sunrise Way at Racquet Club Road
7032 Sunrise Way at Via Escuela
7033 Sunrise Way at Tachevah Drive
7034 Sunrise Way at Alejo Road
7035 Sunrise Way at Amado Road
7036 Sunrise Way at Baristo Road
7037 Sunrise Way at Sunny Dunes Road
7038 Sunrise Way at Mesquite Avenue
7039 Farrell Drive at Via Escuela
7040 Farrell Drive at Tamarisk Road
7041 Farrell Drive at Alejo Road
7042 Farrell Drive at Baristo Road
7043 Farrell Drive Pedestrian Signal between Ramon Road & Mesquite Avenue
7044 Farrell Drive at Mesquite Avenue
7045 Tahquitz Canyon Way at Calle Encillia
7046 Tahquitz Canyon Way at Gallo El Segundo
7047 Tahquitz Canyon Way at Avenida Caballeros
Pagc 2 of 4
SG k t TRAFFIC5141NiAL.Li OK11111ION
7048 Tahquitz Canyon Way at Sunrise Way
7049 Tahquitz Canyon Way at Sunset Way
7050 Tahquitz Canyon Way at Farrell Drive
7051 Tahquitz Canyon Way at El Cielo Road
7062 Ramon Road at Calle Encilia
7053 Ramon Road at Avenida Caballeros
7054 Ramon Road at Sunrise Way
7055 Ramon Road at Farrell Drive
7056 Ramon Road at Compadre Road
7057 Ramon Road at El Cielo Road
7058 Ramon Road at El Placer Road
7059 Ramon Road at Paseo Dorotea
7060 Ramon Road at Vella Road
7061 Baristo Road at El Cielo Road
7062 Mesquite Avenue at Crossley Road
7068 East Palm Canyon Drive at Camino Real
7064 East Palm Canyon Drive at La Verne Way/Sunrise Way
7065 East Palm Canyon Drive at Smoketree Lane/Cerritos Drive
7066 East Palm Canyon Drive at Barona Drive/Farrell Drive
7067 East Palm Canyon Drive at Araby Drive/Escoba Drive
7068 East Palm Canyon Drive at Cherokee Way
* 7069 South Palm Canyon Drive at La Verne Way
* 7070 South Palm Canyon Drive at Murray Canyon Drive
7071 North Indian Canyon Drive at Via Escuela
* 7072 North Indian Canyon Drive at Tamarish Road
7073 Alejo Road at Calle El SegundofVia Miraleste
7074 Alejo Road at Avenida Caballeros
Page 3 of 4
• - r 1 �v. 1 - .
7075 Avenida Caballeros at San Rafael Road
* 7076 Avenida Caballeros at Racquet Club Road
7077 Tahquitz Canyon Way at Hermosa Drive
7078 Ramon Road at Hermosa Drive
7079 Sunrise Way at Sonora Road
7080 Via Escuela at Gene Autry Trail
• 7081 El Cielo Road at Mesquite Avenue
7082 Ramon Road at San Luis Rey Drive
7083 Ramon Road at Crossley Road
h ;# :FLASH'1NG , :EA I"LQ„CA'�I''�}.�
9917 Racquet Club Road at Via Miraleste
9918 Golf Club Drive at Tahquitz Creek Golf Course
9919 Vista Chino near Caballeros
9920 East Palm Canyon Drive near Araby
9921 East Palm Canyon Drive near Southridge Drive
9922 Ramon Road east of Compadre Road
1. North Palm Canyon Drive from Vista Chino to Tahquitz Canyon Way
2. South Palm Canyon Drive from Tahquitz Canyon Way to East Palm Canyon Drive
3, East Palm Canyon Drive from South Palm Canyon Drive to Gene Autry Trail
4. Ramon Road from South Palm Canyon Drive to Crossley Road
5. Tahquitz Canyon Way from Palm Canyon Drive to El Cielo Road
6. Sunrise Way from Tachevah Drive to East Palm Canyon Drive
Page 4 of 4
EXHIBIT "A"
COUNTY OF RIVERSIDE
Transportation Department
Highway Operations Division
TRAFFIC OPERATIONS SECTION
RATE SCHEDULE
AUGUST 2003
ADMINISTRATION
TITLE HOURLY RATE
Traffic Operations Manager $96.85
Senior Engineering Technician $74.39
TRAFFIC SIGNAL STAFF
TITLE HOURLY RATE
Traffic Signal Supervisor $85.23
Senior Traffic Signal Technician 76.40
Traffic Signal Technician 70.89
EQUIPMENT
DESCRIPTION HOURLY RATE
Sedan $8.40
Pick-up 3/4 Ton $17.00
Signal Aerial Lift Truck $27.00
*Includes Benefits and Overhead