HomeMy WebLinkAbout6/2/2010 - STAFF REPORTS - 2.F. �O PALM SA4
iy
� c
u' n
nuf[
City Council Staff Report
Date: June 2, 2010 CONSENT CALENDAR
Subject. APPROVAL. OF AMENDMENT NO. 4 TO CONTRACT SERVICES
AGREEMENT NO, 5793 WITH REPUBLIC INTELLIGENT
TRANSPORTATION SERVICES (DBA REPUBLIC ITS)
From: David H. Ready, City Manager
Initiated by: Public Works and Engineering Department
SUMMARY
Republic ITS provides the City with services to maintain all of the traffic signal and
electrical systems throughout the City. Approval of Amendment No. 4 to the contract
with Republic ITS will increase the authorized maximum contract amount for the
2009/2010 fiscal year to $389,450.
RECOMMENDATION:
1) Approve Amendment No. 4 to Agreement No. 5793 with Republic Intelligent
Transportation Systems (dba Republic ITS), in the amount of $89,450 for a fiscal
year 2009/2010 total revised contract amount of $389,450 for Traffic Signal
Maintenance Services; and
2) Authorize the City Manager to execute all necessary documents.
STAFF ANALYSIS:
The City's traffic signal maintenance contract with Republic ITS was initially established
at a maximum authorized amount of $200,000 for the 2009/2010 fiscal year. In
accordance with the terms of the agreement, the City pays a flat rate for routine traffic
signal maintenance of each signal, and pays established time and material costs for any
"call outs" or extraordinary maintenance.
Previously, on February 17, 2010, the City Council approved Amendment No. 2 ' in the
amount of $47,800 to the Republic ITS contract for installation of in-pavement LED
Amendment No. 1 did not involve any increase to the contract amount and was
approved administratively by the City Manager.
ITEM NO.
City Council Staff Report
June 2, 2010 - Page 2
Amendment No. 4 to Agreement No. 5793
flashing lights, and beacon system at the Amado Road/Calle Alvarado intersection to
better designate the pedestrian cross-walk on Amado Road at the Convention Center,
similar to other flashing cross-walks installed near various elementary schools, and at
the Spa Casino. The Council did approve this amendment, but directed staff to ensure
that decorative poles be installed in lieu of standard metal poles. Staff coordinated with
Republic ITS on revising their proposal to include decorative poles, similar to the
decorative street light poles that have been installed elsewhere in Section 14 (most
recently at the southwest corner of Sunrise Way/Tahquitz Canyon Way). The additional
cost for these decorative street light poles is $9,450.
On April 21, 2010, the Council also approved Amendment No. 3 to the Republic ITS
contract to increase the annual budget for traffic signal maintenance by $52,200, This
was due to the fact that two separate vehicle collisions had occurred (one at E. Palm
Canyon Dr./Farrell Dr., and one at E. Palm Canyon Dr./Cherokee Way), resulting in
over $50,000 in additional costs to repair the traffic signals. Fortunately, incident
reports were taken by the City's Police Department, and the City Attorney's office has
pursued restitution of these costs from each driver's insurance company. However,
these extra costs limit the overall traffic signal maintenance budget, and it is necessary
to increase the authorized annual expenditure to account for these incidents as they
occu r.
On March 21, 2010, there was another vehicle collision that completely demolished the
advanced flashing beacon system installed at the southbound approach to the Gene
Autry TrailNia Escuela traffic signal. The total cost (initial call-out repairs and final
repairs) to this signal are $16,626.66 and the City Attorney's office is pursuing restitution
of these costs from the driver's insurance company. However, it is necessary to
increase the contract budget to provide expenditure authority for the repairs, in addition
to the on-going routine maintenance expenses.
Since Republic ITS began providing traffic signal maintenance service for the City in -
March 2010, staff has seen an improvement in the responsiveness to emergency calls
for service from what was provided by the City's prior contractor, as well as an overall
improvement in identifying problems with the operation of traffic signals and quickly
repairing and returning them to normal operation. However, many of the City's 80 traffic
signal systems are over 20 years old, and some of the equipment in them (controllers,
video detection systems, signal wiring, etc.) is failing. Generally, in this fiscal year,
routine signal maintenance costs have averaged approximately $20,000 per month
(excluding repair costs due to vehicle collisions), requiring a minimum $240,000 annual
budget ($200,000 was originally budgeted). This is equivalent to $250 per month per
intersection (the City has 80 signalized intersections).
In addition to routine signal maintenance this year, some extraordinary improvements
were required to address failing equipment at Ramon Road/El Cielo Road which
resulted in repair costs of $22,600 which was paid for out of the original contract budget.
Given the uncertainty of actual signal maintenance expenditures, which are subject to
factors beyond our control (vehicle collisions, failing equipment, etc.), staff is
recommending that a final increase of $80,000 to the Republic ITS contract budget be
City Council Staff Report
June 2, 2010- Page 3
Amendment No. 4 to Agreement No. 5793
approved for routine traffic signal maintenance (in addition to the $9,450 for the
decorative street light poles), or a final fiscal year 2009/2010 contract budget of
$389,450. This will help ensure that sufficient expenditure authority remains in the
budget to pay final invoices through the current fiscal year.
FISCAL IMPACT:
Sufficient funding is available in account 261-1395-54085 (Jackie Lee Houston Project)
to cover the additional cost of the decorative street light poles ($9,450). Sufficient
funding has been made available with Gas Tax Funds in account 133-4298-43200
(contractual services) to cover the additional $80,000 in expenditure authority for routine
traffic signal maintenance.
SUBMITTED.
Prepared by: Recommended by:
Marcus L. Fuller David J. Barakian
Assistant Director of Public Works Director of Public Works/City Engineer
Approved by:
r
Thomas J. Wilsq, , Asst. City Manager David H. Ready, ager
Attachments:
Amendment No. 4 to Agreement No. 5793
AMENDMENT NO. 4 TO CONTRACT SERVICES AGREEMENT NO. 5793
WITH REPUBLIC ITS
TRAFFIC SIGNAL MAINTENANCE SERVICES
The following articles of Agreement No. 5793 are hereby amended to read as follows:
Section 3.1 "Compensation of Contractor' is hereby revised as follows:
The maximum contract amount for the fiscal year commencing July 1, 2009, is increased to
$389,450.00,
Purchase Order Number(s): 09-0687
Agreement Number: 5793
Original City Council Approval: February 18, 2009
Original Contract Amount: $ 200,000 (annually)
Amount of Previous Increase(s) $ 100,000
Amount of This Increase $ 89,450
Amended Total: $ 389,460 (annually)
Account Number(s): 133-4298-43200 ($80,000 of this increase)
261-1395-54085 ($9,450 of this increase)
SIGNATURES ON LAST PAGE
Except as specifically amended by this Amendment No. 4, all terms and provisions of
Agreement No. 5793 remain in full force and effect.
ATTEST: CITY OF PALM SPRINGS,
a California charter city
By:
City Clerk By:
City Manager
APPROVED AS TO FORM:
By:
City Attorney
CONTRACTOR: Check one:_Individual Partnership X Corporation
REPUBLIC ITS; 371 Bel Martin Keys Blvd.,#200;Novato,CA 94949
Corporations require two notarized signatures: One signature must be from the Chairman of Board, President,or any Vice
President.The Second signature must be from the Secretary,Assistant Secretary,Treasurer,Assistant Treasurer,or Chief
Financial Officer).
By: BY
Notarized Signature of Chairman of Board, Notarized Signature Secretary,Asst Secretary,
President or any Vice President Treasurer,Asst treasurer or Chief Financial Officer
Name: Name:
Title: Title: 11
Stale of l Slate of f
County of I$s County of �ss
On before me, On before me,
personally appeared
personally appeared who proved to me'
on the basis of satisfactory evidence) to be the pemon(s)
who proved to me on the basis of satisfactory evidence)to be whose name(s)islare subscribed to the within Instrument and
the persons) whose name(s) islare subscribed to the within acknowledged to me that he/shelthey executed the same in
instrument and acknowledged to me that halshelthey hislhar/lhelr authorized capacity(ies), and that by hislherltheir
executed the same in his/her/their authorized capaciry(ies), signature(s)on the instrument the person(s),or the entity upon
and that by hi0herftheir signature(&) on the instrument the behalf of which the person(s)acted,executed the Instrument.
person(s), or the entity upon behalf of which the person(s)
acted,executed the instrument. I certify under PENALTY OF PERJURY under the laws of the
State of California that the foregoing paragraph is true and
I certify under PENALTY OF PERJURY under the laws of the correct.
State of California that the foregoing paragraph is true and
correct. WITNESS my hand and official seal.
WITNESS my hand and official seal.
Notary Signature: Notary Signature:
Notary Seal: Notary Seal:
5