HomeMy WebLinkAbout6/18/2003 - STAFF REPORTS (13) DATE: June 18, 2003
TO: City Council
FROM: Director of Public Works/City Engineer
SUBJECT: TRAFFIC SIGNAL MAINTENANCE SERVICES AGREEMENT
RECOMMENDATION:
It is recommended that the City Council approve, in a form acceptable to the City
Attorney, a Contract Services Agreement with the County of Riverside for traffic
signal maintenance in an amount not-to-exceed $150,000 per year for an initial
term of three (3) years with an option to extend the term for an additional three
(3) year term if approved by the City.
SUMMARY:
This agreement would provide for traffic signal maintenance services to be
transferred from in-house city employee provided to contractually provided by the
County of Riverside Transportation Department. The agreement provides a
regular maintenance program for the traffic signals and highway safety lighting
within the City.
BACKGROUND:
There are approximately 70 traffic signals located throughout the community. The
maintenance of these signals is currently performed in-house. There are two
traffic maintenance electricians in the current budget assigned to maintain and
repair the City's traffic signals. Of these positions, one position, the Senior
Traffic Maintenance Technician, has been vacant for several months. Although
the City has tried to fill this position, we have been unsuccessful in finding a
qualified candidate for the job.
The City's ability to repair traffic signals can best be described as limited. Even
when both traffic maintenance positions were filled, the City frequently has to call
upon outside contractors for assistance because of staff's limited knowledge and
experience in repairing traffic signals. With the current vacancy, the City's ability
to repair traffic signals let alone perform any preventative maintenance has been
significantly diminished. As a result, traffic signals are remaining offline for
extended periods of time and general maintenance such as replacement of faded
illuminated street signs, repainting of signals and back plates and other non-
electronic maintenance are not being done.
Staff believes that the current situation has become untenable and that it would
be in the City's best interest to contract for traffic signal maintenance. To this
end, in January 2002 staff issued a request for proposals for traffic signal
maintenance. The City received proposals from two (2) private firms (i.e., Signal
Maintenance, Inc and Econolite Traffic Engineering & Maintenance, Inc) that
specialize in traffic signal maintenance and repair and the County of Riverside.
The scope of work requested included all necessary labor and materials,
supplies etc to provide preventative maintenance of all traffic signals within the
City and included emergency removal, relocation, and replacement of traffic
signal equipment when necessary. I A
In evaluating the three (3) proposals staff used a combination of evaluation
criteria including the proposed project understanding, scope of work,
qualifications of the proposer, personnel assigned to the contract and overall cost
to perform the requested services.
All three proposals received included maintenance personnel that were
experienced and very well versed in the type of traffic signal equipment that the
City currently maintains. The two private companies, which are both based in
Anaheim, do not have contracts with any cities in the Coachella Valley. The
County currently maintains signals for a number of cities throughout Riverside
County including Beaumont, Murrieta, San Jacinto, and Temecula. Locally, the
County has contracts with the cities of La Quinta and Cathedral City.
The County's cost for general preventative maintenance is about $140.00 per
intersection per month. Based on the number of intersections within the City, the
cost for general preventative maintenance is approximately $123,000 per year.
Although repair costs are a little more difficult to estimate since we don't know
the number of knockdowns, major equipment failures and other damage that may
occur in any given year, we believe that it would be safe to budget an additional
$27,000 a year. These costs will be billed at the County's cost. The total "not to
exceed" amount of the contract with the County is $150,000 per year. Although
the other proposals included slightly lower monthly rates for routine maintenance,
their repair costs included a 15 to 20% mark up which priced them slightly higher
than the County's proposed cost.
The current budget for traffic signal maintenance is $147,698 which includes
employee salary and benefits, special department supplies, and operation and
maintenance supplies and equipment. In addition, the City pays an additional
$265,857 for facilities maintenance and insurance costs for a total budget of
$413,555. The table below outlines the current and projected costs and savings
under a contract with the County.
Current Budget (In-House):
Personnel (2 Traffic Electricians) $117,013
Special Supplies 3,000
Operations & Maintenance 27,685
Insurance 6,946
Facilities Maintenance 258,911
$413,555
Proposed Budget (Under County Contract): Projected Annual
Electrician to Facilities $ 58,506 Savings
Special Charges to Facilities 100,000 $1059049
County Contract 123,000
Materials & Equip. From Co. 27,000
$308,506
Facilities maintenance and insurance costs will likely be lower since the vehicles
that are currently used by the electricians will no longer be needed should the
City contract with County of Riverside. Based on staff's analysis of the costs, it
appears that contracting with the County of Riverside will provide increased
service, including a maintenance program and the ability to maintain our
increasing complex signal interconnect system, for substantially less money than
we are currently paying for this "in house" service. It should be noted that the
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proposed contract with the County of Riverside does not include the maintenance
of the decorative pedestrian lights, parking lot lights, nor the City owned
streetlights. This function will remain in-house and be handled through the
Facilities Division.
To verify the County's performance, staff contacted four cities that currently
contract with the County for traffic signal maintenance. Each of the four cities
gave the County favorable remarks on both the level of service and quality of
their technicians. In fact, one of the cities, which had previously contracted with
one of the other firms that submitted a proposal, indicated that the change to the
County was like the difference between "night and day'.
Under the Meyers-Milias-Brown Act, the City has a duty to meet and confer
before contracting outwork performed by any of its bargaining units. Staff has met and
conferred with representatives of the City's General Unit to discuss the possibility
of contracting with the County for traffic signal maintenance and the potential
impact such an arrangement would have on the two traffic maintenance
electrician positions. Of the two positions, staff is only recommending that the
vacant Senior Traffic Maintenance Electrician position be eliminated. The
remaining Traffic Maintenance Electrician position will be retained and moved
into the Facilities Division to provide continued maintenance of the decorative
lighting and other lighting systems.
Staff recommends that City Council authorize approval of the contract services
agreement with the County of Riverside. The proposed agreement is for a three
(3) year term with an option to extend the term for an additional three (3) years at
the City's discretion. Payment of the contract will be made from available funds
from account 001-4301 (Street Lighting). Staff is proposing that the contract
begin 30 days after execution of the agreement by both City and County.
Starting date is expected to be on or about September 1, 2003.
00,
David J. Barakian
Director of Public Works/City Engineer
APPROVE Df — -ice` •--^'�'
City Manager
Attachments:
1. Minute Order
2. Agreement
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I AGREEMENT FOR
2 MAINTENANCE OF TRAFFIC SIGNALS
3 AND SAFETY LIGHTING
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6 This AGREEMENT is between the County of Riverside, referred to herein as
7 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 installations
10 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 routine maintenance work and
14 emergency call-out service on traffic signals, highway safety lighting, flashing
15 beacons, and other electrically operated traffic control or warning devices at
16 the location(s) described in the attached Appendix. In providing said
17 maintenance, COUNTY shall do the following: Inspect the signal system and
18 clean the control cabinet every six (6)weeks; re-lamp and clean incandescent
19 lamped signal heads every three (3) years and re-lamp light emitting diode
20 (LED) signal heads as needed; re-lamp and clean luminaires every five (5)
21 years.
22 2. CITY shall pay COUNTY for the cost of routine maintenance, and emergency
23 service, including all COUNTY costs for wages, benefits, transportation,
24 materials and administrative accounting for all CITY location installations
25 serviced by COUNTY.
26 3. Records for the work provided under this Agreement shall be kept by
27 COUNTY and shall include the cost of all services performed. Billing shall be
28 made quarterly and shall include an annual itemized accounting of all costs
and services. /!/
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1 4. CITY shall submit, in writing, any dispute in COUNTY billing within thirty (30)
2 working days after receipt of such billing. Otherwise, CITY shall pay for
3 services within thirty (30) days after receipt of billing from COUNTY.
4 5. This agreement shall become effective thirty (30) days from the date this
5 Agreement is approved by resolution by COUNTY Board of Supervisors.
6 COUNTY will provide the CITY, notice of the official Board action no later
7 than two (2) weeks before the effective date. This Agreement shall remain
8 in force until terminated by either party by thirty (30) days written notice to
9 the other party.
10 6. If COUNTY is of the opinion that any work COUNTY has been directed to
11 perform is beyond the scope of this Agreement and constitutes Extra Work,
12 COUNTY shall promptly notify CITY of that opinion. COUNTY shall be the
13 sole judge as to whether or not such work is in fact beyond the scope of this
14 Agreement and constitutes Extra Work. However, for purposes of COUNTY
15 proceeding to perform same, this is not intended to deny CITY its civil legal
16 remedies in the event of a dispute. In the event that CITY agrees that such
17 work does indeed constitute Extra Work, and authorizes COUNTY to perform
18 the Extra Work, it shall provide extra compensation to COUNTY upon a fair
19 and equitable basis in accordance with the COUNTY's standard rate.
20 7. Upon and subject to further agreement of the parties acknowledged in writing
21 by COUNTY's Director of Transportation, and CITY's Director of Public
22 Works, facilities of like nature may be added hereto or deleted herefrom
23 without further review by either the Board of Supervisors of COUNTY or the
24 City Council of CITY.
25 8. CITY shall indemnify, defend, save and hold harmless COUNTY, its officers,
26 agents, servants and employees of and from any and all liability, claims,
27 demands, debts, damages, suits, actions and causes of action of whatsoever
28 kind, nature or sort, including, but not by way of limitation, wrongful death,
personal injury or damage to property, the expenses of the defense of said
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I parties and the payment of attorneys' fees in any such claim or action, arising
2 out of or in any manner connected with activities of CITY or CITY employees.
3 COUNTY shall indemnify, defend, save and hold harmless CITY, its officers,
4 agents, servants and employees of and from any and all liability, claims,
5 demands, debts, damages, suits, actions and causes of action of whatsoever
6 kind, nature, or sort, including, but not by way of limitation, wrongful death,
7 personal injury or damage to property, the expenses of the defense of said
8 parties and the payment of attorneys' fees in any such claim or action, arising
9 out of or in any manner connected with services in the furnishing of goods
10 and materials by COUNTY, hereunder.
11 9• This Agreement contains the entire Agreement of the parties with respect to
12 the subject matter hereof, and supersedes all prior negotiations,
13 understandings or agreements pertaining to the locations stipulated in the
14 attached Appendix. This Agreement may only be modified in writing, signed
15 by each party.
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I 10. 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 to
8 be executed by their duly authorized representatives on , 2003.
9 COUNTY OF RIVERSIDE CITY OF PALM SPRINGS
10 By: By:
11 Chairman, Mayor
Board of Supervisors
12 Attest: Nancy Romero, Attest:
13 Clerk to the Board
14 By: By:
15 Deputy Clerk of the Board City Clerk
16 Approved as to form: Approved as to form:
17 By: By:
18 William Katzenstein, City Attorney's Office
County Counsel
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20 RECOMMENDED FOR APPROVAL: APPROVED AS TO CONTENT:
21 BY:
22 George A. Johnson, City Engineer/Director of
Director of Transportation Public Works
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WEM: C4
12/30/0
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APPENDIX
MAINTENANCE AGREEMENT FOR
TRAFFIC SIGNAL AND HIGHWAY SAFETY LIGHTING INSTALLATIONS
WHOLLY-OWNED BY THE CITY OF PALM SPRINGS
JANUARY 2003
SG# , LT# -TRAFFIC $I.GNAL:LOCATION
7000 8100 Racquet Club Road & Indian Canyon Drive
7001 8101 Indian Canyon Drive & Tachevah Drive
7002 8102 Indian Canyon Drive &Alejo Road
7003 8103 Sunrise Way & Alejo Road
7004 8104 Indian Canyon Drive &Amado Road
7005 8105, : Indian .Canyon Drive & Tahquitz Canyon Way
7006 8106 Tahquitz Canyon Way & Calle Encilia
7007 8107 Tahquitz Canyon Way &Ave Caballeros
7008 8108 Tahquitz Canyon Way & Sunrise Way
7009 8109 Tahquitz Canyon Way & Sunset
7010 8110 Tahquitz Canyon Way & Farrell Drive
7011 8111 Indian Canyon Drive & Arenas Road
7012 8112 Sunrise Way & Baristo Road
7013 8113 Farrell Drive & Baristo Road
7014 8114 Ramon Road & Indian Canyon Drive
7015 8115 Ramon Road &Ave Caballeros
7016 8116 Ramon Road & Sunrise Way
7017 8117 Ramon Road & Farrell Drive
7018 8118 Ramon Road & El Cielo Road
Page 1 of 3 / t ��
SG# 1, LT# TRAFFIC SIGNAL LOCATION
7019 8119 Ramon Road & Crossley Road
7020 8120 Sunrise Way & Mesquite Avenue
7021 8121 Ramon Road & Compadre
7022 8122 Ramon Road & Calle Encilia
7023 8123 Indian Canyon Drive & Granvia Valmote
7024 8124 Tahquitz Canyon Way & Calle El Segundo
7025 8125 Farrell Drive & Mesquite CC
7026 8126 Farrell Drive &Alejo Road
7027 8127 Indian Canyon Drive & Andreas Road
7028 8128 Ramon Road & San Luis Rey
7029 8129 Ramon Road & Paseo Dorotea
7030 8130 iNorth Palm Canyon Drive & Tachevah Drive
7031 8131 North Palm Canyon Drive & Tamarisk Road
7032 8132 North Palm Canyon Drive &Alejo Road
7033 8133 North Palm Canyon Drive & Amado Center
7034 8134 North Palm Canyon Drive & Amado Road
7035 8135 North Palm Canyon Drive & Andreas Road
7036 8136 North Palm Canyon Drive & Fashion Plaza
7037 8137 North Palm Canyon Drive & Tahquitz Canyon Way
7038 8138 South Palm Canyon Drive & La Plaza
7039 8139 South Palm Canyon Drive & Arenas Road
7040 8140 South Palm Canyon Drive &Village Green
7041 8141 South Palm Canyon Drive & Baristo Road
7042 8142 South Palm Canyon Drive & Ramon Raod
7043 8143 South Palm Canyon Drive & Camino Parocela
Page 2 of 3
SG# LT# TRAFFIC SIGNAL LOCATION
7044 8144 South Palm Canyon Drive & East Palm Canyon Drive
7045 8145 East Palm Canyon Drive & Camino Real
7046 8146 East Palm Canyon Drive & Sunrise Way
7047 8147 East Palm Canyon Drive & Smoke Tree/Cerritos Road
7048 8148 East Palm Canyon Drive & Farrell Drive
7049 8149 East Palm Canyon Drive & Escoba/Araby
7050 8150 East Palm Canyon Drive & Cherokee
7051 8151 Sunrise Way & Tachevah Drive
7052 8152 Indian Canyon Drive & La Plaza
7053 8153 East Palm Canyon Drive & Southridge Road
7054 8154 Sunrise Way &Amado Road
7055 8155 Indian Canyon Drive & San Rafael Road
7056 8156 Farrell Drive & Via Escuela
7057 8157 Farrell Drive & Mesquite Avenue
7058 8158 Sunrise Way & Via Escuela
7059 8159 Mesquite Avenue & Crossley Road
7060 8160 Ramon Road &Vella Road
7061 8161 El Ciela Road & Baristo Road
7062 8162 Sunrise Way & Racquet Club Road
7063 8163 Ramon Road & El Placer Road
7064 8164 Farrell Drive & Tamarisk Road
7065 8165 Indian Canyon Drive & Baristo Road
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Page 3 of 3
MINUTE ORDER NO.
APPROVING A CONTRACT SERVICES AGREEMENT
WITH THE COUNTY OF RIVERSIDE FOR TRAFFIC
SIGNAL MAINTENANCE AND REPAIR IN AN AMOUNT
NOT-TO-EXCEED $150,000.00, PER YEAR FOR A 3
YEAR TERM WITH ONE MAXIMUM 3 YEAR EXTENSION
IF AUTHORIZED BY THE CITY COUNCIL
I HEREBY CERTIFY that this Minute Order approving a Contract Services Agreement
with the County of Riverside for Traffic Signal Maintenance and Repair, in an amount not
to exceed $150,000.00 per year for 3 year term with one maximum 3 year extension if
authorized by the City Council, was adopted by the City Council of the City of Palm
Springs, California, in a meeting thereof held on the 181h day of June, 2003,
PATRICIA A. SANDERS
City Clerk
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