Agenda #: 5.9
Meeting Date: March 21, 2023
TO: Honorable Mayor and Members of the City Council
FROM: Daniel Fox, City Manager
TITLE: AMENDMENT NO. 1 TO TRAFFIC SIGNAL MAINTENANCE
SERVICES AGREEMENT WITH YUNEX, LLC.
STRATEGIC
GOAL: Safe, Sustainable & Healthy Community
RECOMMENDATION:
Approve, and authorize the Mayor to sign, Amendment No. 1 to the Traffic Signal Maintenance Services Agreement with Yunex, LLC., to increase the annual not- to exceed amount from $220,000 to $270,000.
FINANCIAL IMPACT:
Amendment No. 1 to the traffic signal maintenance Agreement with Yunex LLC (Yunex) increases the total not-to-exceed contract amount from $220,000 per fiscal year to $270,000 per fiscal year. Among Prop C (a/c 207-650-55536) and General Fund (a/c 100-655-55536), the total approved budget for this service in the City's FY 2022/23 Operating Budget is $270,000. Therefore, no additional budget appropriation is needed for this amendment at this time. Adequate funding will be requested for the service in the future Fiscal Years' Operating Budget.
BACKGROUND:
On June 21, 2022, the City Council approved an agreement with Yunex for three (3) years ending on June 30, 2025, with an annual not-to-exceed amount of $220,000 (Agreement).
Under the Agreement, Yunex provides routine maintenance services for signalized intersections, underpass State bridges with soffit lights, intersections with Battery BackUp System Units, CCTV cameras, and locations with BlueTOAD units. The maintenance work includes preventive and non-emergency services, such as preventive maintenance checklist for each intersection and checking the traffic signal cabinet components and other pertinent hardware components.
Unscheduled and emergency works are also covered under the Agreement, and include traffic signal knockdowns (by traffic accidents, etc.), burnout signal light bulbs replacement, communication troubleshooting support, detector loops replacement, electrical repairs, signal controller cabinet testing, equipment upgrades, and other pertinent repairs as needed.
ANALYSIS
During this current fiscal year, multiple vehicle accidents and other emergencies have resulted in several unplanned emergency works. The City was able to recover reimbursements for accidents where insurance information was provided/obtained.
However, expenses without insurance information/accident reports cannot be recovered and are paid for from the City funds.
Given the importance of maintaining and keeping the traffic signal network operational, timely and responsive repairs are essential to avoid disruption to motorists.
Due to the increased emergency work, the annual not-to-exceed contract amount needs to be increased to maintain uninterruptable services. Staff anticipates that the costs for emergency and/or unscheduled work will exceed the current contract amount by $50,000. To maintain our routine and emergency services efficiently in this fiscal year and avoid a similar situation in the remaining two (2) years, staff recommends increasing the Agreement's annual not-to-exceed amount from $220,000 to $270,000.
LEGAL REVIEW:
The City Attorney has reviewed and approved the amendment to the Agreement as to form.
PREPARED BY:
REVIEWED BY:
Attachments:
1. 5.9.a Amendment No. 1 to Yunex Agreement