DATE:
May 21, 2024
TO:
Paul Buddenhagen, City Manager
FROM:
Mohamed Alaoui, Public Works Director
SUBJECT:
Resolution Of The City Council Of The City Of Emeryville Authorizing The City Manager To Execute A Second Amendment To The Maintenance Agreement With DC Electric Group, Inc. For On-Call Traffic Signal And Street Light Maintenance To Extend The Termination Date To June 30, 2025 And To Increase The Contract Amount By An Additional $336,433.15 For A Total Contract Amount Not To Exceed $1,841,578.15; Budgeting The Contract To Complete Routine Maintenance Tasks Using The Existing Operating Budget Of The Public Works Department; Budgeting The Contract To Complete Extra Work Tasks In The Amount Of $125,000 (Fund 220) And $66,290 (Fund 250) From CIP Project No. 24250019 Recommendation
Staff recommends that the City Council adopt the above-entitled resolution.
Background
The City periodically issues a Request for Proposals (RFP) for Traffic Signal and Street Lighting Maintenance Services. The last one was issued in October 2020, which granted the City Manager authority to enter into a Maintenance Contract through FY 22/23 with a qualified entity. In the original RFP, the contract was for three (3) years, plus two (2) possible one-year options up to a maximum total contract duration of five (5) years. When there is satisfactory performance under the contract, it is the Public Works Department’s typical procedure and process to have the City Manager extend maintenance and professional services contracts for up to two (2) additional one-year periods before issuance of a new RFP.
On December 20, 2020, the Emeryville City Council authorized the City Manager to enter into a maintenance agreement with DC Electric Group Inc. (“DCE”) in the amount of $623,835 for years 2021, 2022, and 2023 to provide Electrical Maintenance services on Traffic Signals and Street Lights (Resolution No. 20-135).
On February 21, 2023, the Emeryville City Council authorized the City Manager to enter into a first amendment to the maintenance agreement with DCE for a total contract amount not to exceed $1,505,145 to provide Electrical Maintenance services for FY23/24 and additional extra work tasks (Resolution No. 23-19).
Discussion
The City has been utilizing DCE’s On-Call services for the routine maintenance of traffic signals and streetlights citywide. The on-call services have also included, but have not been limited to, calibrating automated pedestrian, vehicle, and bicycle detection systems at the intersections at primary traffic corridors, optimizing coordinated signal timing along those same corridors, and furnishing/constructing improvements related to the proper function of Capital Improvement Program elements.
Currently, Public Works has four active three-year contracts with maintenance contractors with an option for two one-year extensions. This staff proposal is consistent with the current practice.
DCE has performed their tasks effectively with knowledge of the City’s lighting/signal systems and above average response times to emergencies. Due to DCE’s good performance and knowledge of City lighting/signal systems, staff recommends that the City continue DCE’s contract through the end of FY 24/25 and amend the scope of their services to include lighting/signal related extra work tasks.
If the 2nd Amendment is approved by the City Council, DCE will provide the following italicized services through June 30, 2025:
Traffic Signals
The original maintenance contract with DCE requires that they routinely visit each traffic signal every 60 days to ensure that the signal is in proper working order. The scope of services also covers the maintenance of City Intelligent Transportation System (ITS) equipment and on-call services as requested by the City. This task will be extended through June 30, 2025.
Streetlights and Safety Lighting
The original maintenance contract requires that DCE perform a monthly night check of the lighting systems and perform necessary repairs as required. It also requires DCE to repair reported street light outages within seven calendar days of being reported. Staff and residents can report outages and issues via the City’s website, the Contractor’s website, or via a toll-free number. This task will be extended through June 30, 2025.
USA Tickets
The original maintenance contract required that DCE perform the locating and marking of the City’s underground lighting and signal circuits in a timed response based on 811 (Dig Alert) requests that are received by the City. The original contract budgeted this task using an expected cost of $1,300 per month, but the sheer amount of requests that came in the first four months of the contract quickly used up the available budget. The monthly costs for this task averaged $6,955 in the first four months of the contract. Per California Government Code 4216, a public agency is allowed to maintain maps of its underground facilities and share the maps as a response to 811 (Dig Alert) requests. The GIS survey and resultant maps can be used for many years as Public Works staff plans to maintain the database as new facilities are installed or re-configured. This task began during the 1st Amendment scope of work and will continue as part of the 2nd Amendment scope of work.
Extra Work
Every year, there are funds in the maintenance contract to cover extra work items that occur with lighting/signal equipment as accidents or issues arise throughout the City. Multiple extra work items were identified in FY23/24 and will be completed in FY24/25 if the contract amendment is approved.
Costs for 2nd Amendment Tasks (Including Extra Work)
The contract amendment includes additional signal and streetlight related tasks and other work to be added to DCE’s existing contract. Below is a list of proposed work and projects:
Traffic Signals Maintenance (FY24/25):
Routine Maintenance of 32 City Owned Signals $28,671.68 ITS Network Maintenance $10,000.00
Contingency Extra Work Call-outs $31,500.00
Contingency Accident Repairs $16,170.42
Subtotal ‘TS Maintenance’ $86,342.10
Streetlight Maintenance (FY24/25):
Routine Maintenance of Streetlights $31,886.41
Contingency Accident Repairs $26,934.64
Subtotal ‘SL Maintenance’ $58,801.05
Greenway RRFB Detection Repairs $29,975.00
Hollis Street Communication 65th to 67th $5,000.00
Shellmound Street Communication 65th to 67th $5,000.00 Hollis @ 45th Emergency Vehicle Preemption Programming $12,250.00 Stanford Greenway Lighting Repairs $9,825.00
Stanford Park Lighting Repairs $19,915.00
Emery @ MacArthur 1B Relocation $19,325.00
GIS Survey of Electrical Infrastructure for USA Tickets $90,000.00 Subtotal ‘Extra Work’ $191,290.00
Grand Total $336,443.15
The City Engineer has evaluated the above prices and considers them to be competitive. Further, the additional work descriptions were included in the RFP that was issued by the City in October 2020.
As a result, staff recommends increasing the contract amount by an additional $336,443.15 for a total contract amount not to exceed $1,841,578.15.
Fiscal Impact
The Operating Budget for the Public Works Department includes adequate funds for Traffic Signal Maintenance and Street Light Repairs (Account 4060-77340 and 220-77340) for FY24/25 as indicated in the proposed 2nd Amendment Contract.
Budgeting for the additional Extra Work Tasks is proposed to be funded as shown in the table below. There is adequate funding in each CIP Project/fund to account for this allocation.
Available Budget to complete Extra Work Tasks
Project No.
Fund
Amount
24250019
220
$125,000
24250019
250
$66,290
Staff Communication with the Public
None.
Conflict of Interest
None.
Conclusion
Staff recommends that the City Council adopt the above-entitled resolution.
PREPARED BY: Ryan O’Connell, Senior Civil Engineer
Approved and Forwarded to the
City Council of the City of Emeryville:
Paul Buddenhagen, City Manager
Attachments
Original Maintenance Contract
1st Amendment Contract
Draft Resolution
2nd Amendment Maintenance Contract
Exhibit A-2 (Scope of Work)
2nd Amendment Contract – DC Electric (On-Call Signal/Lighting Maintenance) City Council Meeting | May 21, 2024
City of Emeryville
CALIFORNIA
MEMORANDUM