Fremont City Council Meeting: 11/07/23 07:00 PM
3300 Capitol Avenue Div/Dept: Public Works
Fremont, CA 94538 Category: Agreements and Contracts
SCHEDULED
Sponsors:
COUNCIL STAFF REPORT (ID # 5018) DOC ID: 5018
Updated: 11/1/2023 8:38 AM by Susan Gauthier Page 1
STREET SIGN INVENTORY - Approval of a Service Agreement with Mandli Communications, Inc. for a Street Sign Inventory and Condition Assessment in an Amount Not-to-Exceed $481,250.
Contact Persons:
Name: Monica Mathiesen Hans Larsen
Title: Management Analyst II Public Works Director
Div/Dept: Public Works Public Works
Phone: 510-979-5702 510-494-4722
E-Mail: [email protected] [email protected]
Executive Summary: The purpose of this report is to facilitate creation of a computerized maintenance management system for the City of Fremont’s inventory of street signs, to enable more timely replacement of missing and faded signs and to comply with federal standards for sign conditions.
BACKGROUND: To provide cost effective and timely maintenance of the City’s infrastructure assets, the Public Works Department uses computerized maintenance management systems. Such systems are currently used for pavement, traffic signals, streetlights, City buildings, and fleet vehicles. The City Council approved a funding action in June 2023 as part of the Fiscal Year 2023-2024 Operating Budget to add a Geographic Information System (GIS) component for street signs to the City’s existing maintenance management system. Having well maintained signs helps contribute toward improved traffic safety.
It is noted that the Federal Highway Administration (FHWA) has established compliance standards that require agencies to maintain a list of all traffic and road signs within their jurisdiction and take action to ensure signs meet minimum retroreflectivity requirements.
DISCUSSION/ANALYSIS: Staff has identified the need for an outside contractor to perform a street sign inventory and condition assessment throughout the City. The inventory and condition assessment would be a living tool to help manage assets and comply with FHWA requirements for minimum levels of sign retroreflectivity, as outlined in the Manual on Uniform Traffic Control Devices for Streets and Highways (MUTCD).
Retroreflectivity helps improve safety at night by bouncing light off road signs from vehicle headlights back toward drivers’ eyes, making signs appear brighter and easier to read.
Retroreflective properties deteriorate over time, so there is a need to monitor and maintain signs to ensure that they remain clearly visible at night.
This inventory will serve as a mechanism for documenting conformance standards and logging updates as signs are added, removed, or replaced. It will also capture the total number of signs; location coordinates and type of sign; the color, shape, age, mount and/or post type; and retroreflective performance. Staff will then spatially locate each sign on a GIS layer and track the related maintenance within the maintenance management software system (CityWorks). It will allow staff to forecast sign maintenance and replacement to proactively plan work to meet industry standards.
Council Staff Report (ID # 5018) Meeting of November 7, 2023 Updated: 11/1/2023 8:38 AM by Susan Gauthier Page 2
The City issued a Request for Proposals (RFP) on July 24, 2023, for Street Sign Inventory services. The City received proposals on August 22, 2023, from the following five contractors: Teleqo Technical Solutions, Inc.; Mandli Communications, Inc.; Mark Thomas & Company, Inc.; National Data & Surveying Services, Inc.; and Haley & Aldrich, Inc.
A panel comprised of City staff from Public Works and Information Technology Services evaluated the proposals based on project scope and understanding, overall experience to perform the required services, and proposal feasibility. Based on the results of the evaluation process, staff recommends approval of the service agreement with Mandli Communications, Inc. to provide the services outlined in the RFP.
FISCAL IMPACT: The total not to exceed amount for this Agreement is $481,250. There is sufficient funding in the Maintenance Division’s General Fund (Fund 001) budget to cover the cost of this Agreement.
ENVIRONMENTAL REVIEW: This project is categorically exempt under Section 15061 9(b)(3) of the California Environmental Quality Act (CEQA) in that it is not a project which has the potential for causing a significant effect on the environment.
ATTACHMENTS: None.
RECOMMENDATION: Authorize the City Manager or designee to execute a Service Agreement with Mandli Communications, Inc. for a Street Sign Inventory and Condition Assessment in an amount not to exceed $481,250.