Fremont City Council Meeting: 12/17/24 07:00 PM
3300 Capitol Avenue Div/Dept: Maintenance Operations
Fremont, CA 94538 Category: Agreements and Contracts
SCHEDULED
Sponsors:
COUNCIL STAFF REPORT (ID # 5320) DOC ID: 5320
Updated: 12/13/2024 8:08 AM by Dina Lewis Page 1
STREET SIGN INVENTORY - Approval of a Service Agreement with Teleqo Technical Solutions, Inc. for a Street Sign Inventory and Condition Assessment in the Amount Not-to-Exceed $185,581.25 (includes 15% Contingency); Appropriate Funds; Make Findings of CEQA Exemption
Contact Persons:
Name: Monica Mathiesen Kelly King
Title: Management Analyst II Maintenance Operations Director Div/Dept: Maintenance Operations Maintenance Operations Phone: 510-979-5702 510-979-5753
E-Mail: [email protected] [email protected]
Executive Summary: The purpose of this report is to facilitate a new service agreement for a street sign inventory and condition assessment for traffic and road signs throughout the City after the previous contract was terminated.
BACKGROUND: The City Council approved a funding action in June 2023 as part of the Fiscal Year 2023/24 Operating Budget to add a Geographic Information System (GIS) component for street signs to the City’s existing maintenance management system.
The City issued a Request for Proposals (RFP) on July 24, 2023 and received proposals on August 22, 2023 from the following 5 contractors: Teleqo Technical Solutions, Inc., Mandli Communications, Inc., Mark Thomas & Company, Inc., National Data & Surveying Services, Inc., and Haley & Aldrich, Inc. Approval to award the service agreement to Mandli Communications, Inc. occurred at the November 7, 2023 council meeting.
Due to lack of adequate assurance of due performance, the City terminated the contract with Mandli Communications, Inc. on October 21, 2024 and wishes to award a new service agreement to Teleqo Technical Solutions, Inc. for these services.
DISCUSSION/ANALYSIS: Staff identified the need for an outside Contractor to perform a street sign inventory and condition assessment throughout our City streets for increased pedestrian, bicyclist, and vehicle safety. 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.
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.
Council Staff Report (ID # 5320) Meeting of December 17, 2024 Updated: 12/13/2024 8:08 AM by Dina Lewis Page 2
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.
The same panel comprised of City staff from Maintenance Operations and Information Technology Services reviewed the proposals based on project scope and understanding, overall experience to perform the required services, and proposal feasibility. Staff has selected Teleqo Technical Solutions, Inc. to provide the services outlined in the RFP and recommends approval of the new service agreement.
The project cost is $161,375, along with a 15% contingency cost of $24,206.25, for a total not to exceed amount for this Agreement of $185,581.25.
FISCAL IMPACT: When the contract with Mandli Communications was terminated in October, the appropriation for the street sign inventory and assessment was liquidated and became part of unallocated fund balance in the General Fund. Consequently, staff recommends that the City Council appropriate $185,581.25 in the General Fund to pay for this replacement contract.
ENVIRONMENTAL REVIEW: This action is not a project as defined by Pub. Res. Code Section 21065 and is categorically exempt under Section 15061(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:
1. Authorize the City Manager, or her designee, to execute a Service Agreement with Teleqo Technical Solutions, Inc. in an amount not to exceed $185,581.25.
2. Appropriate $185,581.25 in the General Fund to pay for the Teleqo Service Agreement.
3. Find that the action is exempt from environmental review under Public Resources Code Section 21065 and the CEQA Guidelines Sections referenced in this report, each of which provides a separate and independent basis for CEQA compliance with respect to this action.