Agenda Item A.8
CPMS CONSENT CALENDAR
Meeting Date: December 5, 2023
____________________________________________________________ TO: Mayor and Councilmembers
FROM: Charles W. Ebeling, Public Works Director
CONTACT: Michael Winnewisser, Assistant Engineer
SUBJECT: Professional Services Agreement with Tanko Streetlighting for Citywide Streetlight Maintenance
RECOMMENDATIONS:
Authorize City Manager to execute a Professional Services Agreement for citywide streetlight maintenance services with Tanko Streetlighting, Inc. in the not-to-exceed amount of $360,000, with a termination date of December 31, 2026.
BACKGROUND:
The LED Street Lighting Project (Project No. 9056) included the acquisition, conversion to Light-Emitting Diode (LED) light bulbs, and interim maintenance of Goleta streetlights.
On February 5, 2019, the City Council awarded a professional services agreement to Tanko Streetlighting, Inc. (Tanko) in a not -to-exceed amount of $ 115,814, with a termination date of December 31, 2023 . This agreement was amended on October 15, 2019, to increase the contracting authority by $120,747 to add interim maintenance services for the streetlights once purchased. The agreement was amended once again on July 20, 2021, to increase the contracting authority by $602,963 to cover the LED fixture acquisition and installation services.
The City of Goleta acquired the lights from S outhern California Edison (SCE) on May 3, 2020, for $502,783. Over the course of their services, Tanko performed an audit of Goleta streetlights, negotiated and facilitated the streetlight acquisition with SCE, and purchased and installed LED fixtures on those lights. Tanko provided a design map for the LED installation and worked with the City to incorporate recommendations based on public input. Tanko also provided ongoing maintenance throughout this process and until the City transitioned into long-term citywide maintenance with the project close-out.
DISCUSSION:
The City currently owns and maintains 1,465 streetlights citywide. The City is responsible for maintaining the streetlights including the foundation and the wiring from the streetlight to the electrical service point excluding all underground wiring. The City has converted all 1 Meeting Date: December 5, 2023
city-maintained streetlight fixtures from High -Pressure Sodium fixtures to LED streetlights.
The LED conversion was completed in December 2021, and maintenance has been ongoing as a part of the LED Streetlight Project. With the new agreement for maintenance services in place, Public Works staff will be closing out the project.
On August 3, 2023, Public Works staff posted a Request for Proposals (RFP) for ongoing citywide streetlight maintenance services. The RFP closed on August 24, 2023, with one proposal received from Tanko.
Public Works staff is re commending that City Council authorize the City Manager to execute a professional services agreement with Tanko for citywide streetlight maintenance services with a total not -to-exceed contract amount of $360,000, with an expiration date of December 31, 2026 (Attachment 3).
FISCAL IMPACTS:
The need for streetlight maintenance services was anticipated and budgeted. There is no additional appropriation requested at this time. Table 1 below summarizes the funding sources and costs for the new contract wi th Tanko for citywide streetlight maintenance services.
Table 1 – Citywide Streetlight Maintenance Services Contract Budget Fund Type Account FY 23/24
Budget
Amount
per Fiscal
Year
3-Year
Contract
Authority
Street Lighting 502-50-5600-51079
Maintenance – Lighting
$250,000 $84,000 $252,000
Street Lighting 502-50-5600-51200
Professional Services
$50,000 $36,000 $108,000
Total $300,000 $120,000 $360,000
ALTERNATIVES:
The City Council may elect not to award a contract to Tanko, this would result in the City having no maintenance contract and no ability to maintain its streetlights.
Reviewed By: Legal Review By: Approved By:
___________________ ___________________ _________________ Kristine Schmidt Megan Garibaldi Robert Nisbet
Assistant City Manager City Attorney City Manager
2 Meeting Date: December 5, 2023
ATTACHMENTS:
1. Professional Services Agreement with Tanko Streetlighting for Citywide Streetlight Maintenance Services
3 ATTACHMENT 1
Professional Services Agreement with Tanko Streetlighting for Citywide Streetlight Maintenance Services
4 City of Goleta
Department of Public Works and Tanko Streetlighting, Inc.
Project Name: C itywide Streetlight Maintenance Services
AGREEMENT FOR PROFESSIONAL SERVICES
BETWEEN THE CITY OF GOLETA
AND
TANKO STREETLIGHTING, INC.
T
his AGREEMENT FOR PROFESSIONAL SERVICES (herein referred to as “AGREEMENT”) is made and entered into this 5th day of December, 2023, by and between the CITY OF GOLETA, a municipal corporation (herein referred to as " CITY"), and TANKO STREETLIGHTING, INC., a California Corporation (herein referred to as "CONSULTANT").
SECTION A. RECITALS
1. The CITY has a need for professional streetlight maintenance services to maintain its streetlight infrastructure; and
2. The CITY does not have the personnel able and/or available to perform the services required under thi s AGREEMENT, and therefore, the CITY desires to contract for professional services to accomplish this work; and
3. The CITY procured these services in compliance with Goleta Municipal Code Section 3.05.260.
4. The City Council, on this 5th day of December, 2023, approved this AGREEMENT and authorized the City Manager to execute the AGREEMENT.
SECT
ION B. TERMS
1. RETENTION AS CONSULTANT
CITY hereby retains CONSULTANT , and CONSULTANT hereby accepts such engagement, to perform the services described in Section 2.
CONSULTANT warrants it has the qualifications, experience, and facilities to properly and timely perform said services.
2. DESCRIPTION OF SERVICES
The services to be performed by CONSULTANT are as follows:
Professional Streetlight Maintenance S ervices shall generally include the collecting, trackin g, and completion of ongoing streetlight outage repairs, downed wiring repairs, pole knockdo wns, DocuSign Envelope ID: E049FC34-3F84-4358-8A1B-9BC1EC52BA32 5 City of Goleta
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and emergency streetlight repairs as more particularl y set forth in the Scope of Work, attached as Exhibit “A,” and incorporated herein.
CONSULTANT shall delive r to CITY the deliverables defined in Exhibit “A.”
3. CO MPENSATION AND PAYM ENT
(a) Maximum and Ra te. T he total compensation payable to CONSULTANT by CITY for the services under this AGREEMENT SHALL NOT EXCEED the sum of $360,000 (herein "not to exceed amount"), and s hall be earned as the work progresses on the following basis:
Hourly a t the hourly rates and with reimbursement to
CONSULTANT for those expenses set forth in CONSULTANT 's Schedule of Fees marked Exhibit "B," attached and incorporated herein. The rates and expenses set forth in that exhibit shall be binding upon CONSULTANT until December 31, 2026, after which any change in said rates and expenses must be approved in writing by CITY's Project Manager as described in Section 5 (CITY is to be given 60 days notice of any rate increase request), provided the not to exceed amount is the total compensation due CONSULTANT for all work described under this AGREEMENT.
(b) P
ayment . CONSULTANT shall provide CITY with written
verification of the actual compensation earned, which written verification shall be in a form satisfactory to CITY's Project M anager, as des cribed in Section 5.
Invoices shall be made no more frequently than on a monthly basis, and describe the work performed (including a list of hours worked by per sonnel classification).
All payments shall be made within 30 days after CITY’s approval of the invoice.
4. EXTRA SERVICES
CITY shall pay CONSULTANT for those CITY authorized extra services, not reasonably included within the services described in Section 2, as mutually agreed to writing in advance of the incurrence of extra services by CONSULTANT. Unless CITY and CONSULTANT have agreed in writing before the performance of extra services, no liability and no right to claim compensation for such extra services or expenses shall exist. The applicable hourly rates for extra services shall be at the hourly rates set forth in Exhibit B, if one is included as part of this agreement. Any compensation for extra services shall be part of the total compensation and shall not increase the not to exceed amount identified in Section 3.
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5. CITY PROJECT MANAGER AND SERVICES BY CITY
The services to be performed by CONSULTANT shall be acc omplished under the general direction of, and coordinate with, CITY's "Project Manager", as that staff person is designated by CITY from time to time, and who presently is Michael Winnewisser Project Manager shall have the authority to act on behalf of the CITY in administering this AGREEMENT but shall not be authorized to extend the term of the AGREEMENT or increase the not to exceed amount.
6. TERM, PROGRESS AND COMPLETION
The term of t his AGREEMENT is f rom the date first written above to December 31, 2026, unless term of this AGREEMENT is extended, or the AGREEMENT is terminated as provided for herein.
CONSULTANT shall not commence work on the services to be performed until (i) CONSULTANT furnishes proof of insurance as required by Section 10 below, and (ii) CITY gives written authorization to proceed with the work provided by CITY's Project Manager.
7. OWNERSHIP OF DOCUMENTS
All drawin gs, designs, data, photographs, reports and other documentation (other than CONSULTANT 's drafts, notes and internal memorandum), including duplication of same prepared by CONSULTANT in the performance of these services, are the property of CITY . CITY shall be entitled to immediate possession of the same upon completion of the work under this AGREEMENT, or at any earlier or later time when requested by CITY. CITY agrees to hold CONSULTANT harmless from all damages, claims, expenses, and losses arising out of any reuse of the plans and specifications for purposes other than those described in this AGREEMENT , unless written authorization of CONSULTANT is first obtained.
8. PERSONAL SERVICES/NO ASSIGNMENT/SUBCONTRACTOR
This AGREEMENT is for professional services which are personal to CITY. Chris Pettengil l is deemed to be specially experienced and is a key member of CONSULTAN T's firm, and shall be directly involved in the performance of this work. This key person shall communicate with, and periodically report to, CITY on the progress of the work. Should any such individual be removed from assisting in this contracted work for any reason, CITY may terminate this AGREEMENT. This AGREEMENT may not be assigned or subcontracted without the City Manager’s prior written consent.
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9. HOLD HARMLESS AND INDEMNITY
(a) Indemnification and Defense for Professional Service. To the fullest extent permitted by law, Consultant shall indemnify, defend and hold harmless the CITY and any and all of its officials, employees and agents (“Indemnified Parties”) from and against any and all claims, losses, liabilities, damages, costs and expenses, including attorney’s fees and costs, to the extent they arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the CONSULTANT for any design- based serv ices.
CONSULTANT’s duty to defend shall consist of reimbursement of defense costs incurred by CITY in direct proportion to the CONSULTANT’s proportionate percentage of fault. CONSULTANT’s percentage of fault shall be determined, as applicable, by a court of law, jury or arbitrator. In the event any loss, liability or damage is incurred by way of settlement or resolution without a court, jury or arbitrator having made a determination of the CONSULTANT’s percentage of fault, the parties agree to mediation with a third party neutral to determine the CONSULTANT’s propor tionate percentage of fault for purposes of determining the amount of indemnity and defense cost reimbursement owed to the CITY. (b) H old Harmless for CONSULTANT's Damages. CONSULTANT holds CITY, its elected officials, officers, agents, and employees, harmless from all of CONSULTANT's claims, demands, lawsuits, ju dgments, damages, losses, injuries or liability to CONSULTANT, to CONSULTANT's employees, to CONSULTANT’s contractors or subcontractors, or to the owners of CONSULTANT's firm, which damages, losses, injuries or liability occur during the professional services work that does not include design- based services required under this AGREEMENT, or occur while CONSULTANT is on CITY property, or which are connected, directly or indirectly, with CONSULTANT's performance of any non-design-based activity or work required under this AGREEMENT. (c) Defense and Indemnity of Third Party Claims/Liability.
CONSULTANT shall investigate, defend, and indemnify CITY, its elected officials, officers, agents, and employees, from any claims, lawsuits, demands, judgments, and all liability including, but not limited to, monetary or property damage, lost profit, personal injury, wrongful death, general liability, automobile, infringement of copyright/patent/trademark, or professional errors and omissions arising out of, directly or indirectly, an error, negligence, or omission of CONSULTANT or any of CONSULTANT’s office rs, agents, employees, representatives, subconsultants, or subcontractors, or the willful misconduct of CONSULTANT or any of CONSULTANT’s officers, agents, employees, representatives, subconsultants, or subcontractors, in performing the services described in, or normally associated with, this type of contracted work. The duty to defend shall include any suits or actions concerning any activity, product or work required under this AGREEMENT, and also include the payment of all court costs, attorney fees, expert witness costs, investigation costs, claims adjusting costs and any other costs required for and related thereto.
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(d) No Waiver. CITY does not waive, nor shall be deemed to have waived, any indemnity, defense or hold harmless rights under this section because of the acceptance by CITY, or the deposit with CITY, of any insurance certificates or policies described in Section 10.
10. INSURANCE
CONSULTANT shall, at CONSULTANT 's sole cost and expense, provide insurance as described herein. All insurance is to be placed with insurers authorized to do business in the State of California with an A.M. Best and Company rating of A - or better, Class V II or better, or as otherwise approved by CITY.
Insurance shall include the following (or broader) coverage:
a) Insurance Services Office Commercial Liability coverage “occurrence” form CG 00 01 or its exact equivalent with an edition date prior to 2004 and with minimum limits of $1,000,000 per occurrence and $2,000,000 general aggregate.
b) Insurance Services Office form number CA 00 01 or equivalent covering Automobile Liability, including hired and non- owned automobile liability with a minimum limit of $1,000,000 per accident. If the Service Provider owns no vehicles, this requirement may be satisfied by a non- owned and hired auto endorsement to Service Provider’s commercial general liability policy.
c) Workers’ Compensation insurance complying with California worker’s compensation laws, including statutory limits for workers’ compensation and an Employer ’s Liability limit of $1,000,000 per accident or disease.
d) Professional liability insurance that covers the services to be performed in connection with this agreement, in the minimum amount of $1,000,000 per claim.
Liability insurance policies required to be provided by CONSULTANT hereunder shall contain or be endorsed to contain the following provisions:
a) Except for professional liability insur ance, CITY, its employees , officials, agents and member agencies shall be covered as additional insureds. Coverage shall apply to any and all liability arising out of the work performed or related to the contract. Additional insured status under the general liability requirement shall be provided on Insurance Services Office Form CG 20 10, with an edition date prior to 200 4, or its equivalent. Additional insured status for completed DocuSign Envelope ID: E049FC34-3F84-4358-8A1B-9BC1EC52BA32 9 City of Goleta
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operations shall be provided either in the additional insured form or through another endorsement such as CG 20 37, or its equivalent.
b) General and automobile liability insurance shall apply separately to each insured against whom a claim is made or suit is brought, except with respect to the limits of the insurer’s liability. Coverage will not be limited to CITY’s vicarious liability.
c) Professional liability insurance policies inception date, continuity date, or retroactive date must be before the effective date of this agreement. CONSULTANT agrees to maintain continuous coverage through a period no less than three years after completion of the services required by this agreement.
d) Except for profe ssional liability insurance, liability coverage shall be primary and non-contributing with any insurance maintained by CITY.
e) Evidence of coverage (including the workers’ compensation and employer’s liability policies) shall provide that coverage shall not be suspended, voided, canceled or reduced in coverage or in limits except after 30 days’ prior written notice has been given to CITY.
Such provision shall not include any limitation of liability of the insurer for failure to provide such notice.
f) No liability insurance coverage provided to comply with this AGREEMENT shall prohibit CONSULTANT , or CONSULTANT’s
employees, or agents, from waiving the right of recovery prior to a loss. CONSULTANT waives its right of recovery against CITY.
g) CONSULTANT agrees to deposit with CITY within fifteen days of Notice to Proceed of the Contract certificates of insurance and required endorsements.
h) There shall be no recourse against CITY for payment of premiums or other amounts with respect to the insurance required to be provided by CONSULTANT hereunder. Any failure, actual or alleged, on the part of CITY to monitor compliance with these requirements will not be deemed as a waiver of any rights on the part of CITY . CITY has no additional obligations by virtue of requiring the insurance set forth herein. In the event any policy of insurance required under this AGREEMENT does not comply with these requirements or is canceled and not replaced, CITY has the right but not the duty to obtain the insurance it deems necessary and any premium paid by CITY will be promptly reimbursed by CONSULTANT or CITY will withhold amounts sufficient to pay premium from CONSULTANT payments.
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i) CONSULTANT agrees to provide immediate notice to CITY of any claim or loss against CONSULTANT arising out of the work performed under this AGREEMENT . CITY assumes no obligation or liability by such notice, but has the right (but not the duty) to moni tor the handling of any such claim or claims if they are likely to involve CITY.
11. RELATIONSHIP OF CONSULTANT TO CITY
The relationship of the CONSULTANT to CITY shall be that of an independent contractor and that in no event shall CONSULTANT be considered an officer, agent, servant or employee of CITY. CONSULTANT shall be solely responsible for any workers compensation insurance, withholding taxes, unemployment insurance, and any other employer obligations associated with the described work.
12. CORRECTIONS
In addition to the above indemnification obligations, CONSULTANT shall correct, at its expense, all errors in the work that may be disclosed during CITY's review of CONSULTANT's report or plans. Should CONSULTANT fail to make such correction in a reasonably timely manner, such correction shall be made by CITY, and the cost thereof shall be charged to CONSULTANT or withheld from any funds due to CONSULTANT hereunder.
13. TERMINATION BY CITY
CITY, by notifying CONSULTANT in writing, may upon 10 calendar days notice, terminate without cause any portion or all of the services agreed to be performed under this AGREEMENT. If termination is for cause, no notice period need be given. In the event of termination, CONSULTANT shall have the right and obligation to immediately assemble work in progress for the purpose of closing out the job. All compensation for actual work performed and charges outstanding at the time of termination shall be payable by CITY to CONSULTANT within 30 days following submission of a f inal st atement by CONSULTANT unless termination is for cause. In such event, CONSULTANT shall be compensated only to the extent required by law.
14. ACCEPTANCE OF FINAL PAYMENT CONSTITUTES RELEASE
The acceptance by CONSULTANT of the final payment made under this AGREEMENT shall operate as and be a release of CITY from all claims and liabilities for compensation to CONSULTANT for anything done, furnished, or relating to CONSULTANT'S work or services. Acceptance of payment shall be any negotiation of CITY's ch eck or the failure to make a written extra compensation claim within 10 calendar days of the receipt of that check.
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However, approval or payment by CITY shall not constitute, nor be deemed, a release of the responsibility and liability of CONSULTANT , its employees, subcontractors, agents and CONSULTANTs for the accuracy and competency of the information provided and/or work performed; nor shall such approval or payment be deemed to be an assumption of such responsibility or liabili ty by CITY for any defect or error in the work prepared by CONSULTANT , its employees, subcontractors, agents and consultants.
15. AUDIT OF RECORDS
At any time during normal business hours and as often as it may deem necessary, CONSULTANT shall make available to a representative of CITY for examination of all its records with respect to all matters covered by this AGREEMENT and will permi t CITY to audit, examine and/or reproduce such records. CONSULTANT will retain such financial records, time sheets, work progress reports, invoices, bills a nd project records for at least two years after termination or final payment under this AGREEMENT.
16. WAIVER; REMEDIES CUMULATIVE
Failure by a party to insist upon the strict performance of any of the provisions of this AGREEMENT by the other party, irrespective of the length of time for which such failure continues, shall not constitute a waiver of such party's right to demand strict compliance by such other party in the future. No waiver by a party of a default or breach of the other party shall be effecti ve or binding upon such party unless made in writing by such party, and no such waiver shall be implied from any omissions by a party to take any action with respect to such default or breach. No express written waiver of a specified default or breach shall affect any other default or breach, or cover any other period of time, other than any default or breach and/or period of time specified. All of the remedies permitted or available to a party under this AGREEMENT , or at l aw or in equity, shall be cumulative and alternative, and invocation of any such right or remedy shall not constitute a waiver or election of remedies with respect to any other permitted or available right of remedy.
17. CONFLICT OF INTEREST
CONSULTANT is unaware of any CITY employee or official that has a financial interest in CONSULTANT 'S business. During the term of this AGREEMENT and/or as a result of being awarded this AGREEMENT , CONSULTANT shall not offer, encourage or accept any financial interest in CONSULTANT'S business by any CITY employee or official.
18. CONSTRUCTION OF LANGUAGE OF AGREEMENT
The provisions of this AGREEMENT shall be construed as a whole according to its common meaning of purpose of providing a public benefit and DocuSign Envelope ID: E049FC34-3F84-4358-8A1B-9BC1EC52BA32 12 City of Goleta
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not strictly for or against any party. It shall be construed consistent with the provisions hereof, in order to achieve the objectives and purposes of t he parties.
Wherever required by the context, the singular shall include the plural and vice versa, and the masculine gender shall include the feminine or neutral genders or vice versa.
19. MITIGATION OF DAMAGES
In all situations arising out of this AGREEMENT , the parties shall attempt to avoid and minimize the damages resulting from the conduct of the other party.
20. GOVERNING LAW
This AGREEMENT, and the rights and obligations of the parties, shall be governed and interpreted in accordance with the laws of the State of California.
Should litigation occur, venue shall be in Superior Court of Santa Barbara County.
21. NONDISCRIMINATION
CONSULTANT shall not dis criminate on the basis of race, color, gender, gender identity/expression, pregnancy, sexual orientation, disability, marital status, or any other characteristic protected under applicable federal or state law.
22. TAXPAYER IDENTIFICATION NUMBER
CONSULTANT shall provide CITY with a complete Request for Taxpayer Identification Number and Certification, Form W -9 (Rev. October 2018 ), as issued by the Internal Revenue Service.
23. NON-APPROPRIATION OF FUNDS
Payments due and payable to CONSULTANT for current service s are within the current budget and within an available, unexhausted and unencumbered appropriation of CIT Y funds. In the event CITY has not appropriated sufficient funds for payment of CONSULTANT services beyond the current fiscal year, this AGREEMENT shall cover only those costs incurred up to the conclusion of the current fiscal year.
24. MODIFICATION OF AGREEMENT
The tasks described in this AGREEMENT and all other terms of this AGREEMENT may be modified only upon mutual written consent of CITY and CONSULTANT.
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25. USE OF THE TERM “CITY”
Reference to “ CITY” in this AGREEMENT includes City Manager or any authorized representative acting on behalf of CITY.
26. PERMITS AND LICENSES
CONSULTANT, at its sole expense, shall obtain and maintain during the term of this AGREEMENT, all appropriate permits, licenses, and certificates that may be required in connection with the performance of services under this AGREEMENT.
27. CAPTIONS
The captions or headings in this AGREEMENT are for convenience only and in no other way define, limit o r describe the scope or intent of any provision or section of the AGREEMENT.
28. AUTHORIZATION
Each party has expressly authorized the execution of this AGREEMENT on its behalf and bind said party and its respective administrators, officers, directors, shareholders, divisions, subsidiaries, agents, employees, successors, assigns, principals, partners, joint venturers, insurance carriers and any others who may claim through it to this AGREEMENT.
29. ENTIRE AGREEMENT BETWEEN PARTIES
Except for CONSULTANT'S proposals and submitted representations for obtaining this AGREEMENT, this AGREEMENT supersedes any other agreements, either oral or in writing, between the parties hereto with respect to the rendering of services, and contains all of the covenants and agreements between the parties with respect to said services.
30. PARTIAL INVALIDITY
If any provision in this AGREEMENT is held by a court of competent jurisdiction to be invalid, void or unenforceable, the remaining provisions will nevertheless continue in full force without being impaired or invalidated in any way.
31. NOTICES
Any notice required to be given hereunder shall be deemed to have been given by depositing said notice in the United States mail, postage prepaid, and addressed as follows:
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TO CITY: Attention: Robert Nisbet, City Manager
City of Goleta
130 Cremona Drive, Suite B
Goleta, CA 93117
TO CONSULTANT: Jason Tanko, CEO
Tanko Streetlighting, Inc.
220 Bayshore Boulevard
San Fransisco, CA 94124
32. COUNTERPARTS AND ELECTRONIC/FACSIMILE SIGNATURES
This Agreement may be executed in several counterparts, which may be facsimile or electronic copies. Each counterpart is fully effective as an original, and together constitutes one and the same instrument.
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In concurrence and witness whereof , this AGREEMENT has been executed by the parties effective on the date and year first above written.
CITY OF GOLETA CONSULTANT
_____________________________ _____________________________ Robert Nisbet, City Manager Clare Bressani, President
ATTEST
_____________________________ _
____________________________
Deborah Lopez, City Clerk Jason Tanko, Chief Executive Officer
APPROVED AS TO FORM:
MEGAN GARIBALDI, CITY ATTORNEY
_____________________________
Scott Shapses, Deputy City Attorney
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EXHIBIT A
SCOPE OF WORK
Task 1: Coordinate Response to Repair Requests
Consultant shall:
• P rovide a streetlight maintenance repair request system to manage, log, and respond to online repair requests – per the following website:
https://www.tankolighting.com/goleta. This is an online system that enables a user -friendly and easy way for City residents and the public to submit outage reports and requests.
• U tilize an established call center for City residents and the public to use for the submission of outage reports and requests.
• U tilize a tracking log that incorporates both online and phone call requests and responses.
• R eview existing routine maintenance policies and procedures, including response timelines, dispatch procedures, and maintenance stock procedures, with the City and make any requested updates.
Task 2: Streetlight Repairs and Maintenance
Consultant shall:
• Provide the replacement of failed photocells and streetlight fixtures, as well as the repair and hazard mitigation for broken or loose streetlight wires and the repair/replacement of streetlight poles, bases, and foundations as needed, as part of ongoing repairs and maintenance practices.
Task 3: Routine Repair Requests
Consultant shall:
• Dispatch to the requested location within five (5) working days of receipt of the City’s approved routine repair request and perform the necessary repairs.
• E nsure that when a fixture is serviced, it is cleaned as necessary, broken lenses and covers are replaced, and the entire fixture assembly left in a clean, fully serviceable condition.
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• E nsure that all waste materials generated from the maintenance services are properly disposed of in accordance with City standards and all applicable laws and regulations.
• P rovide a record of the location, date of the visit, identified issue, remedy, date of remedy completion, and any additional notes.
Task 4: Remedy of Warranty Repairs
Consultant shall:
• Maintain parts and equipment covered by warranty in accordance with the warranty.
• A ssist with remedying any failures or issues falling under the manufacturer's warranty.
• M aintain appropriate records for components to preserve warranty terms for the duration of the maintenance agreement.
Task 5: Utility Coordination
Consultant shall:
• Coordinate with Southern California Edison (SCE) before making or breaking the electrical connection to the electrical distribution network.
Task 6: Emergency Repairs
Consultant shall:
• P rovide a system and procedures for immediate response to and completion of emergency repair requests. These situations typically include (but are not limited to) pole knockdown situations or any electrical or other potential hazard resulting from the streetlighting equipment.
• D ispatch the installer to respond to the location within two to four (2 -4) hours from receipt of emergency repair request.
• C oordinate with necessary utility companies to de- energize any live or severed street light wires.
• E nsure that the subcontractor de- energizes streetlight fixtures that have been knocked down or conductors that have been severed
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• M ake repairs or alterations to streetlight structural components to protect the immediate safety of the public.
• E nsure the subcontractor remedies the fixture issue with the appropriate parts and materials.
• E nsure that any time a fixture is serviced, it is cleaned as necessary, broken lenses and covers replaced, and the entire fixture assembly left in a clean, fully serviceable condition.
• E nsure that all waste materials generated from the maintenance services are properly disposed of in accordance with all applicable laws and regulations.
• P rovide a record of the location, date of the visit, identified issue, remedy, date of remedy completion, and any additional notes.
• E nsure in the event of a knockdown pole, that the subcontr actor coordinates with the utility company regarding disconnection of power, removes and disposes of the pole and lighting fixture, retaining any salvageable components, and ensures the site is secured in a safe manner.
• C oordinate with the utility company regarding the emergency cleanup and the retrieval of City-owned lighting components.
• S ubmit to the City a detailed written quotation of the cost and time required to restore the affected streetlight to fully operable condition, including re-installation of the pole where applicable.
Task 7: Additional Work
Consultant shall:
• P rovide a detailed written quotation of the cost and time required to restore an affected streetlight to fully operable condition, including re- installation of the pole where applicable and not commencing such repairs until receiving approval and notification to proceed from the City for any special and additional work not covered above by routine or emergency maintenance of fixture (including but not limited to arm transfer service on utility poles, pole knockdown replacements, foundation replacements, starting aids, wire inside pole, access hole covers, underground/overhead conductors and cables, tree trimming, loose anchor bolts, remedies related to acts of vandalism, leaning poles, fuse replacements, repair/replacements of streetlight equipment due to damage).
DocuSign Envelope ID: E049FC34-3F84-4358-8A1B-9BC1EC52BA32 19 City of Goleta
Department of Public Works and Tanko Streetlighting, Inc.
Task 8: Materials Management
Consultant shall:
• A ccess and store spare streetlight material inventory to facilitate expedient fixture replacement in case of failure.
• M onitor spare streetlight inventory and recommend that the City consider purchasing additional streetlight material stock as needed to maintain a sufficient inventory of streetlight maintenance material.
Task 9: Administrative Support
Consultant shall:
• P rovide supporting documentation to assist the City with its pursuit of third parties for any insurance claims, including an itemized list of all relevant information regarding damages and repair costs as needed to process claims.
Task 10: Traffic Control
Consultant shall:
• Ensure that any maintenance work complies with CAMUTCD traffic control standards.
• U tilize the previously submitted traffic control plan (that was previously approved by City staff ) for any work which significantly impacts City right - of-way.
Task 11: Reporting
Consultant shall:
• Provide a system to track and report all maintenance activities and to report all emergency repair activities via an online work order management system.
• P rovide daily maintenance reports with details for each emergency or ongoing maintenance operations, and monthly maintenance reports identifying all emergency and ongoing maintenance activities for the prior month through the established reporting system.
DocuSign Envelope ID: E049FC34-3F84-4358-8A1B-9BC1EC52BA32 20 City of Goleta
Department of Public Works and Tanko Streetlighting, Inc.
Deliverables
A. D aily Maintenance Reports – via the online work order management system – for both ongoing routine and emergency services.
B. Monthly Maintenance Reports – via the online work order management system – for both completed and ongoing routine and emergency services.
C. Warranty Documentation – R ecord of components to preserve warranty terms.
D. Additional Work Quotations – Including the cost and time required to restore the affected streetlight to fully operable condition, as well as re- installation of the pole, where applicable.
E. Insurance Claim Documentation - Itemized list of all relevant information regarding damages and repair costs as needed to process claims.
DocuSign Envelope ID: E049FC34-3F84-4358-8A1B-9BC1EC52BA32 21 City of Goleta
Department of Public Works and Tanko Streetlighting, Inc.
EXHIBIT B
SCHEDULE OF FEES
DocuSign Envelope ID: E049FC34-3F84-4358-8A1B-9BC1EC52BA32 22