DATE: August 9, 2022
TO: Mayor and City Council
FROM: Director of Public Works
SUBJECT: Adopt a Resolution Authorizing the City Manager to Execute Amendment No. 3 with St. Francis Electric, Inc., for Traffic Signal and Streetlight Maintenance Project Nos. 05187 and 05189 Whereby Increasing the Professional Services Agreement by $300,000 for a Total Not-To-Exceed Amount of $1,164,000
RECOMMENDATION
That Council adopts a resolution (Attachment II) authorizing the City Manager to execute Amendment No. 3 to the Professional Services Agreement (PSA) with St. Francis Electric, Inc. (St. Francis), by $300,000 for a total not-to-exceed amount of $1,164,000.
SUMMARY
In September 2019, the City entered into a three-year agreement with St. Francis for on-call streetlight and traffic signal maintenance services throughout the City for $525,000. The agreement was amended on May 4, 2021 to increase the total not-to-exceed amount to $864,000 due to the high volume of pole knockdowns. Staff is requesting a $300,000 increase to a total not-to-exceed amount of $1,164,000 to cover the increasing costs of labor, materials, and frequency of knockdowns.
BACKGROUND
The Department of Public Works & Utilities is responsible for maintaining 146 traffic signals and approximately 8,300 streetlights. Prior to 2013, the City relied exclusively on outside contractors to maintain and repair streetlights and traffic signal equipment. In February 2013, the City hired its first in-house traffic signal technician. The position performs day-to-day quick-response services such as replacing signal detection, streetlight fixture repair, and overall inspection. However, outside contracted assistance is still necessary due to the sheer volume of time-sensitive service needs.
The City first entered into an agreement with St. Francis for on-call streetlight and traffic signal maintenance in September 2016, which expired in July 2019. Following a competitive RFP process, the City entered into a second agreement with St. Francis for the same services in September 2019, which expired in June 2022. The agreement was extended through June 2023.
DISCUSSION
Costs associated with signal and streetlight maintenance have increased due to labor, materials, and frequency of knockdowns. The City currently has a backlog of 46 damaged or knock-downed poles and averages 15 knockdowns annually due to automobile accidents. Responding to and repairing these knockdowns typically costs between $5,000 and $20,000 per incident.
The services provided by St. Francis include complex problem solving, large labor-intensive projects, and after-hours and weekend emergency services. The services include, but are not limited to, installation of streetlights and traffic signal infrastructure, fiber optic cable installation, and repairing the recurring damage to the City’s signal and street light infrastructure. Staff recommends increasing the current contract through the expiration date due to St. Francis’ timely responses, knowledge and expertise, and familiarity with the City. Staff will evaluate the required services and release a request for proposals (RFP) before the expiration of the current contract.
ECONOMIC IMPACT
This item provides for safer streets for all City residents, businesses, and patrons by efficiently replacing damaged street lighting and traffic signals.
FISCAL IMPACT
This item will be funded through the Adopted FY23 CIP Budget in Gas Tax Fund 210, Project Nos. 05187 and 05189 for Traffic Signal Maintenance and Street Light Maintenance, respectively. The projects have sufficient funds to support the proposed contract increase and requires no additional appropriation at this time. There will be no impact to the General Fund.
STRATEGIC ROADMAP
This item supports the “Invest in Infrastructure” Priority by ensuring the City’s traffic signals and streetlights remain in working conditions.
SUSTAINABILITY FEATURES
Maintaining a reliable and robust infrastructure will help minimize the City’s environmental footprint. It allows the City to meet environmental goals by replacing high energy lights with more energy efficient lights and reduce greenhouse gas emissions by optimizing traffic flows. The effort to replace all High-Pressure Sodium bulbs in the City’s streetlights with LED bulbs has resulted in a longer useable life and lower yearly energy costs.
PUBLIC CONTACT
No public contact is required or conducted for this item.
NEXT STEPS
If Council approves this item, the City Manager will negotiate and execute Amendment No. 3 to the PSA with St. Francis to increase the agreement by $300,000 to a total not-to-exceed amount of $1,164,000.
Prepared by: Manny Grewal, Management Analyst
Recommended by: Alex Ameri, Director of Public Works Approved by:
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Kelly McAdoo, City Manager
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