DATE: May 23, 2023
TO: Mayor and City Council
FROM: Director of Public Works
SUBJECT: Adopt a Resolution Authorizing the City Manager to Execute a Professional Services Agreement with St. Francis Electric, Inc., for a Total Not-to-Exceed Amount of $900,000 for On-Call Traffic Signal and Streetlight Maintenance and Emergency Repair Support Services
RECOMMENDATION
That Council adopts a resolution (Attachment II) authorizing the City Manager to execute a Professional Services Agreement (PSA) with St. Francis Electric, Inc., (St. Francis) for on-call support and emergency repair services for traffic signal and streetlight infrastructure for a term of three years through June 30, 2026 for a Total Not-to-Exceed Amount of $900,000.
SUMMARY
The City entered into an agreement with St. Francis Electric, Inc. to provide on-call support and emergency repair services for traffic signals and streetlight infrastructure in September 2019. Due to the City’s need for additional services, this agreement was subsequently amended three times and expires on June 30, 2023. Through a competitive bidding process, the evaluation team has selected St. Francis to continue providing on-call support and services to the City. Staff recommends that Council adopts a resolution authorizing the City Manager to execute a new PSA with St. Francis to ensure continuity of services following the expiration of the current agreement.
BACKGROUND
Hayward’s Public Works & Utilities Department is responsible for maintaining 146 traffic signals, over 8,000 streetlights, and additional devices such as flashing beacons, radar feedback signs, high intensity activated crosswalk beacons, and rectangular rapid flashing beacon signs. The City’s Traffic Signal Technician performs routine maintenance and repair services for the City’s traffic signals and streetlights, such as replacing signal detection, street light fixture repair, and overall inspection.
The On-Call Streetlight and Traffic Signal Maintenance and Emergency Repair services contract provides after-hours and weekend emergency services support, as well as support for complex problem-solving and large labor-intensive projects. Services include, but are not limited to, repairing traffic signals and streetlights, testing and inspecting equipment, testing and locating detector loops and cameras, installing and modifying signal systems, painting, reviewing signal timing plans, assisting in the installation of a new traffic signal, installing and maintaining video detection systems, installing and troubleshooting the City’s fiber optics network, and providing training to City staff as needed in the use of certain equipment.
The current agreement for on-call services with St. Francis expires on June 30, 2023.
DISCUSSION
The current agreement with St. Francis will expire on June 30, 2023. A Request for Proposals (RFP) was prepared by staff and released to six firms and posted on the City’s website on March 2, 2023. Staff evaluated two proposals received and determined that St. Francis was more qualified for the services needed, based on their experience in providing similar services to the City of Hayward, familiarity with the City’s traffic signal system, and the firm’s competitive rate structure.
ECONOMIC IMPACT
This PSA provides significant benefits to Hayward residents, businesses, and patrons by facilitating the timely and efficient repairs to damaged streetlights, traffic signals, and other devices.
FISCAL IMPACT
There will be no impact on the General Fund. The funding for these services will come from previously approved CIP budgets allocated for Streetlight and Traffic Maintenance. Staff recommends a Professional Service Agreement with St. Francis for an annual not-to-exceed-amount of $300,000 annually (total $900,000 for a three-year period).
STRATEGIC ROADMAP
This agenda item is a routine operational item. Though St. Francis will not directly support implementation of Council’s Strategic Roadmap, their services will support the implementation of the following planning documents and policies:
The Hayward 2040 General Plan has a Mobility Element and several related goals, including implementation of the Hayward Complete Streets Policy, balancing multimodal systems, improving pedestrian facilities and bikeway, transportation demand management, and safe movement of goods throughout the City.
The Hayward Bicycle and Pedestrian Master Plan (BPMP) is consistent with the Hayward 2040 General Plan and outlines efforts to improve pedestrian safety. These include the installation and maintenance of rectangular rapid flashing beacons, signal improvements, and pedestrian hybrid beacons, which will be performed by the vendor.
SUSTAINABILITY FEATURES
This agenda item supports routine installation and maintenance of streetlight and traffic signal infrastructure and supports the City’s sustainability initiatives by minimizing congestion, thereby reducing greenhouse gas emissions.
PUBLIC CONTACT
No public contact has been made related to this agenda item.
NEXT STEPS
If Council approves this request, the City Manager will execute a three-year agreement with St. Francis Electric, Inc., for an annual not-to-exceed amount of $300,000, which will be in effect starting July 1, 2023, immediately following the expiration of the previous agreement with St. Francis Electric.
Prepared by: Sharon Hu, Management Analyst
Kathy Garcia, Deputy Director of Public Works
Recommended by: Alex Ameri, Director of Public Works
Approved by:
Kelly McAdoo, City Manager
https://www.hayward2040generalplan.com/mobility .
https://www.hayward-ca.gov/your-government/city-council/complete-streets-strategic-initiative . https://www.hayward-ca.gov/content/bike-and-pedestrian-master-plan-update .