REPORT TO CITY COUNCIL
To: Honorable Mayor and Members of the City Council
From: Jason Simpson, City Manager
Prepared by: Rick DeSantiago, Public Works Manager
Date: November 14, 2023
Subject: WRCOG Agreements for Streetlight Operations & Maintenance Recommendation
Approve and authorize the City Manager to execute the First Amendment to the Implementation Agreement with the Western Riverside Council of Governments (WRCOG) and Appendix 4 to the WRCOG Professional Services Agreement with Yunex, LLC.
Background
WRCOG has a Professional Services Agreement with Yunex, LLC (known as Yunex Traffic), formerly Siemens, to provide streetlight retrofit and O&M services to the member agencies in the Regional Streetlight Program. On September 27, 2018, the City of Lake Elsinore entered into an Implementation Agreement with WRCOG to implement the maintenance and repair program for the City's streetlights and receive all services provided by the Regional Streetlight Program. On November 1, 2018, the City entered Appendix 4 to the WRCOG Professional Services agreement to receive streetlight O&M services provided by Yunex Traffic, formerly Siemens, within the City's jurisdiction. The WRCOG Professional Services Agreement with Yunex Traffic will expire on December 1, 2023.
On July 12, 2023, WRCOG released Request for Proposals Number 23-02, seeking a provider for streetlight O&M services for the agencies participating in the Regional Streetlight Program. On October 2, 2023, the WRCOG Executive Committee approved an award to Yunex Traffic. It authorized a new Professional Services Agreement to provide streetlight O&M services to the member agencies in the Regional Streetlight Program. This item is seeking approval from the City Council to enter into a First Amendment to the Implementation Agreement with WRCOG to integrate the new WRCOG Professional Services Agreement (PSA) and a new Appendix 4 to the new WRCOG PSA with Yunex Traffic and WRCOG to receive streetlight O&M services.
WRCOG Agreements for Streetlight Operations & Maintenance
Discussion
The Implementation Agreement between the City of Lake Elsinore and WRCOG for the implementation of the maintenance and repair program for streetlights provides the City with streetlight operations & maintenance (O&M) services, project management, and as-needed technical assistance for smart streetlight technologies, such as traffic sensors, and as-needed support for broadband initiatives or projects. The City compensates WRCOG through an Administrative Fee based on a per-pole-per-month fee. As required by the Implementation Agreement, WRCOG secured a contractor, Yunex Traffic, formerly Siemens, to provide streetlight O&M services to member agencies in the Regional Streetlight Program.
Yunex Traffic's bid includes a similar scope of work as the current agreement, including Routine and Extraordinary, Emergency, and After-Hours Maintenance, as well as updated compensation rates. Services provided under the Routine maintenance schedule are compensated on a per- light, per-month rate and include services such as fixture replacement via warranty claims, replacement of long-life photocells, fuses, fuse holders, and hand hole covers, troubleshooting for up to two hours during a service call for failed streetlights, and a quarterly night check of all agency-owned streetlights.
Services provided under the Extraordinary, Emergency, and After-Hours Maintenance scope of work are as needed. They are thus compensated on a time and material (T&M) basis based on the Labor and Equipment rates in the bid. This scope of work includes LED retrofits and installation of pole identification tags for cobra-head and decorative style streetlights, responding to pole knockdowns and replacement of the pole, and miscellaneous services such as pull box lid and overhead wiring replacement, underground service alert services, pole painting, and graffiti abatement. WRCOG receives invoices for the Extraordinary, Emergency, and After-Hours Maintenance services provided in the City and forwards those invoices to the City for direct payment to Yunex Traffic.
To move forward, the City will need to execute the First Amendment to the Implementation Agreement between WRCOG and the City of Lake Elsinore (Attachment 1) and a new Appendix 4 to the new WRCOG Professional Services Agreement that will be between WRCOG, Yunex, LLC, and the City of Lake Elsinore (Exhibit A). The term of Appendix 4 to the WRCOG Professional Services Agreement with Yunex Traffic for streetlight O&M services will be three years, with one additional one-year period and two additional six-month periods, for a maximum potential term of five years. The compensation for this agreement was calculated by allocating budgets for streetlight maintenance from each member agency in the Regional Streetlight Program, estimated maintenance costs based on streetlight inventories, and estimated maintenance costs based on the average of the three prior years' costs for maintenance. The not- to-exceed compensation amount for the WRCOG Professional Services Agreement is $7,295,244. The City of Lake Elsinore's share of the compensation for the WRCOG Professional Services Agreement is currently estimated at $1,679,739. It is subject to change based on the number of streetlights added to or removed from the Program and any additional work requested by the City.
WRCOG Agreements for Streetlight Operations & Maintenance
Fiscal Impact
No Additional Fiscal Impact due to the Amendment
Attachments
Attachment 1 - First Amendment to the Implementation Agreement with WRCOG Attachment 2 - Appendix 4 to the WRCOG Professional Services Agreement