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APPENDIX 5
C
ITY OF MENIFEE
This Appendix 5 to Agreement (“Appendix”) by and between WRCOG, Consultant, and CITY OF MENIFEE ("Member Agency") is made and entered into this 1st day of D
ecember 2023. WRCOG, Consultant, and Member Agency are referred to herein as Parties.
1. Defined Terms. All terms used herein have the meanings ascribed to them in the Professional Services Agreement between WRCOG and Consultant dated October 2, 2023, with the exception of the term Member Agency, which for the purposes of this Appendix will refer to the City of Menifee only.
2. Agreement Incorporated. The terms and provisions of the Agreement are hereby incorporated into this Appendix.
3. Member Agency Exhibits. The Parties hereby agree that the Scope of Services and Compensation for the Project as it relates to Member Agency are defined specifically in Exhibits A and B, attached hereto and incorporated herein by this reference.
WESTERN RIVERSIDE COUNCIL Yunex, LLC
OF GOVERNMENTS
By: ________________________________ By: _________________________ Dr. Kurt Wilson
Executive Director Title: _________________________
APPROVED AS TO FORM: ATTEST:
By: ________________________________ By: _________________________ General Counsel Its: _________________________
Best Best & Krieger LLP
CITY OF MENIFEE
By:
_____________________________
Armando G. Villa, City Manager
By: _____________________________
Jeffrey T. Melching,
City Attorney
ATTEST:
By: _____________________________
Sarah Manwaring,
City Clerk
APPROVED AS TO FORM:
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Exhibit “A”
EXHIBIT “A”
SCOPE OF SERVICES
Understanding of the Project
It is our understanding that WRCOG is seeking a qual ified firm to provide Streetlight Operation & Maintenance Services. The selected service company will be responsible for providing a continuing, comprehensive, response program for the Member Agency
streetlights. The Member Agencies expectation is that the contractor will help reduce complaints, promote safety, and proactively extend the longevity of the Member Agencies streetlight equipment, thus reducing the overall operating cost.
We understand that the general Scope of Work to be d
one consists of
scheduled and unscheduled repairs to the Member Agencies streetlight systems. Yunex Traffic will have available and readily accessible, qualified personnel, tools, equipment, facilities, and material required to perform all work necessary for the maintenance of WRCOG’s streetlight systems, as outlined in the Scope of Work and in compliance with current Member Agency and State standards.
Approach / Response Times
To be able to respond immediately to emergency calls, Yunex Traffic’s field technicians are authorized to take their work vehicles home daily. All work vehicles are stocked with proper field equipment so he/she may sufficiently address most problems they encounter while responding.
Emergency response call outs and unscheduled repairs
are initiated by calling our toll-free
emergency phone number, 1-800-229-6090. A live dispatcher will be available 24 hours a day, 7 days per week, 365 days per year. Our dispatcher will create a work order in our visual planning board and once the work order is released, it will immediately transfer to our technician’s queue on their mobile device. As part of our quality control practice, our dispatcher will follow up with a phone call to our technician to confirm that they are in receipt of the call out/work order. For emergency calls, the technician will arrive at the site within one (1) hour to assess and correct the reported problem. Once the problem is corrected, the technician will inform our WRCOG representative of the repair actions.
Scope of Work
I
t is always the goal of Yunex Traffic to tailor our services around our customer’s needs. We understand that throughout the term of a contract, those needs may change. We approach all our contracts with the same vision; build a partnership with WRCOG staff and work towards achieving common goals set forth through that partnership. We realize that this is an ever- evolving process and that is why we believe that the only successful route is through establishing common goals. This methodology and a commitment to service will be applied to every aspect of our services for WRCOG.
Yunex Traffic will be available to provide emergency
/non-emergency streetlight related issues
such as downed streetlight poles, luminaires/photocontrols not functioning, wiring issues, and other operational equipment related issues.
Yunex Traffic will perform the following tasks and a ctivities as it relates to the maintenance of the streetlight system (36,231poles & 36,554 luminaires):
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Exhibit “A”
Customer Service – Provide and administer a customer service center including, at a minimum, a toll-free phone number and website to allow WRCOG and the public to report any streetlight issues (e.g., outages, knockdowns, etc.). Separately, provide a maintenance website for WRCOG staff to access. This will provide WRCOG an up-to-date summary of current and completed tasks. Yunex will use and provide an Online Maintenance System with free access to designated W RCOG staff members. The entire online system will be a real-time system. System functionality will include but not be limited to the following items:
• Work order tracking
• Work order status updates
• Asset and equipment management
• Maintenance requests
• Maintenance checklists that are maintained and updated regularly
GIS Update - Update WRCOG’s GIS mapping system when new poles are replaced or added to the streetlight system.
Reports - Monthly and quarterly streetlight system re views and reports, including outage/failure rate, knockdowns, and suggested repairs.
Meetings – Coordinate and attend regular meetings to review outstanding issues and work orders, including discussion of any billing or contract management issues.
Coordination with Outside Entities – Coordinate
electrical service repairs/restoration with SCE as well as coordinate with WRCOG Staff, residents, and
businesses, as-needed, for difficult to access lights.
Traffic Control – Employees are trained and certified in temporary traffic control measures, which are compl iant with the California Manual of Uniform Traffic Contr ol
Devices (CA MUTCD).
Warranty Claims – Administer services for all warranty
claims on behalf of the Member Agency for any
luminaires, photocells, or similar streetlight equipment (smart nodes, detection devices, etc.)
Streetlight Pole Knockdowns – Respond to all calls of
poles that have been knocked down, implement traffi c
control, confirm electrical lines are made safe, cut downed pole/luminaire arm, remove from location, and clean up all debris.
Streetlight Pole Replacement - Replacement poles will be replaced within 14 busi ness days of reporting.
Quarterly Streetlight System Reviews (Night Inspect ion) – Nighttime lighting surveys will be conducted of all Member Agency owned streetlights to identify any streetlights that are non-functioning. Upon completion of such nighttime survey, Yunex will provide a report to the Member Agency of all system activity, condit ion, issues found, and planned or completed repairs. The report will include the near est street address and pole number.
Nighttime Lighting Surveys will be completed quarterly.
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Exhibit “A”
Annual Painting of Metal Poles – Provide metal pole painting based upon Member Agency approval.
LED Replacement – Replacement of LED streetlights that
have been inoperative by virtue of failure. Replace ment will occur within three (3) business days from notification of Yunex by Member Agency. If the cause of failure is covere d under manufacture warranty, Yunex will be responsible for warranty management of defective LED fixtures which includes all aspects related to standard warranty practices. Yun ex will notify the Member Agency of any undue delays in res ponse due to the manufacturer.
LED Retrofit & Pole Tagging – Provide LED retrofit and/or pole identification tag installation services for c obra head and/or decorative streetlights.
Removal and Disposal – Provide removal and disposal services of all damaged/discarded materials . Disposal services will follow the California Recycle and Disposal Laws.
Furnish and Install House-Side Shields – Provide and install house-side shields when requested to do so by any Member Agency.
Provide a Storage Facility – Yunex’s local storage facility is conveniently loca ted in the City of Riverside, which is within minutes of each Member Agency. We have been utilizing this location to service this contract since being awarded this contract.
Compliance with all Laws – Yunex is familiar with all federal, state, and loca l laws and regulations regarding the Scope of Work, and follow s wage and labor laws, OSHA requirements, and appropriate safety measures.
Troubleshooting – Diagnose and repair any Member Agency owne d inoperable streetlights. Repairs will be completed within three (3) working days or less.
Spare Inventory – Yunex will warehouse sufficient spare inventories such as poles, luminaires, ballasts, photocells, nodes, fuse holde rs, fuses, wire, pull box lids, hand hole covers, electrical services, pole identification tags, and other electrical components.
Extraordinary, Emergency, and After-hours
Maintenance - For streetlight maintenance issues
that fall outside of the standard maintenance scope
above, Yunex will provide services billed on a time
& materials basis. Example of Extraordinary,
Emergency, and After-hours Maintenance includes
the following: traffic accidents, tree fall or powe r
surges that may occur, resulting in the streetlight s
being damaged and needing to be replaced, though
the frequency may vary considerably. All
Extraordinary, Emergency, and After-hours
Maintenance work must be preapproved by the
Member Agency prior to the work being completed.
The following items have specifically been identified as, but are not limited to, Emergency and after-hours maintenance:
o Emergency response - 24 hours and day 7 days a week
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Exhibit “A”
o Streetlight pole knockdown response
o Damaged/leaning poles
o Luminaire repairs or replacement
o Photocell replacement
o Fuse and/or fuse holder replacement
o False calls
o Wiring replacement
o Pole graffiti abatement
o Pole painting
o House side shield purchase and installation
Additional offerings available to WRCOG:
USA Dig Alert Services
Yunex Traffic will respond to all Underground Servi ce Alert (USA) requests/notices or at the request of Member Agency staff for the marking and protection of streetlight underground facilities such as electrical conduits, safety light conduits, and other appurtenant equipment which might conflict with other right-of-way construction or repairs.
Our own in-house technicians are equipped and certified with the proper locating devices provided by Metrotech.
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Exhibit “A”
On-Line Portal (Service Business Platform @ITS)
Yunex Traffic has rolled out a new service tool cal led SBP (Service Business Platform), which is a proprietary management system designed to effe ctively manage all service order progress, remotely update our ERP system (SAP) and as work is performed.
SBP allows us to monitor many key performance items such as time arrived onsite, time of completion, materials used, and vehicle/equipment used.
SBP keeps historical records for every location which allows the technicians an additional resource when troubleshooting.
When creating a new service request, the SBP will query the location history and will flag the order if it is a repeated call out or duplicate order.
Technicians transmit response and routine maintenance items in real-time using IOS or Android devices.
The contractual Scope of Work and all maintenance activities are also available for technicians to review to ensure all tasks are completed within the specified timeframe.
Customer specific checklists for routine preve ntative maintenance will be available to the technicians so all required tasks are completed, per your Scope of Work.
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Exhibit “A”
Customer Portal
The SBP Customer Portal gives our customers access to:
Monitor real-time status of routine maintenance and service calls Location history (sort/filter by date, location, call type, etc.) Overall historical maintenance and repair data
Real-time equipment inventories, maps, and event reporting Asset management (including digital photographs, GIS data, etc.)
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Exhibit “A”
Tracking as Related to Invoicing
In addition to our Customer Portal, you will receiv e a detailed billing report with each invoice that lists labor and equipment hours b illed for each service order.
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Exhibit “B”
EXHIBIT “B”
COMPENSATION
BILLING RATES
Item Description Unit of
Measure
Unit Cost
Monthly Maintenance
1 LED Fixture
Maintenance Cobra
head
This includes the cost for all regular maintenance and associated tasks to maintain the cobrahead fixtures in the streetlight system as identified in section 13.1 of the RFP. This fee is expected to be all inclusive, with the sole exceptions being those items identified in the extraordinary maintenance s ection. This bid item shall include:
a) Fixture Replacement: Facilitate the entire RMA ( return merchandise authorization) process for LED streetlight fixtures that have failed and still covered under the original manufacturer's war ranty. This includes the cost to remove, complete the RMA process, and r einstall the fixture (regardless of it being fixed/replaced). Fixtures t hat are damaged by acts of nature (i.e., lightning strikes, etc.) will be replaced, although the cost of the fixture will be charged under Material Marku p (Cost + 15%). b) Long-Life Photocells: Removal & Replacement of a failed photocells. c) Fuses: Replacement of failed fuses.
d) Fuse Holders: Replacement of failed fuse holders .
e) Hand Hole Covers: Replacement of missing hand ho le covers (i.e., due to theft).
f) Troubleshooting: Respond to reports of a failed streetlight by city staff or residents. Our technician will spend up to 2 hours of time troubleshooting the streetlight to find what the is sue might be (fixture, photocell, fuses, fuse holder, wiring issue, etc.). Troubleshooting which exceeds 2 hours, will be billed under Time and Mate rial (Labor Rates, Equipment Rates, and Material Markup).
g) Night Survey: Perform a quarterly night drive in spection of all 35,832 streetlights belonging to WRCOG agencies. Prepare a report of outages that will be followed up by our technicians.
Per Light
/ Per
Month
$0.70
2 LED Fixture
Maintenance Decorative
This includes the cost for all regular maintenance and associated tasks to maintain the decorative fixtures in the streetlight system a s identified in section 13.1 of the RFP. This fee is expected to be all inclusive, with the sole exceptions being those items identified in the extraordinary maintenance s ection. This bid item shall include:
a) Fixture Replacement: Facilitate the entire RMA (return merchandise authorization) process for Decorative LED fixtures that have failed and still covered under the original manufacturer's war ranty. This includes the cost to remove, complete the RMA process, and r einstall the fixture (regardless of it being fixed/replaced). Fixtures t hat are damaged by acts of nature (i.e., lightning strikes, etc.) will be replaced, although the cost of the fixture will be charged under Material Marku p (Cost + 15%). b) Long-Life Photocells: Removal & Replacement of a failed photocells. c) Fuses: Replacement of failed fuses.
d) Fuse Holders: Replacement of failed fuse holders .
e) Hand Hole Covers: Replacement of missing hand ho le covers (i.e., due to theft).
f) Troubleshooting: Respond to reports of a failed streetlight by city staff or residents. Our technician will spend up to 2 hours of time troubleshooting the streetlight to find what the is sue might be (fixture, photocell, fuses, fuse holder, wiring issue, etc.). Troubleshooting which exceeds 2 hours, will be billed under Time and Mate rial (Labor Rates, Equipment Rates, and Material Markup).
g) Night Survey: Perform a quarterly night drive inspection of all 399 decorative fixtures belonging to WRCOG agencies. Pr epare a report of outages that will be followed up by our technicians .
Per Light
/ Per
Month
$2.15
Extraordinary Maintenance (Reference pricing Only - this scope will be quoted on time and material basi s) 3 LED Replacement
Cobra head
This includes the costs for labor and equipment (tr ucks, lifts, tools, traffic control, etc.) for replacing existing cobrahead fixtures wit h a new LED fixture, disposal and updating of WRCOG database with model number instal led and installation date.
The replacement fixture cost is not included and wi ll be charged at material cost plus the markup listed below.
Each $80.00
4 LED Replacement
Decorative
This includes the costs for labor and equipment (tr ucks, lifts, tools, traffic control, etc.) for replacing existing decorative fixtures with a new LED fixture, disposal and updating of WRCOG database with model number instal led and installation date.
The replacement fixture cost is not included and wi ll be charged at material cost plus the markup listed below.
Each $160.00
5 Street light pole ID tag This includes the labor for installation of a unique pole ID tag for each p ole. Pole tags will be affixed to poles with an adhesive, no riveting or drilling will be performed. This price is based on installing one (1 ) pole tag. If multiple pole tags are gr ouped together, in the same member agency, a lower price could be provided.
Each $92.00
6 House side shield
installation
This includes the costs associated with the install ation of a house side shield on an existing LED fixture, excluding the cost of the act ual shield. Material will be charged at cost plus the markup listed below.
Each $67.00
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Exhibit “B”
7 Knockdown pole
replacement No
foundation
This includes the costs associated with the replace ment of an entire street light pole, luminaire arm, fixture and wiring typically associa ted with a street light knockdown that does not require replacement of the foundatio n. This is based on the following assumptions: a 28 foot, marbelite pole with a stand ard 87 watt LED cobra head fixture. The City understands that there will be co nsiderable variation in costs for these repairs under the contract and anticipates wo rk being authorized individually through a quote process. These repairs will not be completed as part of an initial emergency response. Costs are based on a single rep lacement with work completed during normal work hours scheduled within the requested repair interval.
Each $5,190.00
8 Knockdown pole
replacement with
foundation
This includes the costs associated with the replace ment of an entire street light pole, luminaire arm, fixture and wiring typically associa ted with a street light knockdown that does require replacement of the foundation. Th is is based on the following assumptions: a 28 foot, marbelite pole with a stand ard 87 watt LED cobra head fixture. The City understands that there will be co nsiderable variation in costs for these repairs under the contract and anticipates wo rk being authorized individually through a quote process. These repairs will not be completed as part of an initial emergency response. Costs are based on a single rep lacement with work completed during normal work hours scheduled within the requested repair interval.
Each $7,920.00
9 Pull box lid replacement This includes the cost o f labor, materials and equipment to purchase, suppl y and replace a pull box lid with a fiberlyte lid due to damage or missing lid.
Each $220.00
10 Pole graffiti abatement This includes the estima ted cost per pole to remove or cover reported graff iti. Costs include labor, equipment and materials needed to co mplete each individual abatement assuming time required to abate graffiti is less than 30 minutes. Work limited to under 4SF and/or lower than 7ft.
Each $87.00
11 Overhead wiring
replacement
Total cost to repair or replace damaged overhead wi ring. Cost provided per foot of wire being replaced. Costs include labor, equipment and materials to complete the repair during normal working hours. The City unders tands that there will be considerable variation in costs for these repairs u nder the contract and anticipates work being authorized individually through a quote process.
Per Foot $17.00
12 Pole painting This includes the costs on a per o ccurrence (per pole) basis for all labor, equipment and materials needed to prep and paint a standard m etal street light pole (assume 30 foot). It is assumed that 10 poles would be sche duled for painting as a group, annually
Each $700.00
13 USA Dig Alert Yunex LLC typically prices this se rvice out on a per occurrence basis. This includes the following: Our technician identifies the point of demarcation on site using field equipment. This is typically limited to approximate ly 100 -150 linear ft per call out.
Each $245.00
Labor Rates
Item
#
Item Description Unit Quantity Regular Time Overtim e Premium Time 14 Superintendent HR 1 $98.00 N/A N/A
15 Foreman HR 1 $137.00 $172.00 $207.00
16 Electrician HR 1 $130.00 $162.00 $193.00
17 Laborer HR 1 $110.00 $159.00 $159.00
Regular, Overtime, and Premium time explanation:
Regular Hours are Monday through Friday (excluding holidays) from 7:30am to 4:00pm. Overtime Hours are Monday through Friday after the se work hours for the first four straight hours on any job as well as Saturday for t he initial 8 working hours. Premium Hours are Monday through Friday after four hours of OT on any one job, Saturdays after 8 hours on any one job, all day Sunday starting at 12:00am until Monday at 7:30am and all holidays starting at 12:00am until the next morning at 7:30am.
Equipment Rates
Item # Item Description Unit Quantity Unit Price
18 Servi ce Truck HR 1 $3 0.00
19 Bucke t Truck HR 1 $3 0.00
20 Cra ne Truck HR 1 $5 5.00
Material Markup
Item # Item Description Unit %
21 Material Markup % 15%
Yunex LLC requests the option to re-evaluate contra ct pricing using the US Consumer Price Index to calculate annual escalations.