CITY OF MENIFEE
SUBJECT: Agreement Amendment with Western Riverside Council of Governments for the Regional Streetlight Program, Streetlight Operations and Maintenance
MEETING DATE: February 21, 2024
TO: Mayor and City Council
PREPARED BY: Chris Gehrki, Management Analyst II
REVIEWED BY: Nick Fidler, Public Works Director
APPROVED BY: Armando G. Villa, City Manager
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RECOMMENDED ACTION
1. Approve and authorize the City Manager, or designee, to execute a First Amendment to the Implementation Agreement with the Western Riverside Council of Governments for participation in the Regional Streetlight Program, extending the term of service three years through December 2026 in an amount of $901,711; and
2. Approve and authorize the City Manager to execute Appendix 5 to the Western Riverside Council of Governments Professional Services Agreement, providing for services with Yunex Traffic as it relates to streetlight operations and maintenance; and
3. Authorize the Finance Department to issue individual purchase orders against the Agreement.
DISCUSSION
Background
Western Riverside Council of Governments (WRCOG) developed, and continues to administer, the Regional Streetlight Program (“Program”) that assisted 11 local agencies, including the City Menifee, with securing financing and purchasing streetlights from Southern California Edison, and retrofitting those streetlights to LED luminaires in order to provide more economic operations (i.e., lower maintenance costs and reduced energy use). With the assistance of the Program the City initially purchased 6,568 streetlights from SCE and has since added an additional 524 streetlights that were historically city-owned or have been accepted from new developments.
The purchase of streetlights from SCE resulted in local control of the City’s streetlight system and affords the City the opportunity to implement future smart city technologies such as installation of traffic sensors and small cell telecommunications equipment that support 5G connectivity on these lighting facilities.
City of Menifee Staff Report
WRCOG Regional Streetlight Program PSA
February 21, 2024
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Currently, WRCOG has a Professional Services Agreement (PSA) with Yunex to provide streetlight retrofit and Operations and Maintenance (O&M) services to the member agencies in the Regional Streetlight Program. In June 2019, the City entered into an Implementation Agreement (“Agreement”) with WRCOG to implement the maintenance and repair program for the City’s streetlights as well as receive all services provided by the Program. Additionally, the City entered into Appendix 5 to the WRCOG PSA to receive streetlight O&M services provided by Yunex within the City’s jurisdiction. The Agreement’s initial expiration date, with all extensions exercised, was December 1, 2023.
WRCOG serves as the administrator of a Professional Services Agreement with Yunex and through the Program, Yunex provides services to the City. These services include routine and emergency streetlight operation and maintenance (O&M) services, project management, as- needed technical assistance for smart streetlight technologies, and as-needed support for broadband initiatives or projects. Participation in the Program has benefitted the City and Menifee community by reducing costs associated with streetlight facility charges and energy consumption, improving visibility through LED retrofitting for safer roads, and creating maintenance cost savings through regionally negotiated services that would be a higher cost if the City had contracted maintenance services separately.
In July 2023, in anticipation of the Agreement expiration with Yunex, WRCOG administered a second competitive bid process to establish a provider for continued streetlight O&M services for the Program. In October 2023 the WRCOG Executive Committee approved a second award to Yunex and authorized an updated PSA document to be executed for provision of streetlight O&M services to the member agencies in the Program. Yunex's bid included a similar scope of work as the original Agreement, including routine and extraordinary, emergency, and after-hours maintenance.
Approval of the attached First Amendment to the Implementation Agreement (“First Amendment”) with WRCOG would serve to integrate the new PSA with Yunex into the Agreement. The First Amendment also establishes a new term for this PSA effective December 1, 2023, to December 31, 2026. Approval of the proposed Appendix 5 to the new WRCOG PSA is required for the City to continue to receive streetlight O&M services from Yunex within the City’s jurisdiction. Appendix 5 includes the scope of services and service rates effective with the new PSA.
STRATEGIC PLAN OBJECTIVE
Safe and Vibrant Community
FISCAL IMPACT
The City’s total estimated cost for Yunex services for the three-year term is $901,711. This represents routine maintenance services over the three-year term of this Agreement and is subject to change based on the number of streetlights added to or removed from the Program.
Additional and extraordinary work, such as streetlight knockdowns, are not included in this amount, but are billed to WRCOG on a time and material basis. These services are paid for from direct invoices submitted to the City by WRCOG, who then pays Yunex directly. Funding to City of Menifee Staff Report
WRCOG Regional Streetlight Program PSA
February 21, 2024
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support streetlight O&M costs is available within the approved operating budget for Fiscal Years 2023/2024 and 2024/2025 within the Gas Tax Street Maintenance/Lighting accounts (200-4552) and Special District funds. No additional budget appropriation(s) would be required for this action.
ATTACHMENTS
1. WRCOG Implementation Agreement – Original
2. First Amendment to Implementation Agreement
3. Appendix 5