TF2507.SR.MG
C
ITY OF SIMI VALLEY
MEMORANDUM
J
une 9, 2025
T
O: City Council
F
ROM: Department of Public Works
S
UBJECT: AWARD OF CONTRACT FOR TRAFFIC SIGNAL MAINTENANCE SERVICES, SPECIFICATION NO. SV 25-24
STAFF RECOMMENDATION
I
t is recommended that the City Council:
1. A
ward a contract to Econolite Systems, Inc. for Traffic Signal Maintenance Services, Specification N o. SV 25 -24, for an amount not -to-exceed $1, 125,000 from July 1, 2025, to June 30, 2028. The agreement may be extended for one additional two-year term; and
2. A
uthorize the City Manager to execute subsequent contract amendments, in a form approved by the City Attorney, to incorporate future budgeted funds as approved by the City Council for the contract, and extend the contract for one, two- year term as desirable.
BACKGROUND AND OVERVIEW
T
here are currently 121 City -owned traffic signals , including six pedestrian crossing signals. Private signal maintenance contractors have maintained the equipment si nce FY 1980- 81. Prior to that time, signal maintenance was performed by the California Department of Transportation (Caltrans). However, Caltrans discontinued signal maintenance for traffic signals that they did not own in 1980. Caltrans continues to maintain 14 State-owned traffic signals at freeway ramp intersections within the City. The City’s current contract for traffic signal maintenance will expire on June 30, 2025.
FINDINGS AND ALTERNATIVES
A
Notice Inviting Bids (Notice) was published in the Ventura County Star and submitted to various publications and plan rooms. The Notice was also mailed to the contractors on the City’s contractors’ list, including local contractors, and posted on the City’s website.
One bid was received on the bid opening date of May 12, 2025 S
taff reviewed the bid and concluded that Econolite Systems, Inc. submitted the lowest responsive bid. Staff conducted a review of Econolite Systems, Inc. references, including their performance in the City for the duration of the prior contract, and deter mined Econolite Systems, Inc. to be a responsible bidder.
AGENDA ITEM NO.
Consent (8)
Th
e FY 2025-2026 Public Works Preliminary Base Budget contains $375,000 for traffic signal maintenance services. Based on prior year expenses and historical supplemental budget requests, Staff recommends awarding a contract to cover the anticipated annual cost to cover signal maintenance for a period of three years . $375,000 will be requested in FY 2026-2027 and FY 2027-2028 to fund this proposed three-year contract.
T
he following alternatives are available to the City Council:
1. A
ward a contract to Econolite Systems, Inc. for T raffic Signal Maintenance Services, Specification N o. SV 25-24, for an amount not -to-exceed $1,125,000, from July 1, 2025, to June 30, 2028. The agreement may be extended for one additional two-year term; and
2. A
uthorize the City Manager to execute subsequent contract amendments, in a form approved by the City Attorney, to incorporate future budgeted funds as approved by the City Council for the contract, and extend the contract for one, two -year term as desirable.
3. P
rovide staff with additional direction.
S
taff recommends Alternatives No. 1 and 2.
SUGGESTED CITY COUNCIL MOTION
I
move to award a contract to Econolite Systems, Inc. for Traffic Signal Maintenance Services, Specification No. SV 25- 24, in the amount of $ 1,125,000 for a period of three years, and authorize the City Manager to approve subsequent contract amendments for an additional two years.
SUMMARY
T
he City’s current contract for traffic signal maintenance will expire on June 30, 2025.
One bid was received on May 12, 2025, with the lowest, responsive, responsible bidder being Econolite Systems, Inc. Staff recommends awarding a contract to Econolite Systems, Inc. in the amount of $1,125,000. The proposed contract term is for three years from July 1, 2025, through June 30, 2028, with the option for an additional two-year term. ___
_________________________________
Ronald K. Fuchiwaki
Public Works Director
P
repared by: Justin Link, Principal Engineer
INDEX Page
C
ontract ............................................................................................ 3 2 Contract No. 3250121
1 PUBLIC WORKS CONTRACT
BETWEEN
THE CITY OF SIMI VALLEY AND
ECONOLITE SYSTEMS, INC
T
his CONTRACT is entered into this 9th day of June, 2025Click here to enter a date., by and between the CITY OF SIMI VALLEY, a general law city and municipal corporation (“the City”) and ECONOLITE SYSTEMS, INC, a California Corporation (“the Contractor”).
1. WO
RK.
A. T
he Contractor will provide all work required by the Contract Documents (the “Work”). The Contractor agrees to do additional work arising from changes ordered by the City in accordance with the Contract Documents.
B. T
he Contractor and the City agree to abide by the terms and conditions contained in the Contract Documents;
C. T
he Contractor will furnish all of the labor; supplies and materials; equipment; printing; vehicles; transportation; office space and facilities; all tests, testing and analyses; and all matters whatsoever (except as otherwise expressly specified to be furnished by the City) needed to perform and complete the Work and provide the services required of the Contractor by the Contract Documents.
D. “
Contract Documents” means the Notice Inviting Bids; Instructions to Bidders; Supplementary Instructions to Bidders; Proposal; this Contract; Standard Specifications; Supplementary Conditions; Exhibits; Technical Specifications; List of Drawings; Drawings; Addenda; Notice to Proceed; Change Orders; Notice of Completion; and all other documents identified in the Contract Documents which together form the contract between the City and the Contractor for the Work. The Contract Documents constitute the complete agreement between the City and the Contractor and supersede any previous agreements or understandings.
2. CO
NTRACT SUM. The City agrees to pay the Contractor a sum not to exceed One million, one hundred twenty-five thousand dollars ($1,125,000) for the Work in the manner set forth in the Contract Documents. The City may adjust this amount as set forth in the Contract Documents.
3. T
IME FOR PERFORMANCE.
A. T
he Contractor will fully complete the Work within three years (the “Contract Time.”)
3 City of Simi Valley
Contract No. 3250121
Econolite Systems, Inc.
TF2507.CON.MG SPEC. NO. SV 25-24
B. The Contract Time will commence when the City issues a notice to proceed.
The Contract Documents will supersede any conflicting provisions included on the notice to proceed issued pursuant to this Contract.
C. The Contractor may not perform any Work until:
i. The Contractor furnishes proof of insurance as required by the Contract Documents; and
ii. The City gives the Contractor a written, signed, and numbered purchase order and notice to proceed.
D. By signing this Contract, the Contractor represents to the City that the Contract Time is reasonable for completion of the Work and that the Contractor will complete the Work within the Contract Time.
E. Should the Contractor begin the Work before receiving written authorization to proceed, any such Work is at the Contractor’s own cost and risk.
4. DISPUTES. Disputes arising from this contract will be determined in accordance with the Contract Documents and Public Contracts Code §§ 10240-10240.13.
5. THIRD PARTY CLAIMS. In accordance with Public Contracts Code § 9201, the City will promptly inform the Contractor regarding third- party claims against the Contractor, but in no event later than ten (10) business days after the City receives such claims. Such notification will be in writing and forwarded in accordance with the “Notice” section of the Contract Documents. As more specifically detailed in the Contract Documents, the Contractor agrees to indemnify and defend the City against any third-party claim.
6. TAXPAYER IDENTIFICATION NUMBER. The Contractor will provide the City with a Taxpayer Identification Number.
7. PERMITS AND LICENSES . Unless otherwise provided, the Contractor, at its sole expense, will obtain and maintain during the Contract Time, all necessary permits, licenses, and certificates that may be required in connection with the Work.
8. OWNERSHIP OF DOCUMENTS. All documents, data, studies, drawings, maps, models, photographs and reports prepared by the Contractor under the Contract Documents are the City’s property. The Contractor may retain copies of said documents and materials as desired, but will deliver all original materials to the City upon the City’s written notice.
4 City of Simi Valley
Contract No. 3250121
Econolite Systems, Inc.
TF2507.CON.MG SPEC. NO. SV 25-24
9. INDEMNIFICATION. The Contractor agrees to indemnify, defend, and hold the City harmless as set forth in the Contract Documents. The requirements as to the types and limits of insurance coverage to be maintained by the Contractor as required by the Contract Documents, and any approval of such insurance by the City, are not intended to and will not in any manner limit or qualify the liabilities and obligations otherwise assumed by the Contractor pursuant to the Contract Documents, including, without limitation, to the provisions concerning indemnification.
10. INDEPENDENT CONTRACTOR. The City and the Contractor agree that the Contractor will act as an independent contractor and will have control of all work and the manner in which is it performed. The Contractor will be free to contract for similar service to be performed for other employers while under contract with the City. The Contractor is not an agent or employee of the City and is not entitled to participate in any pension plan, insurance, bonus or similar benefits the City provides for its employees. Any provision in this Contract that may appear to give the City the right to direct the Contractor as to the details of doing the work or to exercise a measure of control over the work means that the Contractor will follow the direction of the City as to end results of the work only.
11. AUDIT OF RECORDS. The Contractor will maintain full and accurate records with respect to all services and matters covered under this Contract. The City will have free access at all reasonable times to such records, and the right to examine and audit the same and to make transcript therefrom, and to inspect all program data, documents, proceedings and activities. The Contractor will retain such financial and program service records for at least three (3) years after termination or final payment under the Contract Documents.
12. NOTICES. All communications to either party by the other party will be deemed made when received by such party at its respective name and address as follows:
The City The Contractor
Attention: Justin Link Attention: Christopher Flores
City of Simi Valley Econolite Systems, Inc.
2929 Tapo Canyon Road 1250 N Tustin Ave
Simi Valley, CA 93063 Anaheim CA 92807
(805) 583-6884 (717) 575-5619
[email protected] [email protected]
Any such written communications by mail will be conclusively deemed to have been received by the addressee three (3) days after deposit thereof in the United States Mail, postage prepaid and properly addressed as noted above. In all other instances, notic es will be deemed given at the time of actual delivery. Changes may be made in the names or addresses of persons to whom notices are to be given by giving notice in the manner prescribed in this paragraph.
5 City of Simi Valley
Contract No. 3250121
Econolite Systems, Inc.
TF2507.CON.MG SPEC. NO. SV 25-24
13. NO THIRD PARTY BENEFICIARY . This Contract and every provision herein is for the exclusive benefit of the Contractor and the City and not for the benefit of any other party. There will be no incidental or other beneficiaries of any of the Contractor’s or the City’s obligations under this Contract.
14. INTERPRETATION. This Contract was drafted in, and will be construed in accordance with the laws of the State of California, and exclusive venue for any action involving this Contract will be in Ventura County.
15. EFFECT OF CONFLICT. In the event of any conflict , inconsistency, or incongruity between any provision of the Contract Documents, precedence will be as follows:
A. This Contract;
B. The Standard Specifications; and
C. Precedence of documents as determined in the Standard Specifications.
16. SEVERABILITY. If any portion of the Contract Documents are declared by a court of competent jurisdiction to be invalid or unenforceable, then such portion will be deemed modified to the extent necessary in the opinion of the court to render such portion enforceable an d, as so modified, such portion and the balance of this Contract will continue in full force and effect.
17. AUTHORITY/MODIFICATION. The Parties represent and warrant that all necessary action has been taken by the Parties to authorize the undersigned to execute this Contract and to engage in the actions described herein. This Contract may be modified by written amendment. The City’s city manager, or designee, may execute any such amendment on the City’s behalf.
18. ACCEPTANCE OF FACSIMILE SIGNATURES. The Parties agree that this Contract, agreements ancillary to this Contract, and related documents to be entered into in connection with this Contract will be considered signed when the signature of a party is delivered by facsimile transmission. Such f acsimile signature will be treated in all respects as having the same effect as an original signature.
19. COVENANTS AND CONDITIONS. The parties agree that all of the provisions hereof will be construed as both covenants and conditions, the same as if the words importing such covenants and conditions had been used in each separate paragraph.
20. CAPTIONS. The captions of the paragraphs of this Contract are for convenience of reference only and will not affect the interpretation of this Contract.
6 City of Simi Valley
Contract No. 3250121
Econolite Systems, Inc.
TF2507.CON.MG SPEC. NO. SV 25-24
21. TIME IS OF ESSENCE. Time is of the essence for each and every provision of the Contract Documents.
IN WITNESS WHEREOF the parties hereto have executed this contract the day and year first hereinabove written.
Attest: City of Simi Valley, A Municipal Corporation
By:
Lucy Blanco, City Clerk Dee Dee Cavanaugh, Mayor of the City of Simi Valley, California
Approved as to Form: Econolite Systems, Inc
By:
Algeria R. Ford, City Attorney
Print Name: Christopher Flores
Approved as to Content: Title: Regional Vice President
By:
Samantha C. Argabrite, City Manager
Print Name: Stephanie DeFazio
Title: Vice President, Field Services
Johanna Medrano,
Deputy Administrative Services Director/
Budget & Purchasing
Ronald K. Fuchiwaki
Public Works Director
7