TO:Andrew P. Powers, City Manager
FROM:Nader Heydari, Public Works Director
DATE:June 10, 2025
SUBJECT: New Traffic Signal Maintenance Services Agreement RECOMMENDATION:
1. Approve General Services Agreement with Yunex Traffic (Anaheim, CA) in the amount of $2,250,000 for a three-year agreement beginning July 1, 2025, with the option for a two-year extension for traffic signal preventative maintenance services and unscheduled repairs/upgrades/emergency services, with a term ending June 30, 2028.
2. Authorize expenditure in the amount of $450,000 for FY 2025-26 and $450,000 for FY 2026-27 for the Traffic Signal Maintenance Services Agreement from A/C #141-5570-631-5699 (Lighting Fund – Contracted Services).
3. Find that the Project is Categorically Exempt from the California Environmental Quality Act (CEQA) pursuant to 14 CCR 15301.
LEVINE ACT ITEM: Yes
FINANCIAL IMPACT:
No Additional Funding Requested. $450,000 is included in the proposed FY 2025-26 and FY 2026-27 Lighting Fund Budget. Additional budget will be requested during the upcoming biennial budget process.
BACKGROUND:
The City of Thousand Oaks maintains 199 sets of traffic signals, radar feedback signs, warning beacons, pedestrian warning devices, and decorative pedestrian safety lighting areas citywide. The work to be performed is composed of a quarterly preventive maintenance schedule and unscheduled extra work (repairs, upgrades, emergency services and extra service items).
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Typical extra service items include:
Intersection wire replacement
Equipment replacement due to traffic collisions
Minor signal modifications
Pedestrian lighting repair and replacement
Pedestrian button and display replacements
Traffic signal pole relocation
Cabinet wiring and conflict monitor modifications
Investigation and repair of malfunctions reported by the public Replacement of faulty red, yellow, and green vehicle LED displays Replacement of faulty pedestrian LED displays
Repair of faulty vehicle detection systems
Intersection safety light replacement
Fiber optic diagnostics, installation, repair and testing Intersection signal timing and signal sequence patterns developed by staff
Battery backup repair and replacement
Rotating batteries during Public Safety Power Shutoff (PSPS) events On July 1, 2020, the City entered into a contract with Econolite Systems for three years with a two-year option for traffic signal maintenance services. That contract will expire on June 30, 2025.
DISCUSSION/ANALYSIS:
A formal Request for Proposals and Qualifications (RFP/Q) was sent out to traffic signal maintenance companies and published in the Ventura Star and on the City’s purchasing website in March 2024. The project was viewed 361 times, with the RFP/Q being downloaded by 24 contractors. The City received two proposals on April 2, 2025, as follows:
Company
Econolite Systems, Inc. (Anaheim, CA)
Yunex Traffic (Anaheim, CA)
Oral interviews were conducted with both proposers by a panel consisting of three City engineering staff and one engineering staff from the City of Camarillo. At the conclusion of the interviews, Yunex Traffic was the unanimous choice by all members of the review panel based on several criteria, including their qualification, technical support, proposal, cost, presentation, answers to panelists’ questions, and positive references.
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Unlike the low bid requirements of the Public Contract Code, contracts for professional, management, general, or special services should only be awarded to firms or persons who have demonstrated adequate experience, competence, training, credentials, character, integrity, reputation, financial responsibility, resources, equipment, staffing, and other professional qualifications necessary for more than satisfactory performance of the service solicited (Thousand Oaks Municipal Code Section 3-10.401)
Of the two proposals, Yunex Traffic was more qualified to maintain the traffic signals and associated equipment covered under this RFP/Q, as they provide a higher level of service and highest level of value. The cities of Santa Ana and Glendale had a positive experience with Yunex Traffic. Staff recommends approving the agreement for Traffic Signal Maintenance Services with Yunex Traffic for three years with a two-year renewal option (five-year maximum).
The “not-to-exceed” amount for the entire maximum five-year term of the agreement (Attachment #1) is $2,250,000, which consists of $120,000 per year in annual fixed costs for preventive work and an extra services budget of $330,000 per year for unscheduled repair and replacement.
LEVINE ACT (California Government Code § 84308):
This item is subject to the Levine Act. City Councilmembers who have received a campaign contribution of more than $500 (aggregated) within the preceding 12 months from a party or their agent/representative, or a financially-interested participant involved in this proceeding may do either of the following: (1) disclose the contribution on the record and recuse themselves from this proceeding; or if applicable (2) return the portion of the contribution that exceeds $500 within 30 days from the time the official knew or should have known about the contribution, and participate in the proceeding.
All parties and their agents/representatives must disclose on the record of this proceeding any aggregated contribution of more than $500 made to any Councilmember within the preceding 12 months. Councilmembers are prohibited from accepting, soliciting, or directing a campaign contribution of more than $500 (aggregated) from a party, their agent/representative, or a financially-interested participant during a proceeding and for 12 months following the date a final decision is made. In addition, a party, their agent/representative, or a financially- interested participant is prohibited from contributing more than $500 (aggregated) to a Councilmember during a proceeding and for 12 months following the date a final decision is made. The Levine Act disclosure form for Yunex Traffic has been completed and is included as Exhibit C to the Agreement (Attachment #1).
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COUNCIL GOAL COMPLIANCE:
Meets the following City Council goals:
C. Operate City government in a fiscally and managerially responsible and prudent manner to ensure that the City of Thousand Oaks remains one of California's most desirable places to live, work, visit, recreate, and raise a family.
D. Maintain strong commitment to public safety (including Police, Fire, Emergency Medical Services, and Emergency Management) to ensure City remains one of the safest Cities in the United States with a population over 100,000.
F. Provide and enhance essential infrastructure to ensure that the goals and policies of the Thousand Oaks General Plan are carried out and the City retains its role and reputation as a leader in protecting the environment and preserving limited natural resources.
PREPARED BY: Bradley Ackart, Engineering Assistant
Attachments:
Attachment #1 – Traffic Signal Maintenance Services Agreement with Yunex Traffic
DPW 590-10\ev\Council\2025\061025\New Traffic Signal Maintenance Services Agreement staff report.docx