TO:Andrew P. Powers, City Manager
FROM:Nader Heydari, Public Works Director
DATE:June 10, 2025
SUBJECT: Amendment to Econolite Traffic Signal Maintenance Services Agreement
RECOMMENDATION:
1. Approve Second Amendment to General Services Contract No. 12404-2020 with Econolite Systems Incorporated (Econolite) of Anaheim, CA for Traffic Signal Maintenance Services in the amount of $75,000, for a revised not-to-exceed amount of $1,875,000.
2. Authorize additional appropriation and expenditure of $75,000 in FY 2024-25 from A/C #141-0000-311-1000 (Lighting Fund - Fund Balance) to A/C #141-5570- 631-5699 (Lighting Fund - Contract Services) to fund extra traffic signal maintenance work.
3. Find that this action is not a project as defined under the California Environmental Quality Act.
LEVINE ACT ITEM: Yes
FINANCIAL IMPACT:
$75,000 Increase to FY 2024-25 Budget. $75,000 additional budget appropriation from Lighting Fund, Fund Balance is required for extra traffic signal maintenance work.
BACKGROUND:
Econolite Systems Incorporated (Econolite) has been the City’s traffic signal maintenance provider since July 1, 2005. On June 9, 2020, City Council approved and entered into the most recent Professional Services Agreement with Econolite for the maintenance of all City-owned and operated traffic signals, beacon systems, radar feedback signs, and pedestrian crosswalk warning systems. The
Amendment to Econolite Traffic Signal Maintenance Services Agreement June 10, 2025
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initial term of the three-year contract (Contract No. 12404-2020) ran through June 30, 2023, and subsequently both parties agreed to extend the contract for two additional years through June 30, 2025 (Amendment 1). The total budget is $360,000 per year and $1,800,000 for the five years. As of April 30, 2025, the City has spent $1,789,794.32 of the total not to exceed amount, leaving a balance of $10,205.68 available for May 2025 and June 2025.
DISCUSSION/ANALYSIS:
The last two years of traffic signal maintenance have been unique due in large part to seven Public Safety Power Shutoff (PSPS) events citywide, which resulted in extended power outages, impacting the City’s traffic signals. The power outages during these PSPS events required maintenance technicians to perform around- the-clock service. Examples of these services included ensuring battery backup systems at impacted intersections had fresh batteries, and gasoline-powered generators were in service at numerous traffic signals to ensure they remained fully operational or in flashing red mode. Econolite provided constant staffing for the duration of the seven events, at a combined cost of over $52,000 for FY 2023- 24 and FY 2024-25.
In addition to the PSPS events, other unexpected costs were incurred when electrical service failed at one traffic signal and a spate of traffic collisions damaged traffic signal equipment which required repair or replacement of 13 traffic signal poles or electrical equipment. The cost for these repairs and replacements alone was over $83,000. The City was able to recoup some costs from a small number of the collisions that were reported to police. Unfortunately, not all collisions that led to damaged traffic signal equipment were reported. The total unexpected cost incurred due to damage FY 2023-24 and FY 2024-25 was approximately $135,000.
The $10,205.68 of remaining budget currently available in the contract will not be enough to pay for anticipated traffic signal maintenance repairs during the final two months of the contract. Therefore, staff is requesting City Council authorize an additional budget appropriation of $75,000 to cover the costs of the anticipated traffic signal maintenance work for the remainder of the contract term and approve the second amendment to the agreement (Attachment #1).
The additional $75,000 being requested will be used to pay for typical extra maintenance items such as:
Intersection wire replacement
Equipment replacement due to traffic collisions (driver at fault is eventually invoiced to pay)
Minor signal modifications
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Conflict monitor testing
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 LED displays
Repair of faulty vehicle detection systems
PSPS/wind events
The amendment will cover repair costs to be performed by Econolite through the termination of the traffic signal maintenance agreement that ends on June 30, 2025. Thereafter, City is positioned to enter a new traffic signal agreement with another contractor on July 1, 2025, which is anticipated to be considered by City Council at the same meeting as this amendment. The traffic signal maintenance agreement amount for the upcoming fiscal year is established, and the budget for signal maintenance services is included as part of the proposed operating budget.
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.
Amendment to Econolite Traffic Signal Maintenance Services Agreement June 10, 2025
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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.
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: Robert Sweeting, Associate Engineer
Attachments:
Attachment #1 – Second Amendment to Econolite Systems Incorporated Agreement
DPW: 821-30\ev\Council\2025\061025\Amendments to Econolite Traffic Signal Maint Services Agreement staff report.docx