City Council Staff Report Page 1 of 3 November 25, 2025 Staff Report
Agenda Item No. 3.7
DATE: November 25, 2025
TO: Honorable Mayor and Members of the City Council
FROM: Joan Malloy, City Manager
SUBJECT: Adopt a Resolution Authorizing the City Manager to Execute a One and One-Half Year Consulting Services Agreement with Cal-West Lighting & Signal Maintenance, Inc., in the Amount of $150,000, for Streetlight Maintenance, On-Call Support and Emergency Repair Services for the second half of Fiscal Year 2025-2026 (January 1, 2026 through June 30, 2026) and Fiscal Year 2026-2027, and Authorizing the City Manager, at her Sole Discretion, to Exercise the Option to Extend the Agreement for a Third Year, for an Additional Amount Not-To-Exceed $100,000, for Fiscal Year 2027-2028, and for a Fourth Year, for an Additional Amount Not-To-Exceed $100,000, for Fiscal Year 2028-2029
EXECUTIVE SUMMARY
Staff recommends that the City Council adopt a resolution authorizing the City Manager to execute a one and one-half year Consulting Services Agreement with Cal-West Lighting & Signal Maintenance, Inc., in the Amount of $150,000, for Streetlight Maintenance, On-Call Support and Emergency Repair Services for the second half of Fiscal Year 2025-2026 (January 1, 2026 through June 30, 2026) and Fiscal Year 2026- 2027, and authorizing the City Manager, at her sole discretion, to exercise the option to extend the agreement for a third year, for an additional amount not-to-exceed $100,000, for Fiscal Year 2027-2028, and for a fourth year, for an additional amount not-to-exceed $100,000, for Fiscal Year 2028-2029.
STRATEGIC PLAN ALIGNMENT
The action is not identified as a strategy in the Strategic Plan.
BACKGROUND
Union City owns and maintains approximately 4,300 streetlights. These streetlights consist mainly of cobra head streetlights, several decorative streetlights in the Station District, and Victorian-style (acorn-top) pedestrian lights along Mission Boulevard. The equipment and systems include street lighting, parking lot lighting, park lighting, city facility exterior lighting, and other related facilities that require specialized expertise for maintenance and upgrades beyond the capabilities of in-house staff.
Agenda Item No. 3.7
City Council Staff Report Page 2 of 3 November 25, 2025
DISCUSSION
The Request for Proposals for Streetlight Maintenance, On-Call Support and Emergency Repair Services was advertised on the City’s website on August 8, 2025, with the active builder exchanges listed in the California Uniform Construction Cost Accounting Commission’s Cost Accounting Policies and Procedures Manual 2019 Edition, and with the Bay Area News Group for three consecutive weeks, beginning with the August 15, 2025, edition. Four proposals were received and were opened on September 9, 2025, at 2:00 p.m. PST in City Hall.
The four proposals received included Advanced Lighting Services, Bear Electrical Solutions, St. Francis Electric, and Cal-West Lighting & Signal Maintenance, Inc. The proposals were reviewed by a panel consisting of Public Works staff. Cal-West Lighting & Signal Maintenance, Inc. was the lowest responsive, responsible bidder by unit price.
Cal-West Lighting & Signal Maintenance, Inc., was previously awarded a 22-month contract on August 8, 2023, which was subsequently extended by a first amendment to the agreement, which continued service through December 31, 2025.
Cal-West Lighting & Signal Maintenance, Inc. has a strong track record in successfully providing streetlight maintenance services for Union City and other Bay Area cities. CalWest has extensive experience with streetlight systems and is very familiar with the City’s infrastructure, geographic complexities, and intricacies of each streetlight. City staff collaborate and coordinate extensively with Cal-West staff, who are readily available and highly responsive.
Cal-West will continue to perform the City’s routine streetlight maintenance activities, assist and support the City’s citywide LED Conversion Projects, and respond to emergency callouts for streetlight outages and streetlight pole knockdowns.
Staff has been satisfied with Cal-West Lighting & Signal Maintenance, Inc.’s past performance and recommends awarding them the streetlight maintenance contract for the second half of Fiscal Year 2025-2026 (January 1, 2026 through June 30, 2026) and Fiscal Year 2026-2027, with an option to extend the contract for up to two additional one year terms, Fiscal Year 2027-2028 and Fiscal Year 2028-2029.
Street Light Maintenance service costs are as follows:
Routine On-Call Street Light Maintenance $70,000/year
Maintenance Extras (Emergency Calls/Knockdowns) $25,000/year Maintenance Extras (Special Projects) $5,000/year
Annual Total $100,000/year
Staff recommends awarding the contract to Cal-West Lighting & Signal Maintenance, Inc., of San Jose, California, in the amount of $150,000. As the current contract with Cal-West Lighting & Signal Maintenance, Inc. was extended through the end of December 2025, the term of the new agreement will be 1.5 years instead of the full 2 years. The contract amount for the remainder of Fiscal Year 2025-2026 (January 1, 2026, through June 30, 2026) will be $50,000, and the contract amount for Fiscal Year 2026-2027 will be Agenda Item No. 3.7
City Council Staff Report Page 3 of 3 November 25, 2025 $100,000. The one-and-a-half-year agreement will be in effect from January 1, 2026, through June 30, 2027.
FISCAL IMPACT
The Consulting Services Agreement with Cal-West Lighting & Signal Maintenance, Inc., in the amount of $150,000, for one and one-half years, will be funded in the first half year with $35,700 available in the Measure F Fund (Account Number 260-33003-54111) and $14,300 available in the General Fund (Account Number 110-33011-54111), as included in the approved Biennial Budget for Fiscal Year 2025-2026. The second year of the contract will be funded with $100,000 from the Measure F Fund (Account Number 260- 33003-54111), as included in the approved Biennial Budget for Fiscal Year 2026-2027.
The Request for Proposal included an option to extend services for two additional oneyear terms, which will be part of the next Biennial Budget, to be completed in Spring 2027.
Should the performance of Cal-West Lighting & Signal Maintenance, Inc. be satisfactory, the City Manager may, at her sole discretion, exercise the options to extend the agreement for up to two additional one-year terms.
RECOMMENDATION
Staff recommends that the City Council adopt a resolution authorizing the City Manager to execute a one and one-half year Consulting Services Agreement with Cal-West Lighting & Signal Maintenance, Inc., in the Amount of $150,000, for Streetlight Maintenance, On-Call Support and Emergency Repair Services, for the second half of Fiscal Year 2025-2026 (January 1, 2026 through June 30, 2026) and Fiscal Year 2026- 2027; and authorizing the City Manager, at her sole discretion, to exercise the option to extend the agreement for a third year, for an additional amount not-to-exceed $100,000, for Fiscal Year 2027-2028, and for a fourth year, for an additional amount not-to-exceed $100,000, for Fiscal Year 2028-2029.
Prepared by: Paul Roman, Streets Supervisor
Submitted by: Marilou Ayupan, Public Works Director
Attachments
1. Attachment 1 – Notice Inviting Bids
2. Attachment 2 – Agreement
3. Draft Resolution
4. Exhibit A – RFP Evaluation Results