City Council Staff Report Page 1 of 3 June 9, 2026
Staff Report
Agenda Item No. 4.4
DATE: June 9, 2026
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 Consulting Services Agreement with Cal-West Lighting & Signal Maintenance, Inc., in the Amount Not-to-Exceed $400,000 for Traffic Signal Maintenance, On-Call Support, and Emergency Repair Services, and Authorizing the City Manager to Exercise Options to Extend the Agreement for a Third, Fourth, and Fifth Year for an Additional Amount Not-to-Exceed $200,000 per Year, for a Total Not-to-Exceed Contract Amount of $1,000,000
EXECUTIVE SUMMARY
Staff recommends that the City Council authorize the City Manager to execute a Consulting Services Agreement with Cal-West Lighting and Signal Maintenance, Inc. (“Cal-West”), in the amount not-to-exceed $400,000, for Traffic Signal Maintenance, OnCall Support and Emergency Repair Services; and authorizing the City Manager to Exercise Options to Extend the Agreement for a third, fourth and fifth Year, for an additional amount not to exceed $200,000 per year, for a total not-to-exceed contract amount of $1,000,000.
STRATEGIC PLAN ALIGNMENT
This agenda item does not have alignment with the Strategic Plan.
BACKGROUND
Union City owns and maintains sixty-one existing traffic signalized intersections, one High Intensity Activated Crosswalk (HAWK) on Alvarado-Niles Road, one flashing beacon on Meyers Drive, and two Rectangular Rapid Flashing Beacon (RRFB) crossings within the City. The City applies for and receives federal, state, and local transportation capital grant funds to upgrade and improve various traffic signal systems to meet current standards.
These traffic signal systems employ state-of-the-art electrical equipment that requires specialized expertise for maintenance and upgrades, expertise that goes beyond the capabilities of in-house staff.
On March 12, 2026, a Request for Proposals for Traffic Signal Maintenance, On-Call Agenda Item No. 4.4
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Support, and Emergency Repair Services was advertised on the City’s website and 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 on March 20, 2026.
Three proposals were received and were opened on April 8, 2026, at 2:00 p.m. in City Hall.
The three proposals received included Bear Electrical Solutions, St. Francis Electric, and Cal-West Lighting & Signal Maintenance, Inc. The proposals were reviewed, and interviews were conducted on May 1, 2026, by a panel consisting of Public Works staff.
Cal-West Lighting & Signal Maintenance, Inc. was consistently rated highest among the three firms by all evaluators.
DISCUSSION
Cal-West is the City’s current traffic signal maintenance contractor and demonstrates a high level of technical expertise and experience specific to Union City's traffic signal systems. Cal-West has a comprehensive understanding of the complexities and requirements involved in maintaining traffic signals, including troubleshooting, repairs, routine maintenance, and emergency support. Cal-West continues its strong track record of successful delivery of traffic signal maintenance services for Union City, where its extensive experience and familiarity with the City’s infrastructure, geographic complexities, and intricacies of each traffic signal prove invaluable. City staff collaborate and coordinate extensively with Cal-West staff, who are readily available and responsive.
Cal-West will continue to perform the City’s routine traffic signal maintenance activities and respond to emergency callouts for traffic signal malfunction and traffic signal facility knockdowns. When a traffic signal requires an emergency call or is knocked down, repair requires highly technical skills to ensure the signal's lighting and timing are accurate.
Traffic Signal Maintenance service costs are estimated as follows:
Routine On-Call Traffic Signal Maintenance $61,200/year Maintenance Extras (Emergency Calls) $45,600/year
Maintenance Extras (Projects/Knockdowns) $93,200/year
ANNUAL TOTAL $200,000/year
The contract is for an initial period of two years, with three options to extend for an additional year, for a potential total of five years.
FISCAL IMPACT
The annual $200,000 in traffic signal maintenance services is budgeted in the approved FY 2025-2026 and FY 2026-2027 Budget using Measure F funds (account 260-33005- 54111). Traditionally, these expenses are paid by the Landscape and Lighting Assessment District (“LLAD”); however, limited revenues and increasing expenses have led to a shift to using eligible Measure F funds.
This Consulting Services Agreement with Cal-West, in the amount not to exceed Agenda Item No. 4.4
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$400,000, will cover the already adopted FY 2026-2027 and upcoming FY 2027-2028.
Staff currently plans to use Measure F funding (Account Number 260-33003-54111) for each year; however, staff will recommend using LLAD funds if they become available.
RECOMMENDATION
Staff recommends that the City Council adopt a Resolution authorizing the City Manager to execute a Consulting Services Agreement with Cal-West Lighting & Signal Maintenance, Inc. (Cal-West), in the amount not-to-exceed $400,000 for a two-year term for traffic signal maintenance, on-call support, and emergency repair services, and authorizing the City Manager, at her sole discretion, to exercise options to extend the agreement for a third, fourth, and fifth year for an additional amount not-to-exceed $200,000 per year, for a total not-to-exceed contract amount of $1,000,000.
Prepared by: Eddie Yu, Civil Engineer II
Submitted by: Marilou Ayupan, Public Works Director
Attachments
1. Attachment 1 – Notice of Bid Invitation
2. Attachment 2 - Consulting Services Agreement
3. Draft Resolution
4. Exhibit A – Union City Traffic Signal Maintenance Final Scoring