Agenda Item No
CITY OF YUCAIPA
AGENDA REPORT
TO: Honorable Mayor and City Council
FROM: Fermin Preciado, Director of Development Services/City Engineer�� Todd Gutjahr, Public Works Analyst
FOR: City Council Meeting of June 27, 2022
SUBJECT: Second Extension and Contract Amendment with Econolite Systems for Traffic Signal Maintenace and Repair Services
RECOMMENDATION:
That City Council:
1. Award and authorize the Mayor to execute and authorize the City Manager or his designee to administer the terms of a contract extension for Fiscal Year 2022/2023 with Econolite Systems in the amount of $102,888.19 for traffic signal maintenance and repair services; and
2. Authorize a contract contingency in the amount of $10,000 for required traffic signal repair work completed by Econolite Systems as outlined in the City's Traffic Signal Maintenance Program — Project No. 11073 project specifications.
BACKGROUND:
On June 25, 2018, City Council awarded a contract for City-wide traffic signal maintenance services for the City's twenty-eight (28) traffic signals operating within the City of Yucaipa (Program) to Econolite Systems in the amount of $79,000.
Since 2018, the City has constructed an additional three (3) traffic signals for a total of thirty-one (31).
The following intersections and have been added to the Program:
• Yucaipa Blvd. and Chinaberry St.
• Yucaipa Blvd. and 16d` St.
• 2nd St. and Oak Glen Rd.
On June 28, 2021, City Council awarded a contract extension for the Program to Econolite Systems in the amount of $93,534.72 for FY2021/2022. The contract extension included the addition of the three (3) additional signals previously listed above. Per the Program specifications, years 4 - 6 would be extended if mutually agreed upon by the City and contractor at the end of each year, with an adjustment being allowed equal to the change in the Consumer Price Index (CPI) for the Riverside - San Bernardino -Ontario, CA Area for all Urban Communities. -36-
City Council Meeting of June 27, 2022
Second Extension and Contract Amendment with Econolite Systems for Traffic Signal Maintenace and Repair Services
In accordance with the contract agreement, staff has contacted Econolite Systems regarding extending the contract for FY2022/2023. Econolite Systems has agreed to an extension of the contract and has agreed to maintain their contract unit prices (per hour and/or per intersection), including an increase equal to the change in the CPI for March of 2022 as defined by the original contract. The CPI for March 2022 is 10%. Econolite Systems has provided the City with satisfactory service throughout the term of the contract. As a result, staff is recommending that City Council approve an extension to the contract with Econolite Systems for FY2022/2023 in the amount of $102,888.19 and authorize a contingency amount of $10,000 for any required traffic signal repairs for an overall program total in the amount of $112,888.19. These necessary repairs will include replacing traffic signal backup batteries, traffic signal controller replacement, and emergency reprogramming of traffic signal controllers.
FISCAL IMPACT:
The Draft FY2022/2023 Budget includes an allocation in the amount of $117,611 for the routine traffic signal maintenance and repairs. There is sufficient funding proposed in the Draft FY2022/2023 Budget to accommodate staff s recommendation.
Attachments: 2nd Extension of the Contract
Contract Extension Correspondence
Approved by: G
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SECOND EXTENSION AND AMENDMENT TO CONTRACT BETWEEN
ECONOLITE SYSTEMS AND THE CITY OF YUCAIPA
This amendment agreement ("Third Amendment") is an amendment to the Traffic Signal Maintenace and Repair Services contract between the City of Yucaipa, a municipal corporation ("City"), and Econolite Systems ("Contractor") on June 25, 2018, and amended on June 28, 2021 (the "Contract"). This Amendment to the Contract is effective as of July 1, 2022.
RECITALS:
A. On or about June 25, 2018, City and Contractor entered the Contract for traffic maintenance services for a term of three (3) years.
B. On or about June 28, 2021, City and Contractor entered the 1st Extension and Amendment to the Contract for the traffic maintenance services for a term of one year.
C. The Extension of Contract of the Special Provisions allows the Contract to be extended beyond the initial term for an additional three (3) terms with mutual agreement by the City and Contractor and allows for an adjustment equal to the Consumer Price Index for the final three terms.
D. City and Contractor now wish to amend the Contract to extend the tenn of the Contract by one work year.
NOW, THEREFORE, for good and valuable consideration, the receipt and sufficiency of which is hereby acknowledged, the parties hereto agree as follows:
1. Contract Extension. Section 2-14 of the Contract is hereby amended to read as follows:
"This Contract shall be for a period of three years from the signing of the Contract (the cost for the first three years shall be at the original price proposed). If agreed mutually by the Contractor and the City, the Contract may be extended for one additional year at the Contract at prices originally bid. After the 3rd year, the City and Contractor may agree to extend the Contract in one-year increments for a period of three more years. Years 4-6 would be extended if mutually agreed upon by the City and Contractor at the end of each year, with an adjustment being allowed equal to the CPI for the years 4, 5, and 6. The CPI is defined as the Consumer Price Index for the Los Angeles -Anaheim -Riverside Area for all Urban Consumers (1982-84=100)."
The CPI is currently defined as the Consumer Price Index for the Riverside, San Bernardino, Ontario Area for all Urban Consumers (1982-84=100).
This extension is for items bid under the original Contract, which includes traffic signal maintenance services. Any other items must be discussed and agreed upon mutually between the Contract and City in cost and type of items. Each yearly extension of the Contract will also be held to a period of one year.
KIM
The third extension period shall commence on July 1, 2022, and include a CPI increase for the FY22/23 of 10%, for a Contact total of $112,888.19.
2. Counterparts. This Second Amendment may be executed in counterparts. Each counterpart shall be deemed an original, and all counterparts shall be deemed the same instrument with the same effect as if all parties hereto had signed the same signature page.
IN WITNESS WHEREOF, the parties hereby execute this Third Amendment as of the date first written above.
ATTEST:
CITY OF YUCAIPA,
a municipal corporation
Jennifer Crawford, Date David Avila, Mayor Date
Assistant City Manager, City Clerk
FUNDS AVAILABLE: CONTRACTOR
Andre Hamilton, Director of Finance Econolite Date
Fermin G. Preciado,
Director of Development Services/City Engineer
APPROVED AS TO FORM:
David M. Snow, City Attorney
2 Project No. 11101
IW2
May 20, 2022
Fermin Preciado, P.E.
Director of Public Works / City Engineer
34272 Yucaipa Boulevard
Yucaipa, CA 92399
Dear Mr. Preciado,
Econolite Systems, Inc. ("Econolite") would like to thank you for the opportunity to provide traffic signal maintenance services for the City of Yucaipa. As you know, we executed a contract on June 25, 2018 to provide the City with services for a three year term through June 24, 2021. The Agreement also provides for three options to renew on an annual basis.
Last year, we executed an amendment that stated the term for the extension began on July 1, 2021. The extension letter that was attached to that amendment stated that the term for the extension began on June 25, 2021.
With this letter, we are proposing to renew the Agreement for the second of three options for the term July 1, 2022 through June 30, 2023.
The Agreement also allows us to seek an increase in rates at the time of renewal based on the Consumer Price Index. We are requesting an increase of 6%, according to the below CPI chart. All other provisions of the original Agreement are to remain in full force and effect.
Econolite looks forward to continuing its business relationship with the City of Yucaipa. Please sign this letter and return at your earliest convenience if the City desires to proceed with the renewal as specified herein.
Thank you and please feel free to contact me with any questions, Christopher J. Hanson
Associate Vice President ( Econolite Systems
Saving Lives Through Improved.ktobili�y
12i0 N. Twstin Ave. Anaheim, CA 928M
Phone: 7'4,575-5639 or F lob e: 7`4-769-4278
Would You Recommend Us? feedback.cconolitc.com
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Fermin Preciado, P.E. DATE
CITY OF YUCAIPA
Revised Fee Schedule June 25, 2022
Fee Proposal
For
Traffic Signal Maintenance for City of Yucaipa
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Labar Rates
Labor Costs:
Reg. Pay Overtime Double-time
Operations Superintendent
$119.76
$159.63
197.47
Enesneering Technician
119.76
159
$197.47
Lead Man
119
5158.63
197.47
Traffic Signal Tech - Field
$119.76
158.63
$197.47
Traffic Signal Tech - Lab
119
S158.63
$197.47
7 afficSignaI Man
119.76
158.63
197.47
Traffic SignaI Man - Apprentice
$82.36
105
$127.64
Traffic Signal Laborer
$119.76
158.63
$197.47
Fiber Opt`c-echnician
119
$159.63
$197.47
`Straight Time: 7:30a.m. to 4:30 p.m., Monday through Friday Hourly Eouipment Costs:
Cost per hour
30' Suck et Truck..............................................................................
30.12 Service Utility Truck..... ..................................................................
30.12 Compressorw'/Tools....................................................................
36.13 Pick-up Truck.................................................................................... $15.64
19-Ton Crane"................................................................................ 55zm
Handheld Concrete Saw.............................................................. i2.04
Paint Rig Truck.................................................................................
30.12 WaterTruck......................................................................... .............. 533.72
50' Suck et truck..... ....... ... . ...... - .................. ................................. $41M
'Any equipment used but not on the above list will be at cost plus 15% " Four Hour Minimum
Overhead and Profit -Materials Only: Suppliers invoice amount plus 15°6 InductiveLoop Replacement...............................................I"..
W1.78
InductiveLoop Stubout.............................................................
S632.34
New Controller Cabinet Testing ............................................... 95&D9
General Preventative Maintenance (per intersection).....,......
J63
Battery backup testing Option (per intersection) .................... $12.49
CMU Testing Option (per intersection) .................................... . 97.43
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gyp• ECOMOLITE
Straight Time = M-F 7:00 ain - 3:30 pin
4 - hour minimum
1 Hour during norinal business hours; '-hours after hours, week -ends and Holidays NOTE: All Rates are Portal -to -Portal unless specified otherwise.
CPI for All Urban Consumers (CPl-U)
Original Data Value
Series Id: CUUBS49ASA0.000SS-9kS^-0
Not Seasonally Adjusted
Series Al Gems in Los Anaeies-Long Beach -Anaheim. CA. all Title: urban: consumers. no' seasonalhv adiusted
Area: Los Angeles -Long Beach -Anaheim, CA.
Item: Ah items
Base 1982-84=100
Period:
Years: 2012 to 2022
Year
Jan
Feb Mar Apr May Jun Jul Aug
Sep Oct Nov
Dec Annual
RAM
HALF2
2011
229'652
229729 232.241 233.319 233.367 232.328 231.303 231.833
233.022 233.049 232.731
231: 57 231 S28
231AM
232251
2012
233.441
214.537 236.941 236.866 237.032 236.025 235.776 237.222 238.104 240.111 237.675
236.042 236.649
235.807
217.493
2013
238.015
239.753 239.995 239.043 239.346 239.223 239.920 239.219 239.611 239.94C 23B.677
236.742 239.207
239.229
239.165
2014
239.857
241.059 2'2.491 242.437 243.362 243528 243.727 243.556
24_'323 243.341 241.753
240.475 242.4-14
242.122
242.71.6
2015
239.724
241.297 243.738 243.569 246.093 245.459 247.0£6 246.326 245.431 245.312 245.711
245.357 244.632
243.3113
245.951
2016
247.155
247.113 247.873 248.368 249.5EA 249.789 2 5.784 249.700 250.145 251.098 250.185
250.189 2-9.243
248.309
250.164
2017
252.373
253.815 254.S25 254.971 255.674 255.275 256.023 256.739 2-7.693 258.883 259.135
259.220 258.210
254E39
257.9£2
2018
261.235
263.012 254.158 265.095 266.145 265.522 266.007 268.665 269.032 269.452 268°WO
267 31 265.962
264.195
267.730
2019
269.466
269.609 271.311 273.945 274.479 274.380 274.6B2 274.579 2766.054 278.D75 277.239
275.553 274.114
272.199
Z76.030
2020
277.755
276.657 2M.S89 275.853 276.842 27£.121 279.899 230.116
279.Me, 279.947 230.102
279.560 278. v7
277.303
Z79.832
2021
280.178
281347 282.645 285.805 287.620 289.218 290.89C 291.333
2-2.209 294.961 295.790
297.925 2£9244
284.470
294.018
2022
301.209
302164 306.679 3C8.302
Current PPI
3%-.3 Delta
17.41 Beginning of
A;-reement (or aftwed increase period) 290.9 % of Increase 3.6% -43-