Agenda Item No. 9
CITY OF YUCA IPA
AGENDA REPORT
TO: Honorable Mayor and City Council
FROM: Fermin Preciado, Director of Development Services/City Engineer - Todd Gutjahr, Public Works Analyst 1.72
FOR: City Council Meeting of dune 26, 2023
SUBJECT: Third Extension and Amendment to the Contract with Econolite Systems for Traffic Signal Maintenance and Repair Services
RECOMMENDATION:
That the City Council award and authorize the Mayor to execute and authorize the City Manager or his designee to administer the terms of the Third Extension and Amendment to the Contract for FY24 with Econolite Systems in the amount of $98,000 for traffic signal maintenance and repair services.
BACKGROUND:
On dune 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 (Contract) to Econolite Systems (Econolite) in the amount of $79,000. The Contract is for three (3) years and allows for three (3) annual extensions, with adjustments based on the annual change in the Consumer Price Index (CPI) for the Riverside -San Bernardino -Ontario, CA Area for all Urban Communities as defined by the original Contract. Two (2) extensions and amendments have been approved by City Council since the award of the original Contract.
Staff has contacted Econolite regarding extending the Contract for FY24 for a proposed third extension and amendment to the contract. Econolite has agreed to an extension of the Contract and has agreed to an increase in the Contract price based on the change in the CPI. The charge in the CPI for March 2023 represents an increase of 4.6%. The CPI increase affects the routine maintenance costs in the Contract only. Econolite has provided the City with satisfactory service throughout the term of the Contract.
Staff is recommending that the City Council approve the third extension and amendment to the Contract with Econolite for FY24 in the amount of $26,905 for routine traffic signal maintenance services. Additionally, staff is recommending the amount of $71,095 for required repairs that may be needed throughout the year including replacement of traffic signal backup batteries, traffic signal controller replacement, and emergency reprogramming of traffic signal controllers as required.
A recommended third extension and amendment for FY24 results in a proposed Contract total of $98,000.
FISCAL IMPACT:
The FY24 Annual Budget includes the cost of this item.
Attachments: 1. Third Extension and Amendment to the Contract Approved by:
95 ATTACHMENT 1
THIRD EXTENSION AND AMENDMENT TO THE CONTRACT BETWEEN
ECONOLITE SYSTEMS AND THE CITY OF YUCAIPA
This amendment ("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 and June 12, 2022 (the "Contract"). This Amendment to the Contract is effective as of July 1, 2023.
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 I" Extension and Amendment to the Contract for the traffic maintenance services for a term of one year.
C. On or about June 12, 2022, City and Contractor entered the 2"d Extension to the Contract for the traffic maintenance services for a term of one year.
D. The Extension of the 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.
E. City and Contractor now wish to amend the Contract to extend the term 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:
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 97 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.
The third extension period shall commence on July 1, 2023, and include a CFI increase for the FY23/24 of 4.6%, for a Contact total of $98,000.
2. Counterparts. This Third 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:
Ana Sauseda, Date
Director of General ServiceslCity Cleric
FUNDS AVAILABLE:
Phillip White, Director of Finance
Fermin G. Preciado,
Director of Development Services/City Engineer
APPROVED AS TO FORM:
Steven Graham, City Attorney
CITY OF YUCAIPA,
a municipal corporation
Justin Beaver, Mayor
CONTRACTOR
Econolite
Date
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