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Home My WebLink AboutItem 24 - Traffic Signal and Street Lighting Maintenance Public Works Agency www.santa-ana.org/pw Item # 24 City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report December 7, 2021 TOPIC: Traffic Signal and Street Lighting Maintenance AGENDA TITLE Approve Agreement Amendments with Econolite Systems Inc. and California Professional Engineering Inc. for Traffic Signal and Street Lighting Maintenance RECOMMENDED ACTION 1. Authorize the City Manager to execute a first amendment to the agreement with Econolite Systems Inc. to expand the Traffic Signal maintenance scope of work and increase the expenditure amount by $825,000, for a total agreement amount not to exceed $4,200,000 for the remaining term of the agreement expiring July 1, 2024, subject to non-substantive changes approved by the City Manager and the City Attorney. 2. Authorize the City Manager to execute a first amendment to the agreement with California Professional Engineering Inc. to expand the Street Lighting maintenance scope of work and increase the expenditure amount by $360,000, for a total agreement amount not to exceed $2,619,184 for the remaining term of the agreement expiring October 1, 2024, subject to non-substantive changes approved by the City Manager and the City Attorney. DISCUSSION Econolite System Inc. and California Professional Engineering (CPE) Inc. provide electrical maintenance services for the City’s Traffic Signal and Street Lighting Systems. There are two separate contracts, one for Traffic Signals and the other for Street Lighting. Although the contracts are separate, the scope of services of the two agreements are similar in nature providing preventative and emergency on-call maintenance services for the citywide electrical systems. The two maintenance programs were previously managed by separate sections within Public Works; however to improve efficiencies, both programs are now under the supervision of the Public Works - Traffic Engineering Section (now Traffic Signals and Street Lighting Division) as of the beginning of the current calendar year. By merging services, City Staff will be able to streamline repair services and improve emergency response time to unforeseen circumstances such as damages caused by Amend Agreements for Traffic Signal and Street Lighting Maintenance December 7, 2021 Page 2 2 3 1 0 accidents or failure of major system components. Econolite Systems Inc. will continue to provide preventative and emergency on-call services for the Traffic Signal System but will now also provide Street Lighting emergency on-call maintenance services. CPE will focus on an expanded scope of services for on-call as needed maintenance repairs of the City streetlights. The added scope and funds, as requested, are needed to maintain responsiveness to the significant addition of approximately 7,500 street lights purchased from Southern California Edison. Background On July 2, 2019, the City Council authorized the City Manager to execute an agreement with Econolite System Inc. for a period of three-year period with provision for two one- year extensions. City Staff recommends increasing the total expenditure amount by $825,000 and exercising the available extensions, for a total agreement amount not to exceed $4,200,000 and term of the agreement expiring July 1, 2024. On October 12, 2019, the City Council authorized the City Manager to execute and agreement with California Professional Engineering Inc. for a period of three-year period with provision for two one-year extensions. City Staff recommends increasing the total expenditure amount by $360,000 and exercising the available extensions, for a total agreement amount not to exceed $2,699,684 and term of the agreement expiring October 1, 2024. ENVIRONMENTAL IMPACT There is no environmental impact associated with the action. FISCAL IMPACT Funds are available for expenditure in Fiscal Year 2021-22 and will be budgeted in subsequent fiscal years as shown below in the estimated spending plan: Econolite Systems Inc. Agreement Term (July 2, 2019, through July 1, 2022) Fiscal Year Accounting Unit – Account No. Fund Description Accounting Unit, Account Description Amount 2019-20 02917620- 62321 Traffic Signal Maintenance Maintenance & Repair Improvements $675,000 2020-21 01117630- 62321 Traffic Signal Maintenance Maintenance & Repair Improvements $675,000 2021-22 02917620- 62321 Traffic Signal Maintenance Maintenance & Repair Improvements $675,000 Previously Approved Funding:$2,025,000 Amend Agreements for Traffic Signal and Street Lighting Maintenance December 7, 2021 Page 3 2 3 1 0 First Amendment Fiscal Year Accounting Unit – Account No. Fund Description Accounting Unit, Account Description Amount 2021-22 Dec.- June 02917620- 62321 Traffic Signal Maintenance Maintenance & Repair Improvements $175,000 2021-22 Dec.-June 01117630- 62321 Street Light Maintenance Maintenance & Repair Improvements $100,000 Amended FY 2021-22 Funding:$275,000 3-Year Agreement Term - SUBTOTAL:$2,300,000 Optional Extension Period (July 2, 2022, through July 1, 2024) 2022-23 02917620- 62321 Traffic Signal Maintenance Maintenance & Repair Improvements $675,000 2023-24 02917620- 62321 Traffic Signal Maintenance Maintenance & Repair Improvements $675,000 2-Year Extension Funding (Previously Approved) - SUBTOTAL:$1,350,000 First Amendment 2022-23 02917620- 62321 Traffic Signal Maintenance Maintenance & Repair Improvements $175,000 2022-23 01117630- 62321 Street Light Maintenance Maintenance & Repair Improvements $100,000 2023-24 02917620- 62321 Traffic Signal Maintenance Maintenance & Repair Improvements $175,000 2023-24 01117630- 62321 Street Light Maintenance Maintenance & Repair Improvements $100,000 Amended 2-Year Extension Funding - SUBTOTAL:$550,000 2-Year Optional Extension Period - SUBTOTAL:$1,900,000 AGREEMENT TOTAL:$4,200,000 California Professional Engineering Inc. Agreement Term (October 2, 2019 through October 1, 2022) Fiscal Year Accounting Unit – Account No. Fund Description Accounting Unit, Account Description Amount 2019-20 Oct. - June 01117630- 62321 Street Light Maintenance Maintenance & Repair Improvements $1,247,684 2020-21 July - June 01117630- 62321 Street Light Maintenance Maintenance & Repair Improvements $250,000 Amend Agreements for Traffic Signal and Street Lighting Maintenance December 7, 2021 Page 4 2 3 1 0 California Professional Engineering Inc. Fiscal Year Accounting Unit – Account No. Fund Description Accounting Unit, Account Description Amount 2021-22 July - June 01117630- 62321 Street Light Maintenance Maintenance & Repair Improvements $250,000 2022-23 July-Sept 01117630- 62321 Street Light Maintenance Maintenance & Repair Improvements $62,500 Previously Approved Funding:$1,810,184 First Amendment 2021-22 Dec – June 01117630- 62321 Street Light Maintenance Maintenance & Repair Improvements $120,000 Amended FY 2021-22 Funding:$120,000 3-Year Agreement Term - SUBTOTAL:$1,930,184 Optional Extension Period (October 2, 2022, through October 1, 2024) 2022-23 Oct. - June 01117630- 62321 Street Light Maintenance Maintenance & Repair Improvements $187,500 2023-24 July - June 01117630- 62321 Street Light Maintenance Maintenance & Repair Improvements $250,000 2024 July - Sept 01117630- 62321 Street Light Maintenance Maintenance & Repair Improvements $12,000 2-Year Extension Funding (Previously Approved) - SUBTOTAL:$499,500 First Amendment 2022-23 July – Sept 01117630- 62321 Street Light Maintenance Maintenance & Repair Improvements $30,000 2022-23 Oct. - June 01117630- 62321 Street Light Maintenance Maintenance & Repair Improvements $90,000 2024 July - June 01117630- 62321 Street Light Maintenance Maintenance & Repair Improvements $120,000 Amended 2-Year Extension Funding - SUBTOTAL:$240,000 2-Year Optional Extension Period - SUBTOTAL:$689,500 AGREEMENT TOTAL:$2,619,684 EXHIBIT(S) 1. First Amendment to Agreement Econolite Systems, Inc. 2. First Amendment to Agreement California Professional Engineering, Inc. Submitted By: Nabil Saba, P.E., Executive Director – Public Works Agency Amend Agreements for Traffic Signal and Street Lighting Maintenance December 7, 2021 Page 5 2 3 1 0 Approved By: Kristine Ridge, City Manager Page 1 of 2 FIRST AMENDMENT TO AGREEMENT TO PROVIDE TRAFFIC SIGNAL SYSTEM MAINTENANCE SERVICES THIS FIRST AMENDMENT to the above-referenced agreement is entered into on December 7, 2021, by and between Econolite Systems, Inc. (“Contractor”), and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California (“City”). RECITALS A.The parties entered into Agreement No. A-2019-101, dated July 2, 2019, by which Contractor agreed to provide preventative and extraordinary maintenance services for the citywide Traffic Signal System (“Agreement”). B.The Agreement remains in effect through July 1, 2022, with provision for extension. C.The parties now wish to modify the scope of services, increase the annual sum to be expended under the Agreement, and exercise the options to extend the Agreement. The Parties therefore agree: 1.Section 1, Scope of Services, is amended to include Contractor’s provision of immediate or temporary repairs to City owned series and multiple street light pole or service knock downs or damage caused by vehicle collision, acts of God, vandals, or as required because of a public safety hazard. Contractor shall respond to emergency calls when directed by the City and dispatch high voltage technician and equipment. Contractor shall be compensated for the emergency street light work at the rates set forth in Exhibit B of the Agreement for Extraordinary Maintenance. 2.Section 2.a., Compensation, is amended to increase the total annual sum to be expended under the Agreement by $275,000 for the current annual period and all remaining annual periods. 3.Section 3, Term, is amended to extend the term of the Agreement through July 1, 2024. 4.Except as modified by this First Amendment, all terms and conditions of the Agreement shall remain in full force and effect. IN WITNESS WHEREOF, the parties hereto have executed this First Amendment to the Agreement on the date and year first written above. ATTEST CITY OF SANTA ANA Daisy Gomez Kristine Ridge Clerk of the Council City Manager Page 2 of 2 APPROVED AS TO FORM CONTRACTOR Sonia R. Carvalho City Attorney By:_ John M. Funk By: Kirk T Steudle Senior Assistant City Attorney Title: Sr Vice President - Systems RECOMMENDED FOR APPROVAL Nabil Saba Executive Director Public Works Agency Page 1 of 2 FIRST AMENDMENT TO AGREEMENT TO PROVIDE STREET LIGHT MAINTENANCE SERVICES THIS FIRST AMENDMENT to the above-referenced agreement is entered into on December 7, 2021, by and between California Professional Engineering, Inc. (“Contractor”), and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California (“City”). RECITALS A. The parties entered into Agreement No. A-2019-174, dated October 2, 2019, by which Contractor agreed to provide street light maintenance services (“Agreement”). B. The Agreement remains in effect through October 1, 2022, with provision for extension. C. The parties now wish to increase the annual sum to be expended under the Agreement. The Parties therefore agree: 1. Section 2.a., Compensation, is amended to increase the total annual sum to be expended under the Agreement by $120,000 for the current annual period and all remaining annual periods. 2. Section 3, Term, is amended to extend the term of the Agreement through October 1, 2024. 3. Except as modified by this First Amendment, all terms and conditions of the Agreement shall remain in full force and effect. IN WITNESS WHEREOF, the parties hereto have executed this First Amendment to the Agreement on the date and year first written above. ATTEST CITY OF SANTA ANA _______________________________ ______________________________ Daisy Gomez Kristine Ridge Clerk of the Council City Manager APPROVED AS TO FORM CONTRACTOR Sonia R. Carvalho City Attorney By:___________________________ _______________________________ John M. Funk By: Senior Assistant City Attorney Title: Van Nguyen President Page 2 of 2 RECOMMENDED FOR APPROVAL ________________________________ Nabil Saba Executive Director Public Works Agency