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Home My WebLink AboutPW On-Call Traffic Signal Maintenance Agr& SAN RAFAEL Agenda Item No: 4.f THE CITY WITH A MISSION Meeting Date: April 3, 2017 SAN RAFAEL CITY COUNCIL AGENDA REPORT Department: Public Works P�_ Prepared by: Bill Guerin, City Manager Approval: Director of Public Works File No.: 18.04.01.21 TOPIC: ON-CALL TRAFFIC SIGNAL MAINTENANCE AND REPAIR AGREEMENT SUBJECT: ADOPT A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL AUTHORIZING THE CITY MANAGER TO EXECUTE AN AMENDMENT TO THE ON-CALL TRAFFIC SIGNAL MAINTENANCE AND REPAIR AGREEMENT WITH DC ELECTRIC GROUP, INC. TO INCREASE THE MAXIMUM ANNUAL NOT -TO -EXCEED AMOUNT BY $80,000, INCREASING THE TOTAL NOT -TO- EXCEED AMOUNT TO $206,969 ANNUALLY. RECOMMENDATION: Staff recommends that the City Council adopt the resolution authorizing the City Manager to amend the existing contract for traffic signal maintenance and repair services with DC Electric Group, Inc. BACKGROUND: The City of San Rafael owns and maintains 89 signalized intersections. A well- maintained and dependable traffic signal system for the City is essential. Since the City of San Rafael does not have technicians on staff that do this work, the City contracts services for the maintenance and repair of the traffic signal system from contractors that specialize in this field. The traffic signal preventive maintenance and repair program includes two types of work: 1. The routine maintenance program includes quarterly, semi-annual and annual inspections, preventive maintenance and repairs. 2. The repair portion of the work includes all unanticipated items such as responding to emergency repair calls, knockdowns and troubleshooting. The contractor is required to respond to repair calls within thirty (30) minutes on weekdays between 7:00 AM and 6:00 PM and within sixty (60) minutes after hours (6:01 PM to 6:59 AM weekdays, weekends and holidays). On October 7, 2013, City Council adopted a resolution awarding a two-year contract with the option of renewing the contract for up to three subsequent two-year terms for traffic signal maintenance and repair with DC Electric Group, Inc. (DC Electric) to perform on-call services city-wide, set on a fiscal year FOR CITY CLERK ONLY File No.: 4-1-644 Council Meeting: 04/03/2017 Disposition: Resolution 14301 SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2 basis. The subsequent agreement, dated October 15, 2013 ("Agreement"), was for a term ending on June 30, 2015 with a not -to -exceed amount of $126,969 annually (per fiscal year), and was renewed in June 2015 for a two-year term ending June 30, 2017. The original maintenance contract was initiated based on existing conditions at that time. Since the contract was initiated significant changes have occurred, most notably SMARTs construction of the initial operating segment of the SMART train and the signalization improvements and changes that accompanied the train. We anticipate that significant new work will occur as the train begins operations and when the San Rafael to Larkspur segment goes into construction this spring. During construction, there will be a number of detours and other road blockages and changes that will require support from DC Electric. Other changes include, significant storm related responses as well as increased activities associated with marking and locating our facilities in support or utility work near existing signal systems. ANALYSIS: Over the past year, DC Electric has responded to an increased number of unanticipated items at City -maintained traffic intersections. These include a high number of collision -related repairs in which a traffic signal pole was severely damaged or knocked down. Between July 2016 and February 2017, DC Electric has responded to ten knock -down calls due to vehicle collisions as compared to the seven they responded to in fiscal year 2016. The emergency response and replacement costs range from $3,000 to $30,000 per knock -down. The City is often able to recover a significant amount of these costs by filing claims with the drivers' vehicle insurance companies but DC Electric is paid by the City prior to any reimbursement. In addition, new signals have been installed in the City's traffic signal system which has increased the total number of traffic signals that require both routine maintenance and emergency work performed by DC Electric. These new signals include rapid flashing beacons that have been installed on some mid - block crosswalks to improve pedestrian safety and the queue cutter signals installed at SMART train railroad crossings downtown. Additional signals will be installed when SMART constructs their Larkspur extension project. For the current Agreement year (July 1, 2016 to June 30, 2017) staff anticipates that the maximum contract amount will be reached in March or April 2017. There is still a need for more traffic signal maintenance and repair services during the current Agreement year, since several intersections are due for their routine maintenance this spring, contractors will still call in Underground Service Alert (USA) marking requests, and unanticipated damage to traffic signals occurs year-round. City staff estimates that an additional $80,000 is required to perform traffic signal maintenance and repairs within the current Agreement year. As noted above, this contractor preforms several different functions. While there are several months left in the current contract, the existing funding allocation cannot support the anticipated work as follows: Category Description Amount Needed Expected Billing We are anticipating upcoming billing to occur which is $18,000 estimated at $18,000 for the work performed in March. Annual Maintenance Out contractor generally performs annual maintenance in $18,000 the spring of each year. This is estimated to cost $18,000. Mark and Locate Our contractor responds to utilities requesting that City $32,000 conduits be marked before they dig in the area. This mark and locate service has averaged $8,000 a month. Emergency Response Since we have had an increase in signal pole damage we are $12,000 SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 3 anticipating that one additional pole will be hit during the next 4 months. We recommend allocating $12,000 as an estimated amount. Total $80,000 If the Agreement is renewed for subsequent two-year terms, staff predicts a similar level of needed maintenance and repairs from DC Electric, and has estimated that an annual not -to -exceed amount of $206,969 will be required annually. Therefore, staff is recommending that the Agreement with DC Electric Group, Inc. be amended accordingly, to increase the annual not -to -exceed amount to $206,969 for the current Agreement year and for any subsequent renewals of this Agreement. FISCAL IMPACT: There are sufficient funds in the Gas Tax Fund (206) under the CIP Project Traffic Signal Controller Upgrades to pay for the requested increase for the additional services described above. OPTIONS: 1. Approve the resolution authorizing the City Manager to execute an amendment to the Agreement with DC Electric Group, Inc. to increase the maximum not -to -exceed amount by $80,000, increasing the total not -to -exceed amount under the Agreement to $206,969 annually for the current two-year term and for any future renewals of the Agreement. 2. Do not authorize the amendment described above. If this option is chosen, routine repair work for all City -maintained signalized intersections will be delayed, and we will not have a contractor to perform emergency repairs. ACTION REQUIRED: Adopt Resolution. ATTACHMENTS: 1. Resolution 2. Exhibit A to Resolution -Draft Amendment to Agreement RESOLUTION NO. 14301 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL AUTHORIZING THE CITY MANAGER TO EXECUTE AN AMENDMENT TO THE ON-CALL TRAFFIC SIGNAL MAINTENANCE AND REPAIR AGREEMENT WITH DC ELECTRIC GROUP, INC. TO INCREASE THE MAXIMUM ANNUAL NOT -TO - EXCEED AMOUNT BY $80,000, INCREASING THE TOTAL NOT -TO -EXCEED AMOUNT TO $206,969 ANNUALLY WHEREAS, on October 15, 2013, pursuant to City Council resolution, the City entered into an "Agreement for Traffic Signal Preventive Maintenance and Repair" with DC Electric Group, Inc. (DC Electric) to perform on-call services City-wide for a term expiring on June 30, 2015, in an amount not -to -exceed $126,969 annually on a fiscal year basis (the "Agreement"), with the option of renewing the Agreement for up to three subsequent two-year terms; and WHEREAS, the Agreement was renewed in June, 2015 for a two-year term ending June 30, 2017; and WHEREAS, over the past year, DC Electric has responded to an increased number of unanticipated calls at City -maintained traffic intersections including a high number of collision - related repairs, new signals that have been installed in the City's traffic signal system requiring both new routine maintenance and emergency work performed by DC Electric, and an increase in Underground Service Alert (USA) marking requests from contractors wanting to do work within the public right-of-way; and WHEREAS, for the current Agreement year (July 1, 2016 to June 30, 2017), staff anticipates that the maximum contract amount will be reached in March or April, and has estimated that an additional amount, not -to -exceed $80,000, will be needed for services for the remainder of the Agreement year; and WHEREAS, if the Agreement is renewed for subsequent two-year terms, staff predicts a similar level of needed maintenance and repairs from DC Electric and has estimated that an annual not -to -exceed amount of $206,969 will be required for any such extension terms; and WHEREAS, funds in the amount of $80,000 will be appropriated from Gas Tax Fund 206 to cover the increased Agreement costs; NOW, THEREFORE, BE IT RESOLVED that the City Council hereby approves and authorizes the City Manager to execute an amendment to the Agreement with DC Electric Group, in the form attached hereto as Exhibit "A" and incorporated herein by reference, subject to final approval as to form by the City Attorney, to increase the annual not -to -exceed amount of $126,969 by an additional amount not to exceed $80,000, for a total annual Agreement cost not to exceed $206,969 for the current two-year Agreement term and for any subsequent renewals of the Agreement. BE IT FURTHER RESOLVED that the Director of Public Works is hereby authorized to take any and all such actions and make changes as may be necessary to accomplish the purpose of this resolution. I, ESTHER C. BEIRNE, Clerk of the City of San Rafael, hereby certify that the foregoing resolution was duly and regularly introduced and adopted at a regular meeting of the City Council of said City held on Monday, the 3rd day of April, 2017 by the following vote, to wit: AYES: COUNCILMEMBERS: Bushey, Gamblin, McCullough & Mayor Phillips NOES: COUNCILMEMBERS: None ABSENT: COUNCILMEMBERS: Colin ESTHER C. BEIRNE, City Clerk File No.: 18.04.01.21 AMENDMENT TO TRAFFIC SIGNAL PREVENTIVE MAINTENANCE AND REPAIR AGREEMENT WITH DC ELECTRIC GROUP, INC. TO INCREASE THE TOTAL ANNUAL NOT -TO -EXCEED AMOUNT BY $80,000, TO $206,969 This Amendment to "Traffic Signal Preventive Maintenance and Repair Agreement" ("Amendment") is entered into as of the 3 day of WrL , 2017, by and between the CITY OF SAN RAFAEL (hereinafter "CITY"), and DC ELECTRIC GROUP, INC., a corporation (hereinafter "CONTRACTOR). RECITALS WHEREAS, on October 15, 2013 CITY and CONTRACTOR entered into an on-call "Agreement for Traffic Signal Preventive Maintenance and Repair" for a term expiring on June 30, 2015, in an amount not -to -exceed $126,969 annually (the "Agreement"); and WHEREAS, the Agreement included authorization for its renewal for up to three additional two-year terms; and WHEREAS, in June 2015, the Agreement was renewed for a first two-year renewal term that will expire on June 30, 2017; and WHEREAS, during the current Agreement term, and on an ongoing basis for any future renewals of the Agreement, CITY has an increased need for traffic signal maintenance and repair services, and desires CONTRACTOR to perform this additional work under the Agreement; AMENDMENT TO AGREEMENT NOW, THEREFORE, the parties hereby amend the Agreement between the parties as follows: Section IV of the Agreement, entitled "The Contract Sum" is hereby amended to include an additional amount of compensation to CONTRACTOR in the sum of $80,000 annually, thereby increasing the total contract compensation to an annual not -to -exceed amount of $206,969, effective as of the 2016-2017 fiscal year. 2. Except as specifically amended herein, all of the other provisions, terms and obligations of the Agreement between the parties shall remain valid and shall be in force after this amendment. IN WITNESS WHEREOF, the parties have executed this Amendment as of the day, month, and year first above written. CITY OF SAN RAFAEL J S HUTZ, City a ager ATTEST: ESTHER C. BEIRNE, City Clerk APPROVED AS TO FORM: .�Fe ROBERT F. EPSTEIN, ty A rney DC ELECTRIC GROUP, INC. dame:'a✓ Cgr?,✓q-wi##*r"0 Title: Ca DC ELECTRIC GROUP, INC. Name:C( ()5C ,) Title: °'�� ^l 2 u RECEDED . APR ® 6 2017 ELECTRIC PUBLIC WORKS DEPT Group, Inc. CITY OF SAN RAFAfi LETTER OF TRANSMITTAL TO: Stephanie Gindlesperger City of San Rafael Department of Public Works 111 Morphew St. San Rafael, CA 94915 WE ARE SENDING YOU: DATE: April 5, 2017 PROJECT NAME: Traffic Signal Maintenance — Amendment PROJECT NO.: RE: Contract Attached x UPS Overnight Faxed Hand Delivered x Contracts Change Order Specs Samples Drawings Plans Letter x Documents Copies Date No. Description 3 Traffic Signal Maintenance Contract Amendment 1 Certificates of Insurance REMARKS: 4 Hi Stephanie, Enclosed are the (3) originals of the TS Maintenance contract amendment and current COI. If you have any questions or need anything else, just let me know. Thanks, Shannon Signed: P.O. Box 7525, Cotati, CA 94931 (707) 992-0141 Office (888) 525-8419 Fax License# 949931 CONTRACT ROUTING FORM INSTRUCTIONS: Use this cover sheet to circulate all contracts for review and approval in the order shown below. TO BE COMPLETED BY INITIATING DEPARTMENT PROJECT MANAGER: Contracting Department: Public Works Project Manager: Stephanie Gindlesperger Extension: 3454 Contractor Name: DC Electric Group, Inc. Contractor's Contact: Don Caramagno Contact's Email: don@dcelectricgroup.com ❑ FPPC: Check if Contractor/Consultant must file Form 700 Step RESPONSIBLE DESCRIPTION COMPLETED REVIEWER DEPARTMENT Date of Council approval DATE Check/Initial 1 Project Manager a. Email PINS Introductory Notice to Contractor N/A ® SG 5 Project Manager Forward signed original agreements to City 3/14/2017 ® SG b. Email contract (in Word) & attachments to City ® SG 6 City Attorney Atty c/o Laraine.Gittens@cityofsanrafael.org y1�0 k7 am' fX 2 City Attorney a. Review, revise, and comment on draft agreement 3/15/2017 ® LAG 7 City Attorney and return to Project Manager 3/15/2017 ® LAG b. Confirm insurance requirements, create Job on / 8 City Manager/ Mayor PINS, send PINS insurance notice to contractor G I 3 Project Manager Forward at least two originals of final agreement to 3/16/2017 ® SG contractor for their signature Lf�f3 4 Project Manager When necessary, * contractor -sieved agreement ❑ N/A agendized for Council approval ® SG *PSA > $20,000; or Purchase > $35,000; or Or Public Works Contract > $125,000 4/3/2017 Date of Council approval PRINT CONTINUE ROUTING PROCESS WITH HARD COPY 5 Project Manager Forward signed original agreements to City 4/6/2017 ® SG Attorney with printed copy of this routing form 6 City Attorney Review and approve hard copy of signed y1�0 k7 am' fX agreement 7 City Attorney Review and approve insurance in PINS and , and bonds (for Public Works Contracts) / 8 City Manager/ Mayor Agreement executed by Council authorized official G I 9 City Clerk Attest signatures, retains original agreement and forwards copies to Project Manager Lf�f3 ROUTING SLIP / APPROVAL FORM INSTRUCTIONS: Use this cover sheet with each submittal of a staff report before approval by the City Council. Save staff report (including this cover sheet) along with all related attachments in the Team Drive (T:) 4 CITY COUNCIL AGENDA ITEMS 4 AGENDA ITEM APPROVAL PROCESS 4 [DEPT - AGENDA TOPIC] Agenda Item # Date of Meeting: 4/3/2017 From: Bill Guerin Department: Public Works Date: 3/14/2017 Topic: ON-CALL TRAFFIC SIGNAL MAINTENANCE AND REPAIR AGREEMENT Subject: ADOPT A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL AUTHORIZING THE CITY MANAGER TO EXECUTE AN AMENDMENT TO THE ON- CALL TRAFFIC SIGNAL MAINTENANCE AND REPAIR AGREEMENT WITH DC ELECTRIC GROUP, INC. TO INCREASE THE MAXIMUM NOT TO EXCEED AMOUNT BY $80,000, INCREASING THE TOTAL NOT TO EXCEED AMOUNT TO $206,969 ANNUALLY. Type: ® Resolution ❑ Ordinance ❑ Professional Services Agreement ❑ Other: APPROVALS ® Finance Director Remarks: Approved -Van Bach ® City Attorney Remarks: LG -Approved 3/28/17; 3/29/17 ® Author, review and accept City Attorney / Finance changes Remarks: BG -approved 3/29/17 ® City Manager Remarks: FOR CITY CLERK ONLY File No.: Council Meeting: Disposition: