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HomeMy WebLinkAboutPW Traffic Signal Preventative Maintenance; Plans and SpecsDepartment: Public Works Agenda Item No: 4, e Meeting Date.- July 15, 2013 Prepared by: City Manager Approval Director of Public Works (LB) SUBJECT: ADOPT SPECIFICATIONS FOR TRAFFIC REPAIR PROGRAM 2013/2015, PROJECT THE CITY CLERK TO CALL FOR BIDS. BACKGROUND: The City of San Rafael owns and maintains 86 traffic signals. Because of current traffic conditions in the City and the need for absolute dependability of the traffic signal system, a well maintained traffic signal system is essential. In 2009, the City Council adopted a resolution awarding a contract to Siemans Industry, Inc. (formerly RepublicInc.) to perform traffic signal preventive maintenance, and repair, for each of the City maintained traffic signals. This contract was extended in 2011 for a two-year period and expired on June 30, 2013. The City has temporarily extended the contract again, on a month to month basis. The maintenance program includes quarterly, semi-annual and annual inspections, preventive maintenance and repairs. The contractor is required to respond to traffic signal 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). The Department of Public Works has been in contact with local contractors familiar with this type of work and is seeking quaed contractors to provide Routine & Preventative maintenance as well as Emergency maintenance services for our traffic signal system. Proceeding with a standard contract for a two year period is fiscally prudent as well as allows for a fair bidding process by local contractors. ANALYSIS: Adoption of the speccations is necessary to bid the project and continue preventativizi maintenance on the City's traffic signal system. FISCAL IMPACT.- The estimated cost of the routine and preventative maintenance work is $55,000 annually. The contract period will begin as soon as possible after the bids are opened and expire June 30, 2015. At the discretion of the City, the contract may be renewed for up to three subsequent two year _L terms at the same costs with adjustments as warranted by the consumer price index (CPI) and with contractor consent. The exact cost of the project will not be known know until bids are received. FOR CITY CLERK ONLY File No.: Counc'11 Meeting: DI'sposiltion. 4,P __L_y In addition, funds will be required each fiscal year for emergency one time non -contract work such as signal knock downs and controller replacement. Currently, $120,000 is budgeted for each fiscal year for both emergency and preventative traffic signal maintenance. To the extent possible, emergency work arising from damage is billed to and reimbursed from the responsible party. Budgeted Maintenance Type Amount Routine & Preventative Emergency & Repairs I ITITM-W OPTIONS: The City Council may choose to adopt the specifications as presented for the project and authorize the City Clerk to call for bids; or the Council may choose to reject the specifications and direct staff to stop the work on the project. If Council directs staff to stop work on the project, maintenance to the traffic signal system will cease which may result in decreased safety and additional vehicular delays. � mill k M All � 1 � INSTRUCTIONS: USE THIS FORM WITH EACH SUBMITTAL ♦ CONTRACT, ,ORDINANCE ORBESOLUTION BEFORE APPROVAL BY COUNCIL / AGENCY SRRA / SRCC AGENDA ITEM NO. 0 t: ♦ aAm M ♦ � � 1 ADOPT SPECIFICATIONS FOR TRAFFIC SIGNAL PREVENTIVE MAINTENANCE AND REPAIR PROGRA?10 1 'ROJECT NO. 001-44-33001-9231, AND AUTHORIZE THE CITY CLERK TO CALL FOR BIDS. Department Head (signature) *** *** *** *** *** *** *** *** *** *** *** *** *** *** *** *** (LOWER HALF OF FORM FOR APPROVALS ONLY) APPROVED As COUNCIL 1 AGENCY AGENDA ITEM: �r s f 3 City Manager (sig6ature) NOT 1n►•r OVED < jt P - - - --------- v City Attorney (signatur ) ;, 1