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
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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
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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
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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.
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INSTRUCTIONS: USE THIS FORM WITH EACH SUBMITTAL ♦ CONTRACT,
,ORDINANCE ORBESOLUTION BEFORE APPROVAL BY COUNCIL / AGENCY
SRRA / SRCC AGENDA ITEM NO. 0 t:
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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)
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(LOWER HALF OF FORM FOR APPROVALS ONLY)
APPROVED As COUNCIL 1 AGENCY
AGENDA ITEM:
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City Manager (sig6ature)
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City Attorney (signatur )
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