Staff recommends that the City Council adopt a resolution ratifying prior services rendered, in the amount of $447,200, and approving Amendment No. 1 to Contractual Service Agreement with Cal-West Lighting & Signal Maintenance, Inc., in the amount of $747,200, for the Traffic Signal Maintenance Program, City Project No. 21-26, for a total not-to-exceed contract amount of $834,750 (Attachment A).

Union City has sixty-one (61) existing traffic signalized intersections and two (2) Rectangular Rapid Flashing Beacons (RRFB) crossings within the City. The City receives federal, state and local transportation capital grant funds for upgrading and improving various traffic signal systems to meet current standards, maintenance, and upgrading electrical equipment which require professional specialized maintenance and services that Public Works Maintenance does not provide.

Cal-West Lighting & Signal Maintenance, Inc. (Cal-West), provides specialized and professional traffic signal and street light maintenance services to Union City and other Bay Area cities. Cal-West has extensive experience with traffic signal systems and is very familiar with the City’s infrastructure, geographic complexities, and intricacies of each intersection. City staff collaborate and coordinate extensively with Cal-West staff, who are readily available and responsive. They provide cost effective solutions that allow the City to meet the required traffic safety conditions within the public rights-of-way.   

On February 1, 2018, the City entered into a one-year Contractual Services Agreement, C5175, with Cal-West Lighting & Signal Maintenance, Inc., for the Traffic Signal Maintenance Program in the amount of $87,550.  The Contractual Services Agreement expired on February 1, 2019, and staff inadvertently continued to utilize Cal-West Lighting & Signal Maintenance, Inc., to provide valuable maintenance services consistent with the same terms and rates as provided in the original Contractual Services Agreement. Cal-West Lighting & Signal Maintenance, Inc., was paid according to the services provided in the additional amount of $447,200, which was in excess of the $87,550 provided for in the original agreement.  All services were timely and satisfactorily performed under the terms and conditions of the original agreement.

A review of the current maintenance program was determined to be sufficient and will continue to include routine inspections to ensure the operation of traffic signals, with written inspection data reports, and will address any needed repairs to equipment or materials. The Maintenance Extras will include unforeseen maintenance effort required for response to callouts or emergency work, such as traffic signal knockdowns, traffic cabinet issues, and power issues.

Amendment No. 1 to Contractual Services Agreement with Cal-West Lighting & Signal Maintenance, Inc., in the amount of $747,200, will provide Council ratification of the $447,200 in payments related to services that were already rendered and will authorize future payments up to $300,000 for services that will allow Cal-West Lighting & Signal Maintenance, Inc., to continue to provide weekly routine traffic signal maintenance, assistance and support with the City’s traffic signal improvement projects and response to emergency callouts for traffic signal malfunctions and signal pole knockdowns.

Traffic signal maintenance service costs for Amendment No. 1 are as follows:

The proposed contract amendment extends services for 18 months through June 30, 2023.

The total cost for Amendment No. 1 to Contractual Services Agreement, C5175, with Cal-West Lighting & Signal Maintenance, Inc., for the Traffic Signal Maintenance Program, City Project No. 21-26, is $747,200.  The prior services provided from the time the original agreement expired on February 1, 2019, through December 31, 2021, were paid with annual operations and maintenance funds from the Lighting and Landscape District Fund (Fund 2591), the Gas Tax Fund (Fund 2510) and the Traffic Signalization Fund (Fund 2610).

The $300,000 included for future services will be funded with Traffic Signalization Fund (Fund 2610) monies included in the approved Two-Year Budget (FYs 2021-2022 & 2022-2023) by transferring $300,000 from the Traffic Signal Upgrades Project (2610-3199-30506-54111) to the Traffic Signal Maintenance Program (2610-3199-92126-54111).

Staff recommends that the City Council adopt a resolution:

1. Ratifying prior services rendered after the expiration of the original Contractual Services Agreement, C5175, in the amount of $447,200, for traffic signal maintenance from February 2, 2019 through December 31, 2021.
2. Approving Amendment No. 1 to Contractual Services Agreement, extending the term of the contract from February 2, 2019 through June 30, 2023, in the amount of $747,200, for a total not-to-exceed contract amount of $834,750.
3. Amending the FY 2021-2022 & FY 2022-2023 Traffic Signalization Fund (Fund 2610) budget by transferring $300,000 from the Traffic Signal Upgrades Project (2610-3199-30506-54111) to the Traffic Signal Maintenance Program (2610-3199-92126-54111).
4. Authorizing the City Manager to execute Amendment No. 1 to Contractual Services Agreement with Cal-West Lighting & Signal Maintenance, Inc., of San Jose, CA.

Murray Chang, Civil Engineer III

Farooq Azim, City Engineer

Marilou Ayupan, Public Works Director