DATE: July 5, 2016
TO: Mayor and City Council
FROM: Director of Public Works
SUBJECT
Title
Authorization for the City Manager to Negotiate and Sign Agreement for Traffic Signal and Streetlight Maintenance Services
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RECOMMENDATION
Recommendation
That Council adopts the attached resolution authorizing the City Manager to execute a three-year agreement with St. Francis Electric, Inc. for On-Call Streetlight and Traffic Signal Maintenance Support.
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BACKGROUND
The City of Hayward’s Public Works Department is responsible for maintaining approximately 140 traffic signals and 8,000 streetlights within its corporate boundaries. As such, the responsibility for tasks such as traffic signal repairs, equipment testing and inspection, LED streetlight repairs, installation of video detection cameras, accident damage repairs, and fiber optic installations/repairs falls within the realm of the Department. Prior to 2013, the City relied exclusively on outside contractors to fulfill these duties. In February 2013, the City hired its first in-house Traffic Signal Technician. The intent was to have the Traffic Signal Technician provide most of the day-to-day services with support provided as needed by an on-call firm. This, in turn, would result in an overall cost savings to the City’s Capital Improvement Program (CIP) budget and more efficient management of its traffic signal and streetlight infrastructure.
DISCUSSION
The proposed On-Call Traffic Signal and Streetlight Maintenance services will only be performed in a support capacity to assist the Traffic Signal Technician. Primarily, the on-call services will be provided for emergency services after hours and during weekends, and as needed for complex problem solving and labor intensive projects. The current interim contract with St. Francis Electric, Inc. expires on July 1, 2016. A Request for Proposals (RFP) was prepared by staff and released to six traffic signal and streetlight maintenance firms on May 20, 2016.
On June 3, 2016, three proposals were received in response to the RFP. St Francis Electric, Inc. was determined by staff to be the most qualified for the services needed based on their experience in providing similar services to the City of Hayward, familiarity with the City’s traffic signal system, and the firm’s competitive rate structure.
FISCAL IMPACT
There will be no impact to the General Fund. The funding for these services will come from previously approved CIP budgets allocated for Streetlight and Traffic Signal Maintenance. Staff recommends a professional service agreement with St. Francis Electric, Inc. for a not-to-exceed amount of $175,000 annually for a three year period.
NEXT STEPS
If Council authorizes such contract services, the City Manager will finalize negotiations and execute a contract with St. Francis Electric, Inc.
Prepared by: Fred Kelley, Transportation Manager
Staff contact
Recommended by: Morad Fakhrai, Director of Public Works
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Approved by:
Fran David, City Manager
Attachments: