HomeMy WebLinkAbout4.13 Traffic Signal & Street Light Maintor
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DATE:
TO:
FROM:
SUBJECT
STAFF REPORT
CITY COUNCIL
June 17, 2014
Honorable Mayor and City Councilmembers
CITY CLERK
File #600 -40
Christopher L. Foss, City Manager "
Amendment to the Agreement with County of Alameda for raffic Signal
Maintenance, Street Lighting Maintenance and Real Estate Services
Prepared by Obaid Khan, Senior Civil Engineer (Traffic /Transportation)
EXECUTIVE SUMMARY:
Staff is requesting City Council to approve an Amendment to the Agreement with County of
Alameda Public Works for Traffic Signal Maintenance, Street Lighting Maintenance and Real
Estate Services to extend the contract through June 30, 2017.
FINANCIAL IMPACT:
The cost of traffic signal maintenance is funded through Vehicle Registration Fee revenues. The
cost of street light maintenance is paid by two maintenance assessment districts (City -wide
Street Lighting District 83 -1 and Dublin Ranch Street Lighting District 99 -1), and the General
Fund. For the Fiscal Year 2014/15, the City Council approved $172,483 for traffic signal
maintenance, and $64,423 (City -wide Street Lighting District 83 -1 - $31,955, and Dublin Ranch
Street Lighting District 99 -1 - $32,468) for street light maintenance. The General Fund
contribution towards street light maintenance in the amount of $13,279 is for street lights under
the 1 -680 freeway on Dublin Boulevard and Amador Valley Boulevard.
RECOMMENDATION:
Staff recommends that the City Council adopt a Resolution Approving the Amendment to
Agreement between City of Dublin and County of Alameda for Traffic Signal and Street Lighting
Maintenance, and Real Estate Services.
ubmitte° By
Public Works Director
\ Reviewed By
Assistant City Manager
Page 1 of 3 ITEM NO. 4.13
DESCRIPTION:
The City has contracted with County of Alameda for traffic signal services since the City's
incorporation in 1982. Street Lighting Maintenance and Real Estate Services were added to the
contract in 1993. The City Council last considered this agreement with County of Alameda on
June 7, 2011 which extended services for an additional three years. The current agreement is
set to expire on June 30, 2014.
Services Provided
Under the terms of the agreement, services are provided on both a routine and as- needed
basis. The costs are charged on a time - and - materials basis, and the City receives a detailed
monthly billing which indicates hours and costs for each intersection and for street lighting
maintenance. A statement is also provided which indicates materials used. There is no markup
on materials.
The services typically provided under traffic signal maintenance include the following:
• A bi- monthly visit to each signalized intersection for the purpose of routine maintenance.
Routine maintenance includes the activities as outlined in the agreement.
• 24 -hour callout service for non - routine activities such as complaint investigation, repairs,
or Underground Service Alert (USA) marking. The response time for callouts is typically
between two hours and 24 hours, depending on the time of day and the nature of the
problem.
• Traffic signal repairs may be provided at the City's request or in response to a condition
noted by a County technician.
The services typically provided under street lighting maintenance are:
• Routine maintenance or repair of street lights, including artwork lighting, as requested by
the City. Repairs may include light fixtures, photoelectric controls or other components,
as well as wiring repairs, pole replacements, or other services as needed. Street lighting
maintenance also includes 24 -hour callout service for pole knockdowns or other
situations that may create a safety concern.
Staff consults with County personnel in relation to review of construction plans and also to
provide inspection for both City and private development construction of traffic signals and street
lighting. Staff has requested County personnel to provide these services because of the level of
expertise required and to also point out any deficiencies that could become a maintenance issue
at a later date. Plan review and inspection services are requested as a support to Staff and are
not a contract condition.
Real Estate Services typically include appraisals, negotiations, and /or legal documentation such
as deeds or rights of entry related to acquisitions for road improvements or other projects.
These services are billed on a time - and - materials basis and are utilized only as needed by the
City for specific projects.
Page 2 of 3
Performance Review
The number of traffic signals in the City has increased from 84 to 92 since the last contract
review was completed in 2011. The City expects that the number of traffic signals will increase
to 95 within the next few years. Based on staff review, the routine maintenance has continued
according to a pre -set schedule, and the response time for callouts has not increased. The
traffic signal crew consists of a working supervisor and three technicians.
While any electronic equipment may malfunction without warning, Staff is unaware of any
problems which have occurred that are directly related to a maintenance deficiency. The
County personnel are knowledgeable regarding improvements in components and safety
devices and advise the City when equipment changes or other improvements should be
considered.
Exhibit A of the Amendment identifies a specific maintenance schedule and services. The
liability exposure related to traffic control devices is high, and it is important to note that the
agreement indemnifies the City for any incidents which may occur related to the maintenance of
traffic signals.
The City currently own 4,300 street lights. Routine street light maintenance (lighting fixtures,
photoelectric controls, fuses) is performed by a street lighting technician; more extensive wiring
repairs are performed by one of the signal technicians or, on occasion, are subcontracted to an
electrical contractor. The City's performance standard for street light repairs provides that the
repair will occur within five business days unless the repair is of an extraordinary nature. This
standard is written into the agreement, and the response has typically been within a shorter time
frame. A more normal response time occurs within 48 hours of the submittal of the street light
repair work order. Consistent response time and quality of work is considered highly
satisfactory.
Because the County personnel have continued to provide expert and conscientious service over
the years, Staff is required to spend only minimal time monitoring and supervising this service.
Staff recommends that the City Council adopt the resolution (Attachment 2) approving the three
year extension to the existing agreement (to June 30, 2017).
NOTICING REQUIREMENTS /PUBLIC OUTREACH:
A copy of the Staff Report has been forwarded to the County of Alameda Public Works Agency.
ATTACHMENTS: 1. Proposed Contract Amendment
2. Resolution
Page 3 of 3
AMENDMENT TO AGREEMENT BETWEEN CITY OF DUBLIN AND
COUNTY OF ALAMEDA FOR TRAFFIC SIGNAL AND
STREETLIGHTING MAINTENANCE, AND REAL ESTATE SERVICES
WHEREAS, the City of Dublin (CITY) and County of Alameda (COUNTY) entered into an
agreement dated July 1, 1998, for provision of Traffic Signal Maintenance, Street Lighting
Maintenance, Crossing Guards, and Real Estate Services; and
WHEREAS, the CITY and COUNTY entered into an amendment to the agreement dated July
1, 2003, to extend services for an additional five years, remove crossing guard services, modify the
schedule of maintenance frequency, and expand the list of maintenance locations; and
WHEREAS, the CITY and COUNTY entered into an amendment to the agreement dated July
1, 2008, to extend services for an additional three years, expanding the list of maintenance locations;
and
WHEREAS, the CITY and COUNTY entered into an amendment to the agreement dated July
1, 2011, to extend services for an additional three years, expanding the list of maintenance locations;
and
WHEREAS, said agreement expires on June 30, 2014; and
WHEREAS, the CITY desires to extend the agreement an additional three years and to
expand the list of maintenance locations; and
WHEREAS, the services provided by the COUNTY have been appropriate and acceptable;
NOW, THEREFORE, THE PARTIES HERETO AGREE AS FOLLOWS:
1. Extension of Term: The agreement with COUNTY is amended to extend the termination date
to June 30, 2017. Should a new agreement or amendment to agreement to extend the
contract not be entered into by June 30, 2017, then this agreement will automatically extend
until a new agreement or amendment to agreement is entered into, or, CITY or COUNTY
gives written notice of termination.
2. Revised Exhibit A: Exhibit A (Signal Maintenance) of the agreement is amended per the
attached to add new signal installations to the list of installations covered by the agreement.
ATTEST:
City Clerk
CITY OF DUBLIN
City Manager
COUNTY OF ALAMEDA
Chairperson, Board of Supervisors
1 hereby certify under penalty of perjury that the Chairperson of the Board of Supervisors has been duly
authorized to execute this document on behalf of the County of Alameda by a majority vote of the Board
on ; and that a copy has been delivered to the Chairperson as provided by
Government Code Section 25103.
Dated.
Clerk, Board of Supervisors
County of Alameda, State of California
EXHIBIT "A" TO THE AGREEMENT
TRAFFIC SIGNAL MAINTENANCE SERVICES
1. The COUNTY shall construct, reconstruct, operate, maintain and repair all traffic signals
within CITY with the same power with reference thereto as if said traffic signals were in the
unincorporated area of COUNTY; the City Council of CITY exercising the same authority with
reference to said work on said streets as the Board of Supervisors would exercise if said traffic
signals were in the unincorporated territory of COUNTY.
2. Nothing herein contained shall be construed as in any way divesting CITY of any of its powers
with respect to supervision, management, and control of traffic signals within its boundaries.
3. COUNTY shall provide for the maintenance of certain approved traffic signal systems at
intersections (as defined in Section 364 of the Vehicle Code) which are under the jurisdiction of CITY
and to arrange herein for the particular maintenance functions to be performed and to specify the
cost of such maintenance as follows-
1 . Services
A.
COUNTY will furnish and
perform all routine maintenance and
inspection services
necessary
to keep the facilities covered by the terms of this Agreement in
satisfactory working
condition.
A general guideline for said
services is included in this Exhibit.
Such services shall
include the following: patrolling, emergency service, relamping, necessary
minor repairs and
adjustments, replacement of controller,
equipment, detectors, poles, signal
heads, and lamps.
Installation
of additional facilities is not
a routine maintenance function under provisions of this
paragraph.
B. COUNTY shall perform all extraordinary maintenance services which shall include
replacement and /or addition of major equipment due to obsolescence, wear, or inadequacy and
repair due to extensive damage from any cause.
C. COUNTY shall perform all necessary vandalism and collision repairs.
D. At CITY's written direction, COUNTY shall perform new construction inspection
services for traffic signal installations and provide reports of any deficiencies, irregularities, or
deviations from CITY's approved plans and specifications.
2. Costs and Repairs
A. Labor, equipment, and material costs for routine maintenance, including relamping,
shall be assessed directly against the installation involved. Such costs shall be the actual costs for
labor, parts, and equipment used and /or actually expended in each particular instance.
B. Extraordinary maintenance costs and costs for vandalism and collision repair shall be
assessed directly against the installations involved. Such costs shall be the actual costs of labor,
parts, and equipment used and /or actually expended in each particular instance. In order to insure
budget control, the COUNTY Deputy Director - Maintenance and Operations shall approve all
extraordinary repairs prior to the beginning of work and, except for emergency situations, shall
consult with CITY before proceeding.
3. Installations Covered
The number and location of all signal installations covered by the terms of this agreement are
amended as follows-
1 . Amador Valley / Regional
2. Amador Valley / Donohue / Starward
3. Amador Valley / Amador Plaza
4. Amador Valley/ Village Pkwy.
5. Amador Valley / Stagecoach
6. Amador Valley / Dougherty
7. Dublin / Dougherty
8. Dublin / Dublin Ct.
9. Dublin / Sierra
10. Dublin / Clark
11. Dublin /Village Pkwy.
12. Dublin / Amador Plaza
13. Dublin / Golden Gate
14. Dublin / Regional
15. Dublin / San Ramon
16. Amador Valley/ San Ramon Rd
17. San Ramon / Silvergate
18. San Ramon / Shannon
19. San Ramon / Vomac
20. Village Parkway / Lewis
21. Dougherty / Sierra
22. Dublin / DeMarcus
23. Dublin / Iron Horse
24. Dublin / Hacienda
25. Dublin / Hibernia
26. Dublin / Myrtle
27. Dublin / Tassajara
28. Dublin / Hansen
29. Dougherty / Scarlett
30. Hacienda / Central Pkwy.
31. Hacienda / Summerglen
32. Hacienda / Hacienda Crossings - Martinelli
33. Tassajara / Gleason
34. Gleason / Creekview
35. Tassajara / South Dublin Ranch
36. Tassajara / North Dublin Ranch
37. Tassajara Road / Central Parkway
38. Tassajara Road / The Shops (Waterford)
39. Tassajara / Dublin Corporate Way
40. Dublin / John Monego
41. Dublin / Glynnis Rose
42. Dublin / Sybase -Whole Foods
43. Dublin / Arnold
44. Dublin / Scarlett
45. Amador Valley / Iron Horse Trail
46. Village Parkway / Tamarack
47. Village Parkway / Brighton
48. Village Parkway / Davona
49. Central Parkway / Arnold
50. Hacienda Drive / Gleason Drive
51. Central Parkway/ Hibernia
52. Dougherty / Willow Creek
53. Dublin / Brannigan Street
54. Central Parkway / Brannigan
55. Fallon Road / Antone
56. Fallon Road / Bent Tree
57. Fallon Road / Kingsmill- Signal Hill
58. Fallon Road / Turnberry
59. Central Parkway / Glynnis Rose
60. Central Parkway / Tassajara Creek Trail
61. San Ramon Road & 1 -580 (2 cabinets)
62. Dublin / Grafton
63. Dublin / Carnmore
64. Dublin / Keegan
65. Central / Keegan
66. Fallon / Gleason
67. Tassajara / Quarry Lane School
68. Tassajara / Silvera Ranch
69. Tassajara / Fallon
70. Central / Lockhart
71. Gleason / Lockhart
72. Martinelli / Arnold
73. Martinelli / Future Whole Foods
74. Gleason / Brannigan
75. Gleason / Grafton
76. Dublin / Inspiration
77. Central / Grafton
78. Central / Montalcino- Chancery
79. Dublin / Schaefer Ranch
80. Fallon / Positano
81. Positano / West Cantara
82. Dublin / Lockhart
83. Dublin / Fallon
84. Fallon / Central
85. Fallon / Silvera Ranch
86. Fallon / Cydonia
87. Dublin / Silvergate
88. Amador Valley / Brighton
89. Dublin /Fallon Gateway
90. Fallon /Fallon Gateway
91. Positano / La Strada
92. Positano / Vinton
93. Dougherty / South Mariposa Circle (Future)
94. Central / Sunset View Drive (Future)
95. Central / Panorama Drive (Future)
At CITY's option, the above locations may be amended to adjust the number and /or location of signal
installations to be so covered. Said changes shall be in the form of a written notice from CITY Public
Works Director or his /her designee.
4. Maintenance Guidelines
COUNTY shall make every reasonable effort to maintain CITY's traffic signals in accordance with the
listed guidelines. The maintenance schedule may vary due to lack of personnel or other unforeseen
circumstances. Timing and programming functions shall be CITY's responsibility.
BIMONTHLY SERVICE
1. Check cycling.
2. Visual check of controller for extension, detection, and normal operation.
3. Check cabinet ventilation fan for thermal control and operation.
4. Check all vehicle detector units for tuning and operation.
5. Check operation and adjustment of all external relays.
6. Check all vehicle and pedestrian heads for operation and alignment.
7. Check all pedestrian buttons and pedestrian instruction signs check condition of pull
box lids within walkway of intersection.
8. Vacuum cabinet and check air filter.
9. Check for presence of all prints and maintenance record card.
10. Visual check of roadway for asphalt failure or unapproved road construction which
affects vehicle detection operation.
11. Perform any repairs needed for optimum function of traffic signal.
12. Clean all camera lenses
ANNUAL SERVICE
Clean all signal lenses and EVP (emergency vehicle pre- emption) units.
RELAMP AS- NEEDED
On -going LED indicators to be relamped on an as- needed basis rather than all at once.
Location list provided by CITY.
RESOLUTION NO. — 14
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
* * * * * * * * * **
AMENDMENT TO AGREEMENT BETWEEN CITY OF DUBLIN AND COUNTY OF ALAMEDA
FOR TRAFFIC SIGNAL AND STREETLIGHTING MAINTENANCE, AND REAL ESTATE
SERVICES
WHEREAS, the City of Dublin and County of Alameda entered into an agreement dated
July 1, 1998, for the provision of Traffic Signal Maintenance, Street Lighting Maintenance, and
Real Estate Services; and
WHEREAS, the City of Dublin and County of Alameda entered into an amendment to the
agreement dated July 1, 2003, to extend services for an additional five years; and
WHEREAS, the City of Dublin and County of Alameda entered into an amendment to the
agreement dated July 1, 2008, to extend services for an additional three years; and
WHEREAS, the City of Dublin and County of Alameda entered into an amendment to the
agreement dated July 1, 2011, to extend services for an additional three years; and
WHEREAS, said amended agreement expires on June 30, 2014; and
WHEREAS, the City desires to extend the agreement an additional three years, expiring
on June 30, 2017, and to expand the list of maintenance locations; and
WHEREAS, the services provided by the County of Alameda have been appropriate and
acceptable;
NOW, THEREFORE, BE IT RESOLVED THAT the City Council of the City of Dublin
approves the amendment to the agreement, attached hereto as Exhibit "A" to the Resolution;
BE IT FURTHER RESOLVED that the City Manager is authorized to execute the
amendment, including any non - substantive changes to the same.
PASSED, APPROVED AND ADOPTED this 17th day of June, 2014, by the following
vote:
AYES-
NOES-
ABSENT-
ABSTAIN-
ATTEST-
City Clerk
C:AUsers \agenda\Desktop \4.13 atfch 2 reso.doc
Mayor