HomeMy WebLinkAboutItem 4.10 - 1494 Amendment to Agreement with Alameda County
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STAFF REPORT
CITY COUNCIL
DATE: June 20, 2017
TO: Honorable Mayor and City Councilmembers
FROM:
Christopher L. Foss, City Manager
SUBJECT:
Amendment to the Agreement with the County of Alameda for Traffic
Signal Maintenance, Street Lighting Maintenance, and Real Estate
Services
Prepared by: William Lai, Assistant Civil Engineer
EXECUTIVE SUMMARY:
The City Council will consider approving an a mendment to the agreement with Alameda
County Public Works for Traffic Signal Maintenance, Street Lighting Maintenance and
Real Estate Services to extend the term through June 30, 2022.
STAFF RECOMMENDATION:
Adopt the Resolution Approving an Amendment to the Agreement Between the City of
Dublin and County of Alameda for Traffic Signal and Street L ighting Maintenance, and
Real Estate Services.
FINANCIAL IMPACT:
Sufficient funds were included in the Fiscal Year 2017 -18 Budget Update to cover these
costs.
DESCRIPTION:
The City has contracted with Alameda County for traffic signal services since t he City’s
incorporation in 1982. Street lighting maintenance and real estate services were added
to the contract in 1993. Past agreements with the County have been for terms of either
three or five years. The City Council last considered this agreement with Alameda
County on June 17, 2014, and extended the agreement for three years. The current
agreement is set to expire on June 30, 2017.
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
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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 cost markup on materials.
The services typically provided under traffic signal maintenance include the following:
Bi-monthly visits to each signalized intersection for routine maintenance .
24-hour callout service for non-routine activities such as complaint investigation,
repairs, or Underground Service Alert (USA) marking.
Traffic signal repairs, either 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. Street
lighting maintenance also includes 24-hour callout service for pole knockdowns
or other situations that may create a safety concern.
Staff also consults with County personnel for the review of signal and lighting
construction plans. In addition, the County provides as-needed inspection services for
both City and private development construction of traffic signals and street lighting.
Staff uses County personnel to provide these services because of the level of expertise
required, and to identify deficiencies that might become future maintenance issues.
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.
Performance Review
The number of traffic signals in the City has increased from 92 to 95 since the last
contract review was completed in 2014. The City expects that the number of traffic
signals will increase to 99 within the next few years. Routine maintenance has
continued according to a pre-set schedule and the response time for callouts has not
increased. The traffic signal and street light crew consists of a working supervisor and
two technicians.
Exhibit A of the amendment identifies a specific maintenance schedule and se rvices.
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.
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The City currently own 4,300 street lights. 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 typical response time is
48 hours from the submittal of the street light repair work order.
NOTICING REQUIREMENTS/PUBLIC OUTREACH:
A copy of the Staff Report has been forwarded to the County of Alameda Publi c Works
Agency.
ATTACHMENTS:
1. Resolution Approving an Amendment to the Agreement Between the City of Dublin
and County of Alameda for Traffic Signal and Street Lighting Maintenance, and Real
Estate Services
2. Exhibit A to the Resolution - Amendment to the Agreement Between the City of
Dublin and County of Alameda
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RESOLUTION NO. – 17
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
* * * * * * * * * * *
APPROVING AN AMENDMENT TO THE AGREEMENT BETWEEN THE 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 Maintenanc e, 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 date 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 date July 1, 2011, 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 date July 1, 2014, to extend services for an additional three years; and
WHEREAS, said amended agreement expires on June 30, 2017; and
WHEREAS, the City desires to extend the agreement an additional five years, expiring
on June 30, 2022 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 20th day of June, 2017, by the following
vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
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______________________________
Mayor
ATTEST:
_________________________________
City Clerk
AMENDMENT NO. 5 TO AGREEMENT BETWEEN CITY OF DUBLIN AND
COUNTY OF ALAMEDA FOR TRAFFIC SIGNAL AND
STREETLIGHTING MAINTENANCE, AND REAL ESTATE SERVICES
This Amendment to Agreement (“Amendment”) is made by the C ounty of
Alameda (COUNTY) and the City of Dublin (CITY) with respect to that certain
agreement entered by them on July 1, 1998 (referred to herein as the “Agreement”).
WHEREAS, the CITY and 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, the CITY and COUNTY entered into an Amendment to the
agreement dated July 1, 2014, to extend services for an additional three years,
expanding the list of maintenance locations; and
WHEREAS, said Agreement expires on June 30, 2017; and
WHEREAS, the CITY desires to extend the Agreement an additional five 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 is amended to extend the termination date
to June 30, 2022.
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.
3. Except as expressly modified by this Amendment, all of the terms and conditions
of the Agreement, as previously amended, are and remain in full force and
effect.
CITY OF DUBLIN COUNTY OF ALAMEDA
Christopher L. Foss, City Manager President, Board of Supervisors
ATTEST:
Caroline Soto, City Clerk
APPROVED AS TO FORM: APPROVED AS TO FORM:
County Counsel
John Bakker, City Attorney By: Kathy Lee, Deputy
I hereby certify under penalty of perjury that the President 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 President as provided by Government Code Section 25103.
Dated: ___________________ _____________________________
Clerk, Board of Supervisors
County of Alameda, State of California
By signing above, signatory
warrants and represents that he/she
executed this Amendment in
his/her authorized capacity and that
by his/her signature on this
Amendment, he/she or the entity
upon behalf of which he/she acted,
executed this Amendment
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 V ehicle 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 maint enance 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: patro lling, 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 and signal interconnect 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 shal l
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 re pairs 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. Central / Kelton Street
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 / Persimmon Place
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
94. Central / Sunset View Drive
95. Tassajara/Palisades
96. Central/Park Place (Future)
97. Arnold/Horizon (Future)
98. Scarlett/Horizon (Future)
99. Scarlett/Houston (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 m aintenance 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, a nd 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 maint enance 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, microwave detection devices, 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.