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HomeMy WebLinkAboutItem 7.2 AlaCntyTraffcMaint&XingGrdSvs (2) " . . ".. CITY OF DUBLIN AGENDA STATEMENT City Council Meeting Date: June 1, 1993 SUBJECT: Contract Review and Proposed New Agreement with Alameda County for Traffic Signal Maintenance and Crossing Guard Services ~ervice Frequency Comparisons Between Alameda ~ounty and Other Agencies / Summary of Comparison Between Alameda County Costs / and Services vs. Alternative Providers Letter from Alameda County Public Works / Resolution 1/ Proposed New Agreement I Current Agreement Review services provided by Alameda County. Determine FY 1993-94 level of service for crossing guards Adopt resolution approving new agreement and authorize Mayor to execute the agreement. FINANCIAL STATEMENT: The estimated cost of Traffic Signal Maintenance Services for FY 1993-94 is $48,000. The Fiscal Year 1993-94 Traffic Signal Maintenance costs are proposed to be funded by Gas Tax and San Ramon Road Specific Plan Assessment District reserves which are earmarked for maintenance. The cost of accident repairs is recoverable in some instances. The cost of construction inspection and facility locating for capital projects is charged to the specific project rather than to the maintenance budget. EXHffiITS ATTACHED: 1) 2) 3) 4) 5) 6) RECOMMENDATION:&Q( il 3) The estimated cost of Crossing Guard Services for four locations for FY 1993-94 is $36,022, or $18,011 for two locations. The cost for this service is paid from the City's General Fund and Traffic Safety Fund. DESCRIPI'ION: The City of Dublin has contracted with Alameda County for Traffic Signal Maintenance and Crossing Guard Services since incorporation. This service is provided by the Alameda County Public Works Department. The current three-year agreement expires June 30, 1993. TRAFFIC SIGNAL MAINTENANCE SERVICES Overview of Traffic Sienal Maintenance Services The County provides personnel, vehicles, and materials for traffic signal maintenance services to the City of Dublin on a cost-plus-overhead basis. In addition, the City pays an insurance surcharge for all Contract Services provided by County personnel. The City presently has 20 signalized intersections. One new traffic signal is proposed to be added in FY 1993-94 (Dougherty Road at Sierra Lane), with three additional signals included in the Five-Year Capital Improvement Program for future installation if funding becomes available. The present Alameda County signal crew consists of a supervisor and two technicians. Other personnel, such as crane operators and truck drivers, are available as needed for work requiring those services. Current Si2nal Maintenance Service Level The current level of maintenance service provides for the following: Weekly "patrol" of the intersections. The purpose of the patrol is to determine whether the intersection is cycling correctly, heads are aligned, and all components are visibly functional. ______________~---~--------------------------------------------------------JIl ~ I~ I ITEM NO.~ COPIES TO: K~en Scheinman, Alameda Co. AGHT ~O()... t/C Enk Dayton, Alameda Co. ~ . . -.. Monthly service. In addition to the "weekly" items, the monthly service includes a visual check of the electronic components in the controller cabinet, visual check of detectors, physical check of pedestrian pushbuttons, and checking the fan and light in the cabinet. Quarterly service. In addition to the "monthly" items, the quarterly service provides for physical check of electronic components, vacuuming the cabinet and checking the air filter, and checking for presence of the intersection wiring diagrams and maintenance records in the cabinet. In the course of walking the intersection, the technician also checks to see that pull box lids are in place, that heads are not obscured by trees or signs, and that no other damage or hazardous conditions exist. Annual relamping. This work consists of replacing all bulbs, cleaning lenses, and thoroughly checking all equipment at the intersection. The contract also provides for 24-hour repair callout service in the event of a malfunction or knockdown. In addition, the County personnel are able to review plans and perform new construction inspection on Capital Projects, and to perform any other traffic signal maintenance services that may be required. For example, in 1992-93, all of the old solid-state pedestrian signal heads were retrofitted to eliminate transformers containing PCB's. This type of construction is undertaken at the direction of the City. A table of service frequency comparisons between Alameda County and other agencies is attached as Exhibit 1. This information indicates that the level of maintenance service provided by Alameda County is comparable to or better than the level of service provided to other agencies, generally at less cost per month. The County does not become involved in signal timing. This function is served by the City's in-house Staff and by TJKM Transportation Consultants. Alternative Means of Providine Sienal Maintenance Services The City has several options available in terms of future signal maintenance. These options include continuing to contract with Alameda County, contracting with a private signal maintenance company, or providing the services in-house. A detailed description of these options follows, and a summary is attached as Exhibit 2. The critical nature of traffic signal operation and the associated liability exposure must also be considered when exploring the possibility of utilizing in-house staff or other contractors for traffic signal maintenance. Regularly scheduled preventive maintenance, a timely response when emergency repairs, and good records of any service performed are important in controlling risk management costs. Comparison - In-House Service As with other maintenance services such as street sweeping, signal maintenance requires a certain amount of capital outlay for equipment, as at least one bucket truck and possibly other vehicles would need to be provided for backup. Additionally, there would be a cost for maintaining the vehicles. At least two technicians would need to be hired in order to cover illnesses and vacations. The current annual salary for the County's signal technicians is approximately $49,000 per year, plus benefits, or an estimated personnel cost of $63,700 each. Research conducted by the Institute of Traffic Engineers and the Transportation Research Board indicates that the average signal technician can handle routine preventive. maintenance on 31 to 34 intersections, depending on their complexity. (Traffic Signal Installation and Maintenance Manual - ITE; Management of Traffic Signal Maintenance - TRB.) With its 20 existing intersections and the possibility of only four more in the near future, the City of Dublin is well below this average figure. Alameda County is currently maintaining approximately 90 intersections with three people, one of which is a supervisor who performs other non-signal duties as well. Contra Costa County maintains nearly 300 intersections with three people. Therefore, it is not considered cost-effective to hire two in-house technicians to maintain Dublin's signals, nor will it become cost-effective any time in the foreseeable future. Comparison - Contract With Private Firm The City has been approached in the past by private firms such as Signal Maintenance Inc. (SMI) and City Lighting with reference to a signal m3.1ntenance contract. The Cities of Pleasanton, Fremont, and Newark currently contract with SMI. Their arrangements are varied and are as follows: Pleasanton: SMI maintains 73 signals for Pleasanton at a cost of $100.00 per intersection per month. This cost includes a monthly check, annual relamp, any cabinet repair, and 24-hour, 7-day-per-week Page 2 ."". i \. . . 'I, response for emergencies. A 2-hour response time is written into the contract. The monthly price does not include the cost of repair/replacement of knockdowns, vandalism, or detector loops, or any other extraneous work. The average actual monthly cost per intersection for all work is $200 to $275, or a total of $2,400 to $3,300 per intersection per year. Pleasanton is satisfied with SMI's work. Fremont: SMI maintains 106 signals (120 by the end of the year) for Fremont at a cost of $86.65 per intersection per month for basic maintenance. This cost does not include any repairs. Staff was unable to obtain budget or actual cost records from Fremont. The comments regarding SMI's service were that SMI is "doing o.k." There was some question as to whether staffing was sufficient, as they only supply one person to maintain all 106 intersections. The response time is said to be slow. Newark: The City of Newark performs its own patrol-type inspections and has an on-call arrangement with SMI if any problems are noted. The cost for a basic technician is $50.00 per hour (labor and vehicle). This rate covers a person who would change bulbs or perform minor repairs. The hourly cost for more technical service is higher. Comments are that response time is "fairly quick" but that SMI will put contract accounts first and sometimes delay service until the following day. Newark's signals were maintained by Alameda County up until 10 years ago, and the city has been taking a look at trying to utilize the County again. The City of San Ramon has a contract with City Lighting for all types of maintenance and repairs. The basic cost of maintenance is $90.00 per intersection per month. This cost includes a monthly check and minor adjustments. Any repairs or parts are an additional cost, as are callouts. The annual relamping is extra, at $25.00 per signal head, not counting the cost of the bulbs. San Ramon additionally pays a $235 per intersection per month cost for loop maintenance and replacement. This cost is essentially "insurance" and covers any maintenance on detector loops or any needed replacements. Any loops replaced at the option of the City of San Ramon are an additional cost which ranges from $320 to $800 each depending on the size of the loop. San Ramon's annual budget for 40 signals is $208,000, or $5,200 per intersection. Comparison - Contract With Other Public Al:ency The Town of Danville contracts with Contra Costa County for signal maintenance services at a cost of $74.50 per hour for basic maintenance. The level of service provided consists of one patrol-type check and one cabinet check per month. The arrangement is similar to Dublin's in that Contra Costa County charges Danville on the basis of time and materials plus overhead. Danville's annual budget for 34 intersections is $64,000 or $1,882 per intersection per year. The cost of service provided to Danville by Contra Costa County is lower than that provided to Dublin by Alameda County because the service level is lower. As noted previously, the Contra Costa County maintenance staff is spread very thin. Staff does not recommend reducing the service level for signal maintenance because of the potential liability and therefore would not recommend pursuing utilizing Contra Costa County for signal maintenance. Evaluation of AJ9meda County Services The County has continued to provide excellent service at a relatively low cost over the past eleven years. While the average cost of maintenance per intersection per year has increased over the years due to labor and material cost increases, Staff feels that the service remains cost-effective. For example, the total average cost per intersection per year for the last three years, plus the upcoming year, is as follows: City of Dublin A veral:e Cost Per Intersection Fiscal Year 1990-91 1991-92 1992-93 budget/est. 1993-94 estimate Maintenance Cost Only $1,130 1,191 1,326 1,400 Total Annual Cost $1,810 2,120 2,008 2,338 The Maintenance Cost Only figures include labor, vehicle, and parts for the annual relamp and regular maintenance checks as outlined on the second page of this report. The Total Annual Cost figures include labor, vehicles, and materials for maintenance ~ knockdown repairs, callouts for repairing or replacing components, loop repair, and any other services needed. The total annual cost tends to fluctuate depending on the types of service needed and the cost of components which needed to be replaced. When compared with the cost of service provided by private contractors, this cost is quite reasonable, especially considering the level of service provided by Alameda County. The personnel involved have extensive training and experience in electronics and signal operation. It should also be noted that the cost of the supervisor is included in the overhead charges, and the City does not incur an hourly Page 3 . . ~ cost for his work. Because of the high liability exposure associated with traffic signals, it is not recommended that the level of service be decreased; the cost to the City is approximately the same per month whether the weekly patrols are provided or not. This is due to the fact that the aggregate time expended for the patrols plus the monthly service amounts to an hour per intersection per month. In addition, with the current frequency of service, a higher percentage of potential problems can be corrected while the technician is on a regular maintenance call instead of incurring the cost of a callout. The City's arrangement with the County is basically a time and materials plus overhead contract, and any increases in labor rates, vehicle rates, or material cost is passed on to the City. The labor rate one year ago (in FY 1991-92) was $68.84 per hour (labor + vehicle + overhead). The 1992-93 cost has increased to $76.29 per hour, or an 11 % increase, caused partially by wage increases and partially by vehicle rate increases. The overhead cost has actually declined slightly. The County estimates a 4% increase for FY 1993-94 (Exhibit 3), which would raise this rate to approximately $79.32 per hour. The breakdown of labor, vehicle, and overhead rates is as follows: 1992-93 1993-94 est. !&QQr $37.55 39.05 Vehic1e $12.45 12.94. Overhead $26.29 27.33 Total $76.29 $79.32 The current hourly rate for overtime (after-hours) calls is only about $3.23 higher than the regular rate. This is due to the fact that the technician's benefit cost and the vehicle cost are at the straight time rate. There is no set hourly minimum for callouts (either day rate or overtime); calls are charged according to actual time spent and include travel time from the County's yard in Hayward or from the technician's location at the time the call was received. The County's Fiscal Officer feels comfortable with the estimated 4% increase for FY 1993-94, stating that wages are anticipated to increase only slightly (1 to 2 %), if at all, and benefit costs are expected to decrease. It is expected, however, that vehicle costs may increase due to additional proposed fuel taxes. The 4 % figure also includes an inflationary increase on parts and materials. Alameda County charges the City a surcharge for insurance coverage under their self-funded program associated with all contract services. The total insurance surcharge for FY 1993-94 of $25,000 is budgeted under the insurance budget. The County does not provide a breakdown of the surcharge among the various contracts; however, the major portion would be attributable to Police Services, with lesser amounts to other services such as Traffic Signal Maintenance. Emer2encv Callouts and ResDOIlSe to Service Requests City Staff has worked closely with the County signal maintenance staff from the standpoint of determining whether a reported problem actually exists and whether a situation requires a quick emergency response or can be handled routinely. The City's signal computer system also serves as an early warning device for some types of problems. This method of operation has saved time and money for both the City and the County by virtually eliminating unnecessary callouts. When a situation is an emergency, the average response time during working hours has been from one-half hour to one hour. During non-working hours, the emergency response time is typically one to two hours. Very few requests for service are received from the public with regard to the service that is provided by the County. Examples of reported problems are typically limited to burned out bulbs or the type of electronic component failure that cannot be foreseen or prevented by routine maintenance. As noted above, the County's contract does not include signal timing or intersection design. During FY 1991-92, 28 requests for service were transmitted to the County, 4 of which were from members of the public. To date in FY 1992-93, 19 requests for service have been transmitted to the County, none of which were from members of the public. With respect to traffic signal knockdowns, these costs are also recoverable if the responsible party can be identified. Over the last three years (1990, 1991, and 1992), 74% of the dollars billed for accident repairs to traffic signals were recovered. Page 4 .',;:.-- '. . CROSSING GUARD SERVICES Alameda County Public Works also provides Adult Crossing Guard Services to the City of Dublin on a contractual basis. This section of the report will review Crossing Guard Services and the options available to the City in restructuring the provision of these services. Historical Backeround Since Dublin's incorporation in 1982, the City has contracted with Alameda County for the provision of adult crossing guard services. Alameda County also provides adult crossing guard services to Castro Valley, San Lorenzo and to the unincorporated areas of Hayward. Prior to 1982, the School District and Alameda County jointly funded the services; and prior to 1979, the California Highway Patrol provided the services at the County's expense. Adult crossing guards are typically assigned where official supervision of elementary pedestrians is desirable while they cross a public highway on the "suggested route to school". Further, pursuant to the State of California Traffic Manual, "adult crossing guards are a supplemental technique and not a traffic control device," Section 10-07.2. Initially, the responsibility for providing adult crossing guards was shared between the Murray Elementary School District and the City of Dublin. Given that school districts typically have control over attendance boundaries, designation of utilized school sites, and decisions related to student transportation, the shared responsibility for these services seems appropriate. In recent years, the State has taken revenues from cities to fund education. This trend may warrant the State Legislature's consideration of the appropriate agency to provide the service. Prior to the 1984-85 school year, both agencies provided two adult crossing guards. In 1985-86, the School District reduced its coverage to one, while the City continued to provide two crossing guards (at San Ramon Road and Shannon Avenue and at Village Parkway and Tamarack). Subsequently, the School District ceased to provide adult crossing guard services and the City assumed the full responsibility. Establishment of City Warrants for Placement of Crossin~ Guards In 1985, the City commissioned TJKM Transportation Consultants to conduct a comprehensive school safety and crossmg guard study. The study identified the following recommendations which were adopted by the City Council: 1. . "Warrants" were established for placing adult crossing guards. (Note: Warrants are a set of criteria used to determine whether an adult crossing guard is appropriate for a given location. The formal adoption of "warrants" allowed future requests to be examined objectively (see Attachment 1). The City's warrants were developed by a professional Traffic Engineer following a comprehensive traffic and safety study. These warrants were developed in accordance with the Cal Trans Traffic Manual and adapted to meet specific conditions in the City of Dublin. 2. The adult crossing guard at Village Parkway was relocated to Amador Valley Boulevard and Burton Street. 3. Specific changes were made to school markings on public streets. 4. The School District was encouraged to establish a school safety patrol with the City providing financial assistance (i.e., traffic engineering and police services and the purchase of equipment). The Murray School District subsequently indicated that it was not interested in pursuing this option. City Council Placement Of Crossing Guards Since 1986 In 1986, the City contracted with TJKM to conduct the Silvergate Drive traffic study. This study was initiated in response toa number of citizen concerns regarding traffic conditions along Silvergate Drive. In accordance with the traffic report, the City Council approved the following recommendations: . 1. The placement of an adult crossing guard on Silvergate at Amarillo. 2. Install STOP signs and related pavement markings on Silvergate at Peppertree. In 1990, TJKM performed two additional traffic studies. The first study re-examined the traffic conditions on Silvergate Drive. The consultants recommended that the City install a STOP sign on Page 5 . . Silvergate Drive at Amarillo. Further, the report suggested that once the STOP sign was installed, the warrants for the adult crossing guard would no longer be met and that the City should consider moving the crossing guard from Silvergate at Amarillo to Amarillo and Alegre. The City Council approved installation of the STOP sign but did not make any changes to the location of the crossing guard. The second traffic study was conducted at the Nielsen School site in response to citizen concerns regarding traffic congestion on Amarillo Road. The consultants recommended the following: 1. City should approve recommended improvements within the public right-of-way (NO PARKING, HANDICAPPED and PASSENGER LOADING zones and crosswalk); and increase traffic control. 2. School District should establish a school safety patrol at Nielsen; install benches in the grass areas along the existing and recommended loading zones; construct a path between San Sabana Road the school and encourage its use; redesign parking lot and landscaped area in front of school to provide additional on-site parking and student drop-off parking spaces. The consultants did not recommend providing a crossing guard at this location, as the adopted warrants were not met. Further, TJKM expressed concern that the placement of an adult crossing guard at this location might set a precedent for providing crossing guards at other unwarranted locations; however, the City Council approved the addition of one crossing guard at Amarillo Road and Alegre Drive. Current Crossing Guard Services Currently, the City of Dublin provides adult crossing guards at four intersections: San Ramon Road and Shannon Avenue, Amador Valley Boulevard and Burton Street, Silvergate Drive and Amarillo Road, and Amarillo Road and Alegre Drive. The Crossing Guards are provided by the Alameda County Public Works Department as a contract service. The cost of providing crossing guard services for fiscal Year 1992-93 is estimated to be $35,346. The County has estimated a cost of $36,022 for providing this service in Fiscal Year 1993-94. This is based on 3,379 hours of service at an hourly rate of $10.66 per hour. This hourly rate includes overhead charges (Le., recruiting, training and supervising crossing guards, payroll and administrative support services, etc.). The 1993-94 estimates represent a 1.9% increase over 1992-93. The chart below presents a historical comparison of hours of crossing guard service and costs beginning with Fiscal Year 1989-90, through a projected figure for Fiscal Year 1993-94. It should be noted that the 1993-94 projection is at the same staffing level as Fiscal Year 1992/93. Number of Crossing Fiscal Year Hours of Service Cost Guard Locations 1989-90 2,361 $21,249 3 1990-91 3,010 $27,089 3/4* 1991-92 3,272 $33,143 4 1992-93 3,322 $35,346 (Est) 4 1993-94 3,379 $36,022 (Est) 4 * Added a crossing guard mid-year. Cost Effectiveness Of Alameda County Services Consistent with previous Contract Reviews, Staff has evaluated the cost effectiveness of the services currently being provided by Alameda County. In addition to the direct provision of Adult Crossing Guards, Alameda County is providing all administrative support for the program. This includes: recruitment, training, supervision, payroll and provision of supplies. The Alameda County contract is currently administered by the City Manager's Office. Given the proposed staffing reductions for City Manager/Administrative Services Departments in the recommended Fiscal Year 1993-94 Reduced Service Level Budget, it is not anticipated that the City would have adequate Administrative Staff to directly supervise City-employed crossing guards - The agreement for Fiscal Year 1993-94 with Alameda County provides for the City to pay $10.66 per hour. This rate includes all overhead costs, including supervision of the program. Staff surveyed surrounding agencies to compare their direct Crossing Guard hourly rates with the County schedule. Page 6 \, . . The results are as follows: A verage Hourly Rate: Hourly Rate (excluding supervision and overhead) $ 8.20 8.75 7.83 9.00 $ 8.45 Alameda County Livermore Pleasanton San Ramon As shown above, the County's direct personnel costs are less than what the City would expect to pay if the City were providing services in the same manner as adjacent employees. The additional incremental cost of the county Contract (i.e. direct salary vs. $10.66 proposed 93/94), which includes a 30 % overhead charge, appears to be reasonable. In addition to being cost effective, the County Contract offers flexibility by having a larger personnel pool available. The ability to retain employees willing to commit to the intermittent schedule required for Crossing Guards can be difficult in a small agency. Ability To Eliminate The Services At the City Council meeting of February 8, 1993, the City Council identified a number of programs and services to reduced and/or eliminated during Fiscal Year 1993-94. Crossing guard services were included among those which were recommended to be eliminated. Staff has evaluated this option in light of the various Sate laws which impact these services. Although there is no requirement for the City to provide Crossing Guard services, the Education Code contains provisions which allow the local school district to be reimbursed. Specifically, Education Code Section 45452 states: "When a city or county or city and county fails or refuses to adopt standards under which the city or county or city and county shall provide crossing guards, the governing board of a school district.. . shall be reimbursed." Further, the Education Code states that if a city does not provide such guards, "the governing board of a school district which employs personnel to act as guards shall be reimbursed from funds including, but not limited to, those collected pursuant to Sections 42200 and 42201 of the Vehicle Code" (Education Code 45452). These are primarily Vehicle Code fines, which the City anticipates receiving $26,500 in both the current and following years. This means that if the City discontinues funding adult crossing guard services, and if the School District employs personnel to act as crossing guards, the School District may be reimbursed through the City's traffic safety funds (i.e., funds collected pursuant to Sections 42200 and 42201). Thus, the City would not incur any cost savings through a discontinuance of Crossing Guards at warranted intersections only. The City could, however, discontinue providing Crossing Guard Services at locations which are not warranted. Therefore, in the Fiscal Year 1993-94 Reduced Service Level Budget, Staff has only calculated the cost of retaining Crossing Guards at two locations, which were warranted when the original Crossing Guard Studies were conducted. Crossin~ Guard Options Under Proposed Agreement Crossing Guard Services are one element of the proposed Agreement with Alameda County Public Works. As addressed earlier in this report, the other primary service area is Traffic Signal Maintenance. The Crossing Guard Services are described in Exhibit B of the proposed agreement. In order to provide flexibility to the City Council, Staff has prepared two different Exhibit B schedules. The following describes the differences: Exhibit B - "Current Service Level" (4 Locations) This Exhibit provides for 4 Adult Crossing Guards at the following locations: 1. San Ramon Road/Shannon Avenue: This location serves students attending Nielsen School. In addition, two private schools (Valley Christian School and St. Raymond I s Catholic School) may have students who cross at this intersection. (1985 Study - Met warrants.) 2. Silvergate Drive/Amarillo Road: This location serves students attending Nielsen School. (1990 Study - Did not meet warrants.) Page 7 . . 3. Amarillo Road! Alegre Drive: This location also serves students attending Nielsen School. (1990 Study - Did not meet warrants.) 4. Amador Valley Boulevard and Burton Street: This location services students attending Fredericksen Elementary School. (1985 Study - Met warrants.) Exhibit B - "Recommended Reduced Service Level" (2 Locations) This Exhibit would allow the City Council to establish a level of service which would eliminate Adult Crossing Guards at locations numbered 2 and 3 above. These are locations which prior studies found did not meet the warrants. It should be noted that traffic conditions have changed since some of the earlier studies were completed. For example, turning movements at San Ramon Road and Shannon Avenue are now controlled by a separate signal. The Reduced Service Level budget has been based upon studies completed to date. The proposed 1993-94 Budget eliminates any funding for all special traffic engineering studies, such as a review of the Crossing Guard locations to determine conformance with established warrants. In the event that the Reduced Service Level is adopted, Staff would recommend that the City provide notification to the School District, in order to inform parents with advance notice as to what they can expect in the 1993-94 School Year. Conclusion and Recommendation Staff is proposing that the new agreement with Alameda County specify a five-year term rather than three years. No other significant changes in language are proposed. The agreement would allow for amendments to the scope of work, such as additional signalized intersections or crossing guard locations, which would be presented to the City Council for approval at the time that such amendments become necessary. As with the present agreement, cost increases would occur at the time that the County processes pay rate or equipment rate increases or incurs material cost increases. The County provides upcoming rate increase information to the City at the time the budget is developed each year. The City has the ability to terminate this agreement upon 90 days' written notice. Staff recommends that the City Council review the services provided by Alameda County and adopt the resolution (Exhibit 4) approving the new five-year agreement (Exhibit 5). In regard to Crossing Guard Services, the City Council shall determine the Service Level to be included with the 1993-94 Agreement (either Exhibit B "Current Service Level" [4 Locations] or Recommended Reduced Service Level [2 Locations]). a:(conrracu) \signals lagslrev Page 8 SIGNAL MAINTENANCE FREQUENCY ., AGENCY /PROVIDER "A" CHECK "B" CHECK "C" CHECK GROUP RELAMF COMMENTS 92~93 COST/MO. City of Dublin/ Hours expended for this level $76.29 per inter- Alameda Co. Signals 1 x week 1 x month 1 x quarter 1 x year of service = approx. 1 houri section not incl. intersection/mo. (see ago stmt.) relamp costs. (Proposed (Relamp hours are additional.) FY 93-94 = $79.32) Contra Costa County (incl. $74.50 per intersection service to Town of Danville not incl. relamp costs. Level 1 * 1 x month none 1 x month 1 x year Level 2 Bimonthly none Bimonthly 1 x year Level 3 I x quarter none 1 x quarter I x year *Level of service depends on local agency - most are Level 1 City of San Ramon Loop check quarterly $90.00 per intersection Partially in-house and parti- 1 x month I 'x year plus $235/intersection ally contract (City Lightng) (modified) for loops. Relamp cost not included. City of Pleasanton Contract - SMI none none 1 x month I x year $100.00 per intersection including relamp State of California 1 (from Maintenance Manual; Bimonthly I x year Not available confirmed by staff) (amber biannually) ,LEVEL "A" CHECK = PATROL OF INTERSECTIONS TO CHECK CYCLING, ALIGNMENT OF HEADS, AND FOR VANDALISM. ~.,' . '~~LEVEL "B" CHECK = VISUAL CHECK OF CONTROLLER, DETECTOR UNITS, AND HEADS; CHECK PED PUSH BUTTONS AND INSTRUCTION ~ i SIGNS; CHECK CABINET VENTILATION FAN ~ ; LEVEL "C" CHECK = CHECK CYCLING; CHECK DETECTOR UNITS FOR TUNING & OPERATION; CHECK OPERATION & ADJUSTMENT OF ;S : RELAYS; CHECK HEADS FOR OPERATION & ALIGNMENT; CHECK PED PUSH BUTTONS AND INSTRUCTION SIGNS; 1- -- VACUUM CABINET & CHECK AIR FILTER; CHECK FOR PRESENCE OF DIAGRAMS AND MAINTENANCE RECORD; CHECK ~'l CABINET FAN FOR THERMAL CONTROL & OPERATION. . . ~""'".: ~', ' ~~" ~l; ~', 1'.. COMPARISON OF SERVICE PROVIDED TO OTHER AGENCIES AGENCY/ PROVIDER MONTHLY COST/INTERSECTION & BASIS OF COST SERVICE PROVIDED UNDER BASIC MONTHLY COST RATE CHGD FOR ADDL WORK EST. ACTUAL COST/ INTERSECTION/YEAR DUBLIN Alameda Co. 92-93 $2008 93-94 $2208 92-93 $1882 92-93 $5200 92-93 $2400 to $3300 N/A ~ . Budgeted $1000 for 91-92 but exceeded it. In-. house cost not in this figure. *Use of these figures as a monthly cost is predicated on spending an hour per intersection per month for maintenance. ; LEVEL "A" CHECK = PATROL OF INTERSECTIONS TO CHECK CYCLING, ALIGNMENT OF HEADS, AND FOR VANDALISM. ,LEVEL "B" CHECK = VISUAL CHECK OF CONTROLLER, DETECTOR UNITS, AND HEADS; CHECK PED PUSH BUTTONS AND INSTRUCTION SIGNS; CHECK CABINET VENTILATION FAN " LEVEL "C" CHECK = CHECK CYCLING; CHECK DETECTOR UNITS FOR TUNING & OPERATION; CHECK OPERATION & ADJUSTMENT OF RELAYS; CHECK HEADS FOR OPERATION & ALIGNMENT; CHECK PED PUSH BUTTONS AND INSTRUCTION SIGNS; VACUUM CABINET & CHECK AIR FILTER; CHECK FOR PRESENCE OF DIAGRAMS AND MAINTENANCE RECORD; CHECK CABINET FAN FOR THERMAL CONTROL & OPERATION. Current: $76.29* Proposed: $79.32* (hourly rate - labor + vehicle + overhead at the time work is done) "A" check weekly; "B" service monthly; "C" service quarterly Current: $76.29 proposed: $79.32 Overtime is chgd at appx. $3.23/hr. over regular rate. ~:~ 1 j DANVILLE Contra Costa Co. Current: $74.50* (hourly rate-labor + vehicle + overhead) "A" check biweekly; "C" service monthly $74.50 SAN' RAMON City Lighting "c" service monthly Loop svc quarterly $35.00 to $50.00 Callouts are $50 to $150 per hour Current: $90.00 + $235 for loop svc. Flat rate/month PLEASANTON 8MI Current: $100.00 Flat rate/month "c" service monthly; incl. some repairs. Annual relamp N/A FREMONT SMI Current: $86.65 "c" service monthly (not incl. repairs) N/A NEWARK 8MI (On-call basis only) N/A $50.00 for basic tech; higher for repairperson . . COUNTY OF ALAMEDA PUBLIC WORKS AGENCY 399 Elmhurst Street · Hayward, CA 94544-1395 (510) 670-5480 February 19, 1993 Ginger Russell, Administrative Aide City of Dublin 100 Civic Plaza Dublin, CA 94568 Subject: BUDGET ESTIMATES FOR FY 1993-94 Crossing Guard Services and Traffic Signal Maintenance Dear Ms. Russell: This is in response to your request for budget estimates for FY 1993-94. The following data may be used in estimating expenses for traffic signal maintenance and crossing guard services provided through a contract for services between the County of Alameda Public Works Agency and the City of Dublin. Crossina Guard Services Crossing Guard costs will increase only slightly for FY 1993-94 and are based on the following: Assume 180 School Days Times --1 Crossing Guard Positions 720 Times 4.8 Average Hours Per Day (based on 24 scheduled hours/week) Equals 3456 Total Estimated Hours The current rate of $10.64 per hour will increase to $10.&6 per hour. This is based on the current hourly rate of $8.20 per hour plus 30% for benefits. The total budget requirement, therefore, is estimated to be $36,&H. Traffic Sianal Maintenance The traffic signal maintenance labor charges are estimated to increase 5% over the current level. It assumes an average of 447 hours for signal maintenance for 21 signals at $79.32 per hour for a total of $35,456. - -.' -:; -' /..eHer -rrm, lJI~da a/l:;;b~~ .~s , Ginger Russell, Adm4llktrative Aide City of Dublin February 19, 1993 Page 2 . I doubt that the County would have a problem in principle with as-year contract so long as appropriate language permits cost-of-living increases. The contract term can be worked out when we begin the contract renewal process. If you have any questions, please contact me at (510) 670-5461. Yours truly, ~/J~~~ Karen D. Scheinman Management Services Administrator KDS:bab/A7402 cc: Beno L. English, Jr. Rick Ruiz Frank White Dan DeClercq . . RESOLUTION NO. M93 A RESOLUTION OF THE CITY COUNCIL OF TIlE CITY OF DUBLIN APPROVING NEW AGREEMENT FOR TRAFFIC SIGNAL MAINTENANCE AND CROSSING GUARD SERVICES WITH COUNTY OF ALAMEDA WHEREAS, the City Council of the City of Dublin approved an agreement for traffic signal maintenance and crossing guard services with Alameda County on June 30, 1990; and WHEREAS, the City of Dublin and Alameda County have agreed that renewal of the contract benefits both the City and the County; and WHEREAS, the City Council has made a determination to request Adult Crossing Guard Services at _locations during Fiscal Year 1993-94; and WHEREAS, the Scope of Work to be provided be Alameda County is described in the agreement; NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin does hereby approve the agreement with Alameda County for Traffic Signal Maintenance and Crossing Guard Services which is attached hereto as "Exhibit A. " BE IT FURTHER RESOLVED that the Mayor is authorized to execute the agreement. PASSED, APPROVED, AND ADOPTED this 1st day of June, 1993. AYES: NOES: ABSENT: Mayor A TrEST: City Clerk a: (contracts) Itjkm lamndreso ..;. .........." .<. ..... 4- ......,..... ~.-o:,..........,...,..~".,__.>_ . ~ec;. &.;.+b," . . AGREEMENT BETWEEN CITY OF DUBLIN AND COUNTY OF ALAMEDA PUBLIC WORKS AGENCY FOR TRAFFIC SIGNAL MAINTENANCE AND CROSSING GUARD SERVICES THIS AGREEMENT, made and entered into this day of by and between the COUNTY OF ALAMEDA PUBLIC WORKS AGENCY, hereinafter referred to as "COUNTY," and the CITY OF DUBLIN, hereinafter referred to as "CITY." RECITALS: a) CITY is desirous of contracting with COUNTY for the performance of Traffic Signal Maintenance and Crossing Guard Services by COUNTY. b) COUNTY is agreeable to rendering such services on the terms and conditions hereinafter set forth. c) Such contracts are authorized by Section 51300, et. seq., of the Government Code. THEREFORE, mE PARTIES HERETO AGREE AS FOLLOWS: I. SERVICES TO BE PROVIDED a) COUNTY agrees to provide Traffic Signal Maintenance and Crossing Guard Services within the corporate limits of the CITY to the extent and in the manner hereinafter set forth. Such services shall only encompass duties and functions of the type coming within the jurisdiction of and customarily rendered by the COUNTY Public Works Agency. Services to be provided and the locations of said services are appended to this agreement as Traffic Signal Maintenance Services, Exhibit A and Crossing Guard Services Exhibit B and incorporated by reference. The rendition of such services, the standard of performance and other matters incidental to the performance of such services, and the control of personnel so employed shall remain within the control of COUNTY unless otherwise described in this agreement. In the event of dispute between the parties as to the extent of the duties and functions to be rendered hereunder or the level and manner of performance of such service, COUNTY I S determination thereof shall be final and conclusive as between the parties hereto. b) CITY shall have the ability to eliminate services described in Exhibits A and B in accordance with Section III of this agreement. CITY shall have the ability, on an annual basis, to modify Exhibits A and B, provided that to the County Deputy Director, Maintenance and Operations, or his/her designee, said modification(s) will not be detrimental to the provision of such services. c) To facilitate the performance of said functions, it is hereby agreed that COUNTY shall have full cooperation and assistance from CITY, its officers, agents, and employees, who shall remain CITY employees for the purpose of this agreement. d) For the purposes of performing said functions, COUNTY shall furnish and supply all necessary labor, supervision, machinery, equipment, and supplies necessary to maintain the level of service to be rendered hereunder. Page 1 1j 1+z,fbSed ~ 1tSf€eW1e,;;:,.:.'- . . e) No extraordinary function or service shall be performed pursuant to this agreement by any COUNTY officer or department unless such function or service has been requested in writing by CITY and authorized by the Public Works Director of CITY or his/her designee. CITY shall submit a written service request to the Deputy Director, Maintenance and Operations of COUNTY, or his/her designee, specifying those function and services to be performed by COUNTY. In an emergency situation, services may be requested by CITY and provided by COUNTY pursuant to verbal agreement between the Public Works Director of CITY or his/her designee and the Deputy Director, Maintenance and Operations of COUNTY, or his/her designee. All functions and services provided by COUNTY to CITY shall be performed at the times and under circumstances which do not interfere with the performance of regular COUNTY operations except for CITY emergencies. t) CITY and COUNTY shall mutually agree on any workload data to be maintained by COUNTY for CITY. COUNTY may provide CITY with supplemental workload or cost data requested by CITY subject to availability of information and staff time. CITY will pay COUNTY for the full cost of staff time including overhead required to provide CITY with supplemental information. g) To assist COUNTY in performance of its duties hereunder and to safeguard CITY's streets, it is agreed that CITY shall enact and maintain during the duration of this agreement an ordinance similar to Chapter 1, Title 5 of the Alameda County Ordinance Code (encroachment ordinance). This agreement shall sooner terminate at any time CITY fails to maintain said ordinance. II. PREPARATION OF PLANS/USE OF PRIVATE CONTRACTOR a) If, pursuant to this agreement, COUNTY prepares plans at the written request of CITY, for any project to be constructed by a private contractor, CITY shall have the option of either becoming a part of a COUNTY overall contract for such services, should one be available for advertising on a timely basis, or of entering into a separate contract with such private contractor. b) CITY shall be provided with an opportunity to review said plans prior to their release. If CITY elects to join in a COUNTY overall contract, CITY work shall be bid as an alternate, which CITY shall have the right to reject after bids are received. c) In either case, all plans, profiles, and the specifications therefor, together with the terms of the contract and the accompanying bonds, when prepared by COUNTY, shall be submitted to CITY Public Works Director. If inspections necessary to ascertain the compliance by the contractor with the plans, profiles, and specifications are made by COUNTY, a report thereon shall be submitted to CITY. It shall be COUNTY's responsibility to ultimately determine the adequacy of such performance and to finally certify the work as completed. ill. TERMlNATION OF SERVICES CITY or COUNTY may terminate those services provided by COUNTY to CITY at any time during the term of the contract upon providing the other party with ninety (90) days I advance written notice unless a shorter time frame is agreed to in writing by the parties. Such notice shall be delivered by certified mail. Upon termination, COUNTY shall provide CITY with all pertinent records. Page 2 . . IV. LIABILITY a) All persons employed by COUNTY in the performance of the services and functions for CITY pursuant to this agreement shall be and shall remain COUNTY employees. No person employed hereunder shall have any CITY pension, civil service, or other status or right. b) CITY shall not be called upon to assume any liability for the direct payment of any salary, wages, or other compensation to any COUNTY personnel performing services hereunder for CITY, or any liability other than that expressly provided for in this agreement. CITY shall not be liable for compensation or indemnity to any COUNTY employee for any injury or sickness arising out of his/her employment. c) CITY shall assume liability and shall pay cost of defense and hold the COUNTY harmless from loss, costs, or expenses to the extent caused by the negligent or wrongful act or omission of CITY officers, agents, and employees occurring in the performance of this agreement. In addition, when liability arises pursuant to Section 830, et. seq., of the Government Code, by reason of a dangerous condition of public property of the CITY, CITY shall assume liability and pay cost of defense and hold the COUNTY harmless from loss, costs, or expenses cuased by the negligent or wrongful act or omission of CITY officers, agents, and employees arising in the performance of this agreement. d) COUNTY will assume liability and pay cost of defense and hold the CITY harmless from loss, costs, or expenses to the extent cuased by negligent or wrongful act or omission by COUNTY officers, agents, and employees occurring in the perfomrance of this agreement. In addition, when liability arises pursuant to Section 830, et. seq., of the Government Code, by reason of a dangerous condition of the public property of the COUNTY, the COUNTY shall assume liability and pay cost of defense and hold the CITY harmless from loss, costs, or expenses cuased by the negligent or wrongful act or omission of COUNTY officers, agents, and employees arising in the performance of this agreement. V. INSURANCE That insurance agreement between CITY and COUNTY entitled "Addendum to Service Agreements Between County of Alameda and City of Dublin and Insurance Agreement" which is in effect during the term of this agreement shall apply hereto and is fully incorporated herein by reference. VI. COST AND BILLING PROCEDURES a) CITY shall pay COUNTY the actual cost to the COUNTY in performing services hereunder. "Actual cost" shall be the County's direct and indirect costs of providing the services specified in the Exhibits attached to this agreement. "Actual costs" shall not include general overhead costs as defined in and determined by the Board of Supervisors pursuant to Government Code Section 51350. b) COUNTY shall keep reasonably itemized and detailed work or job records covering the cost of all services performed, including salary, wages, and other compensation of labor; supervision and planning, plus overhead, the reasonable rental value of all COUNTY owned machinery equipment, rental paid for all rented machinery or equipment, together with the cost of an operator Page 3 . . thereof when furnished with said machinery and supplies furnished by COUNTY, reasonable handling charges, and all additional items of expense incidental to the performance of such function or service. c) On or before March 1st of each year, COUNTY shall provide CITY with projections for service cost during the upcoming fiscal year. CITY shall advise COUNTY of any program changes for the forthcoming fiscal year. d) COUNTY shall bill CITY for services monthly. CITY shall pay COUNTY within thirty (30) days from the date of billing. If such payment is not received by COUNTY at the office which is described on said billing within thirty (30) days after the date of delivery of said billing, COUNTY is entitled to recover interest thereon. Said interest shall be at the rate of one (1) percent simple interest per calendar month or any portion thereof calculated from the date of delivery of said billing. e) Notwithstanding anything hereinabove to the contrary, COUNTY may bill CITY for the entire cost of any specific project at the completion thereof, and such cost will be paid within a reasonable time thereafter. The words "specific project" as used herein shall include, but shall not be limited to, all construction, reconstruction, relocation, and other similar capital signal projects. f) If, at the termination of this agreement, COUNTY has on hand any unexpended and unencumbered portion of any funds from any source allocated or apportioned to CITY, which is in excess of any obligation of CITY to COUNTY for the performance of such functions by COUNTY, any such excess shall thereupon be paid to CITY by COUNTY, in the same manner and for the same purposes as other like funds are paid to other cities in the COUNTY. Vll. COMPLIANCE WITH APPLICABLE LAWS In performing the services to be provided pursuant to this agreement, COUNTY shall comply with all applicable State and Federal laws and regulations, including but not limited to laws and regulations relating to discrimination and laws requiring injury and illness prevention programs. VID. TERM This agreement shall commence on July 1, 1993, and shall continue in effect until June 30, 1998 unless terminated according to the provisions of Section III. VI. MODIFICA TION This agreement may be modified in writing by mutual agreement of the parties hereto at any time. (Signatures next page) Page 4 -\ . . For CITY OF DUBLIN Mayor Approved as to form: Attest: City Clerk For COUNTY OF ALAMEDA City Attorney Chairperson, Board of Supervisors Approved as to form: County Counsel I hereby certify under penalty of perjury that the Chairperson of the Board of Supervisors has 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: William Mehrwein Clerk, Board of Supervisors County of Alameda, State of California a; \signals lagremem Page 5 . . EXHffiIT "B" CROSSING GUARD SERVICES CURRENT SERVICE LEVEL (4 LOCATIONS) 1. General COUNTY shall provide adult Crossing Guards for the conduct of school age children across designated intersections and/or thoroughfares on their passage to and from school. 2. Scope The scope of services provided shall include COUNTY's cost of: recruitment; training; supervision; employee salaries; benefits, taxes and supplies; and other associated responsibilities of having COUNTY personnel provide services pursuant to this agreement. 3. Designation of Times/Dates of Service CITY Public Works Director shall coordinate with Dublin Unified School District for the provision to COUNTY on an annual basis, a school calendar. Said calendar shall designate school holidays for elementary school students as well as school days. Prior to the beginning of the school year, COUNTY shall submit to CITY for its approval the proposed regular schedule for Crossing Guards at each location. 4. Costs Costs shall be billed in accordance with this agreement at an hourly rate which is all-inclusive. This shall include, but not be limited to, direct costs, overhead, supervision, etc. By March 1 st of each year, COUNTY shall provide CITY with the estimated cost of service for the upcoming Fiscal Year. 5. Location of Crossin!;! Guards Adult Crossing Guards shall be provided at the following locations: 1. San Ramon Road and Shannon Avenue 2. Silvergate Drive and Amarillo Road 3. Amador Valley Boulevard and Burton Street 4. Amarillo Road and Alegre Drive At CITY's option, the listed locations may be amended to adjust the number and/or locations of the intersections to be so covered. Said changes shall be in the form of a written notice from CITY Public Works Director or his/her designee. . . EXHmIT "B" CROSSING GUARD SERVICES REDUCED LEVEL OF SERVICE (2 LOCATIONS) 1. General COUNTY shall provide adult Crossing Guards for the conduct of school age children across designated intersections and/or thoroughfares on their passage to and from school. 2. Scope The scope of services provided shall include COUNTY's cost of: recruitment; training; supervision; employee salaries; benefits, taxes and supplies; and other associated responsibilities of having COUNTY personnel provide services pursuant to this agreement. 3. Designation of Times/Dates of Service CITY Public Works Director shall coordinate with Dublin Unified School District for the provision to COUNTY on an annual basis, a school calendar. Said calendar shall designate school holidays for elementary school students as well as school days. Prior to the beginning of the school year, COUNTY shall submit to CITY for its approval the proposed regular schedule for Crossing Guards at each location. 4. Costs Costs shall be billed in accordance with this agreement at an hourly rate which is all-inclusive. This shall include, but not be limited to, direct costs, overhead, supervision, etc. By March 1st of each year, COUNTY shall provide CITY with the estimated cost of service for the upcoming Fiscal Year. 5. Location of Crossing Guards Adult Crossing Guards shall be provided at the following locations: 1. San Ramon Road and Shannon Avenue 2. Amador Valley Boulevard and Burton Street At CITY's option, the listed locations may be amended to adjust the number and/or locations of the intersections to be so covered. Said changes shall be in the form of a written notice from CITY Public Works Director or his/her designee. AGREEMENT - TRAFFIC SIGNAL MAl TENANCE AND CROSSING GUARDS THIS AGREEMENT, made and entered into thi s 3L day of ,.,~LGt2:-f' 1990, by and between the COUNTY OF ALAMEDA, hereinafter referred to as "COUNTY", and the CITY OF DUBLIN, hereinafter referred to as "CITY"; RECITALS: A. The CITY is desirous of contracting with COUNTY for the performance of traffic signal maintenance and the provision of crossing guard services within its boundaries by the COUNTY through the Director of Public Works thereof; and B. The COUNTY is agreeable to rendering such services on the terms and conditions hereinafter set forth; and C. That such contract is authorized and provided for by the provisions of Article 1, Chapter 1, Part 2, Division 1, Title 5 of the Government Code; NOW, THEREFORE, IT IS AGREED as follows: I. SERVICES TO BE PERFORMED A. COUNTY agrees by and through its Public Works Agency to perform for CITY any and all functions relating to the construction, operation and maintenance of traffic signals and the provision of crossing guard services, subject to the general terms and conditions hereinafter set forth. B. Said Public Works Agency 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 within 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. Nothing herein contained shall be construed as in any way divesting CITY of any of its powers with respect to the supervision, management, and control of traffic signals within its boundaries. C. For the purpose of performing said functions and providing all the services designated in Paragraph I.A. of the Agreement, COUNTY shall furnish and supply all necessary labor, supervision, machinery, equipment, .' :~..,! . (p (]V..vreit- A3re~m~--- .. -- .,~'- ": .:'- '.T ,- .~.... () ,~. Cy \. " !' ....... ~ -..... I, ,erN: '~) . . I . ! .~ , ~. , r t , , and supplies other than those required to be furnished by CITY, necessary to carry out the instructions of CITY and to construct, operate and maintain CITY traffic signals and provide crossing guard services in accordance with the level of service prescribed by COUNTY, unless CITY by resolution, or CITY's authorized designate, in writing, requests a different level of services. All work, services and materials shall be of equal workmanship and quality as that performed or furnished for COUNTY traffic signals and crossing guards. Both parties agree that they and their officers and agent shall cooperate in the carrying out of said functions and that the Director of Public Works shall have full authority, possession, and necessary control of the work with full assistance when necessary from the police of CITY or such other law enforcement agency as may be rendering police service therein. General descriptions of services to be performed and installations to be covered are found in Appendices A, S, and C, attached hereto and incorporated by reference. D. Whenever the COUNTY and CITY mutually agree as to the necessity for any such COUNTY officer or department to maintain administrative headquarters in the CITY, CITY shall furnish at its own cost and expense, all necessary office space, furniture, and furnishings, office supplies, janitorial service, telephone, light, water, and other utilities. In all instances where special supplies, stationery, notices, forms and the like must be issued in the name of the CITY, the same shall be supplied by the CITY at its expense. It is expressly understood that in the event a local administrative office is maintained in the CITY for any such COUNTY officer or department, such quarters may be used by the COUNTY officer or department in connection with the performance of its duties in territory outside of the CITY and adjacent thereto, provided, however, that the performance of such outside duties shall not be at any additional cost to the CITY. The COUNTY shall reimburse the CITY for the cost of providing such facilities to the extent that such facilities are used for activities outside the City of Dublin. E. No extraordinary function or service shall be performed pursuant to this Agreement by any COUNTY officer or department unless such function or service has been requested in writing by the CITY and authorized -2- ~ . . , ' ! by the CITY Manager or his desi'gnee. CITY shall submit a written service request to the Deputy Director, Maintenance and Operations, or his designee specifying those functions and services to be performed by the COUNTY. In an emergency situation, services may be requested by CITY and provided by COUNTY pursuant to verbal agreement between the City Manager or his designee and the Deputy Director, Maintenance and Operations or his designee. All functions and services provided by COUNTY to CITY shall be performed at the times and under circumstances which do not interfere with the performance of regular COUNTY operations except for City emergencies. F. During the term of this Agreement, CITY, prior to the start of the Fiscal year, shall advise the Director of Public Works of program changes for the forthcoming Fiscal year. G. The Public Works Agency of the COUNTY of Alameda shall not perform any function hereunder not coming within the scope of the duties of such department in performing services for COUNTY. H. If, pursuant to this Agreement, the Public Works Agency prepares plans for any project to be constructed by a private contractor, CITY shall have the option of either becoming a part of a COUNTY overall contract for such services, should one be available for advertising on a timely basis, or of entering into a separate contract with such private contractor. If the CITY elects to join in a COUNTY overall contract, CITY work shall be bid as an alternate which CITY shall have the right to reject after bids are received. In either case, all plans, profiles, and the specifications therefore, together with the terms of the contract and the accompanying bonds, when prepared by COUNTY, shall be submitted to CITY officials as may be by resolution designated by such Council for that purpose. If inspections necessary to ascertain the compliance by the contractor with the plans, profiles, and specifications are made by COUNTY, a report thereon shall be submitted to CITY. It shall be COUNTY's responsibility to ultimately determine the adequacy of such performance and to finally certify the work as completed. I. The CITY and COUNTY shall mutually agree on any workload data to be mai~tained by the COUNTY for the CITY. The COUNTY may provide the CITY with supplemental workload or cost data requested by the CITY subject -3- ~ . . I ' j to availability of information and staff time. The CITY will pay th~ COUNTY for the full cost of staff time including overhead required to provide CITY with supplemental information. II. LIABILITY A. All persons employed 1n the performance of such services and functions for CITY shall be COUNTY employees, and no CITY employee as such shall be taken over by COUNTY and no person performing work hereunder shall have any CITY pension, civil service, or other status or right. B. CITY shall not be called upon to assume any liability for the direct payment of any salary, wages, or other compensation to any COUNTY personnel performing services hereunder for CITY, or any liability other than that provided for in this Agreement. Except as herein otherwise specified, CITY shall not be liable for compensation or indemnity to any COUNTY employee for injury or sickness arising out of his employment. C. The CITY will assume liability and pay cost of defense and hold the COUNTY harmless from loss, cost or expenses caused by the negligent or wrongful act or omission of CITY officers, agents and employees occurring in the performance of this agreement between the parties hereto to the extent that such liability is imposed on the COUNTY by the provisions of Section 895.2 of the Government Code of the State of California. In addition, when liability arises pursuant to Section 830, et seq., of the Government Code, by reason of a dangerous condition of public property of the CITY, the CITY shall assume liability and pay cost of defense and hold the COUNTY harmless from loss, costs or expenses caused by the negligent or wrongful act or omission of CITY officers and employees. D. The COUNTY will assume liability and pay cost of defense and hold the CITY harmless from loss, costs or expenses caused by the negligent or wrongful act or omission of COUNTY officers, agents and employees occurr,ing in the performance of this agreement between the parties hereto to the extent that such liability is imposed on the CITY by the provision of Section 895.2 of the Government Code of the State of California. In addition, when liability arises pursuant to Section 830, et seq., of the Government Code, by reason of a dangerous c9ndition of public property of -4- " . . . !. ':. , the CITY, the COUNTY shall assume liability and pay cost of defense and hold the CITY harmless from loss, costs or expenses caused by the negligent or wrongful act or omission of COUNTY officers, agents and employees arising in the performance of this agreement. III. INSURANCE The COUNTY shall provide general liability and automobile coverage. Whatever insurance agreement between CITY and COUNTY is during the term of this contract shall apply hereto and incorporated herein by reference. IV. CITY ORDINANCES A. To assist COUNTY in the performance of its duties hereunder and to safeguard CITY's streets, it is agreed that CITY will forthwith enact and thereafter maintain during the duration of this contract an ordinance similiar to Chapter 1, Title 5 of the Alameda COUNTY Ordinance Code, as amended. liability in effect is fully Regardless of anything to the contrary herein contained, this contract shall sooner terminate any time CITY fails to enact and maintain said ordinance as herein before provided for. V. COST AND BILLING PROCEDURES A. CITY shall pay for the actual cost of such services as are provided under this Agreement at rates to be determined by COUNTY in accordance with the policies and procedures established by the Board of Supervisors. B. The Public Works Agency shall keep reasonably itemized and in detail work or job records covering the cost of all services performed, including salary, wages and other compensation of labor; supervision and planning, plus overhead, the reasonable rental value of all COUNTY owned machinery and equipment, rental paid for all rented machinery or equipment, together with the cost of an operator thereof when furnished with said machinery or equipment, the cost of all .machinery and supplies furnished by the COUNTY, reasonable handling charges, and all additional items of expense incidental to the performance of such function or service. C. The COUNTY shall deliver to CITY within thirty (30) days after the close of each calendar month, an itemized invoice which covers all -5- ". . . . r . services performed during said month, and CITY shall pay COUNTY therefore within thirty (30) days after date of said invoice. If such payment is not received by COUNTY at the office which is described on said invoice within thirty (30) days after the date of delivery of said invoice, COUNTY is entitled to recover interest thereof. Said interest shall be at the rate of one (1) percent per calendar month or any portion thereof calculated from the last day of the month in which the services were performed. Notwithstanding anything hereinabove to the contrary, COUNTY may bill CITY for the entire cost of any specific project at the completion thereof, and such c.ost will be paid within a reasonable time thereafter. The words "specific project" as used herein shall include, but shall not be limited to, all construction, reconstruction, relocation, and other similar capital signal projects. D. If, at the termination of this Agreement COUNTY has on hand any unexpended and unencumbered portion of any funds from any source allocated or apportioned to CITY, which is in excess of any obligation of CITY to COUNTY for the performance of such functions by the Director of Public Works, any such excess shall thereupon be paid to CITY by COUNTY, in the same manner and for the same purposes as other like funds are paid to other . ~. ~ ~. cities in COUNTY. VI. DURATION AND TERMINATION This contract shall have an effect date of July 1, 1990, and unless sooner terminated as provided herein, this Agreement shall run for a period ending June 30, 1993. All services shall require a 90 day written notice be provided prior to termination, subject to mutual agreement as to disposition of work in progress. VII. AMENDMENTS TO AGREEMENT This agreement may be amended only by the written, mutual consent of the parties. -6- ~. ., . ,. ! ATTEST: By: f,C ,.... J )1/' . . I j' I ! \: /7/ -r ' i i ~'-" /.: l:" , I. t.. r~..-_ I 'City Clerk APPROVED AS TO FORM: By: C>?ck/( A L~ City Attorney ATTEST: William Mehrwein Clerk of the Board of Supervisors BY:W, Deputy APPROVED AS TO FORM: .4pproved 0 s to r-o.r., KElVI~PTY' JR., Counly Counsel. B % .-. By: y:~. - ;' Deputy -7- . CITY OF DUBU N Mayor COUNTY OF ALAMEDA ,-_.U'___ ("' '" --------...--.-..... 1../ .._--~..) '" n__ ,- I ). (,. ./ ""-.' /----- By: c! ~~.:"----- ~ L~~ ~.., , .1 . -.. ." ...' '. .. , . .. . . ..~~ . . I hereby certify under penalty of perjury that the Chairman of the Board of Supervisors was duly authorized to execute this document on behalf of the County of Alameda by a majority vote of the Board on JUL;.i l1qqn ; and that a copy has been delivered to the Chairman as provided by Government Code Section 25103. ~ Date: JUL ~ 1 1QQO WILLIAM MEHRWEIN, Clerk, Board of Supervisors, County of Alameda, St~te of California By:()fltd;Il2f6~ Deputy -8- . ~ . . APPENDIX A ADULT CROSSING GUARDS The descriptions contained in Appendix A and Appendix B are intended to be general in nature. The specific level of service performed will be dependent upon the request of CITY made pursuant to a Service Request. The listed loctions may be amended as deemed necessary or desirable in the opinion of the CITY and the COUNTY, to adjust the number and/or locations of the intersections to be so covered. Furnishing adult crossing guards for the conduct of children across major thoroughfares on their passage to and from school. Intersections Covered 1. San Ramon Road and Shannon Avenue 2. Silvergate Drive and Amarillo Road 3. Amador Valley Blvd. and Burton Avenue -9- . . ... . . .i. APPENDIX B TRAFFIC SIGNAL MAINTENANCE Public Works Agency shall provide for the maintenance of certain approved traffic signal systems at intersections (intersections as defined in Section ~ 364 of the Vehicle Code) which are under the jurisdiction of the 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. Public Horks Agency 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. Appendix C is attached as a general guideline. Such services shall include the following: patrolling, emergency service; relamping; necessary minor repairs and adjustments; and replacement of controller, equipment, detectors, poles, heads and lamps. Installation of additional facilities is not a routine maintenance function under provisions of this paragraph. B. Public Works Agency shall perform all extraordinary maintenance services which shall include replacement and/or addition of major equipment due to obsolescense, wear, or inadequacy and repair due to extensive damage from any cause. C. Public Works Agency shall perform all necessary vandalism and collision repairs. 2. Cost and Repairs A. Labor, equipment and material costs for routine maintenance, including relamping, shall be assessed -10- I. I e - .t , 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 Deputv Director-Maintenance and Operations shall aoprove all extraordinary reoairs prior to the beGinninG of work, and, except for emerqencv situations. will consult the CITY before proceedina. -11- . , . . I . ! 3. Installations Covered; A. The number and location of all signal installations covered by the terms of this Agreement are as follows: 1. Amador Valley Blvd. - Village Parkway 2. Amador Valley Blvd. - Donohue Drive 3. Amador Valley Blvd. - Regional Street 4. Amador Valley Blvd. - Stagecoach Road 5. Dublin Blvd. - Dougherty Road 6. Dublin Blvd. - Village Parkway 7. Dublin Blvd. - Amador Plaza Road 8. Dublin Blvd. - Golden Gate Drive 9. Dublin Blvd. - Clark Avenue 10. Dublin Blvd. - Regional Street 11. Dublin Blvd. - Dublin Court 12. San Ramon Road - Amador Valley Blvd 13. San Ramon Road - Shannon Avenue 14. Amador Valley Blvd. - Dougherty Road 15. Amador Valley Blvd. - Amador Plaza Road 16. Dublin Blvd. - Sierra Court 17. Dublin Blvd. - San Ramon Road 18. San Ramon Road - Vomac Road 19. Village Parkway - Lewis Avenue 20. San Ramon Road - Silvergate Drive The above locations may be amended, as is deemed necessary or desirable in the opinion of the CITY and the COUNTY Director of Public Works, to adjust the number and/or location of signal installations to be so covered. -12- " ) .' ~ ( . . APPENDIX C SIGNAL CABINET MAINTENANCE GUIDELINES I. i ; . Alameda County will make every reasonable effort to maintain the City of Dublin's traffic signals in accordance with the listed guidelines. The ~ maintenance schedule may vary due to lack of personnel or other unforeseeri circumstances. The operation of the signal cabinets rests with the City. WEEKLY SERVICE 1. Patrol system check (vandalism.) 2. Alignment of Traffic and pedestrian heads. 3. Cycling of system. MONTHLY SERVICE 1. Visual check of controller for extension, detection and normal operation. 2. visual check of detector units. 3. Check all vehicle and pedestrian heads for operation and alignment. 4. Check all pedestrian push buttons and pedestrian instruction signs. 5. Check cabinet ventilation fan for thermal control and operation. QUARTERLY SERVICE 1. Check cycling. 2. Check all vehicle detector units for tuning and operation. 3. Check operation and adjustment of all external relays. 4. Check all vehicle and pedestrian heads for operation and alignment. '" 5. Check all pedestrian buttons and pedistrian instruction signs. 6. Vacuum cabinet and check air filter. 7. Check for presence of all prints and maintenance record card. 8. Check cabinet fan for thermal control and operation. ~13~ , . . EXHmIT "A" TRAmc SIGNAL MAINTENANCE SERVICES 1. The COUNTY Public Works Agency 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, 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 obsolescense, 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 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 as follows: 1. Amador Valley Boulevard/Regional Street 2. Amador Valley Boulevard/Donohue Drive 3. Amador Valley Boulevard/Amador Plaza Road 4. Amador Valley Boulevard/Village Parkway 5. Amador Valley Boulevard/Stagecoach Road 6. Amador Valley Boulevard/Dougherty Road 7. Dublin Boulevard/Dougherty Road 8. Dublin Boulevard/Dublin Court 9. Dublin Boulevard/Sierra Court 10. Dublin Boulevard/Clark Avenue 11. Dublin Boulevard/Village Parkway 12. Dublin Boulevard/Amador Plaza Road 13. Dublin Boulevard/Golden Gate Drive 14. Dublin Boulevard/Regional Street 15. San Ramon Road/Dublin Boulevard 16. San Ramon Road/Amador Valley Boulevard 17. San Ramon Road/Silvergate Drive 18. San Ramon Road/Shannon Avenue 19. San Ramon Road/Vomac Road 20. Village Parkway/Lewis Avenue 21. Dougherty Road/Sierra Lane (estimated installation 1/1/94) 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. WEEKLY SERVICE 1. Patrol system check (vandalism). 2. Alignment of traffic and pedestrian heads. 3. Check cycling of system. MONTHLY SERVICE 1. Visual check of controller for extension, detection, and normal operation. 2. Visual check of detector units. 3. Check all vehicle and pedestrian heads for operation and alignment. 4. Check all pedestrian push buttons and pedestrian instruction signs. 5. Check cabinet ventilation fan for thermal control and operation. , , " . . OUARTERL Y SERVICE 1. Check cycling. 2. Check all vehicle detector units for tuning and operation. 3. Check operation and adjustment of all external relays. 4. Check all vehicle and pedestrian heads for operation and alignment. 5. Check all pedestrian buttons and pedestrian instruction signs. 6. Vacuum cabinet and check air filter. 7. Check for presence of all prints and maintenance record card. 8. Check cabinet fan for thermal control and operation.