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HomeMy WebLinkAboutItem 2b - Extension to the Traffic Signal Maintenance Services Contract DATE: October 17, 2017 TO: Honorable Mayor and City Council FROM: Tom Tait, Public Works Services Director SUBJECT: EXTENSION TO THE CONTRACT WITH SIEMENS INDUSTRY, INC. FOR EXTRAORDINARY REPAIRS OF TRAFFIC SIGNALS IN THE AMOUNT OF $45,588.60 Recommendation: Approve SUMMARY On November 1, 2016, the City Council approved a contract extension with Siemens Industry, Inc. (“Siemens”) in the amount of $45,588.60 for extraordinary repairs of traffic signals. Siemens is reaching the end of their third extension and has agreed to hold their prices for an additional year. This will be the contractor’s final contract extension; all other terms and conditions of the contract will remain in effect. Based on the excellent level of service provided by Siemens, it is recommended that the City Council approve, and authorize and direct the City Manager to execute a one year extension to the contract with Siemens Industry, Inc. for extraordinary repairs of traffic signals in the amount of $45,588.60. DISCUSSION The Public Works Services Department is responsible for the maintenance and repair of approximately 60 signalized intersections within the City. This includes replacing burnt out lamps, repairing safety lights, minor repairs to damaged signal heads, monthly inspection of the signal controllers at all intersections, and field response to timing complaints and blacked out intersections. The purpose of the extraordinary traffic signal contract is to handle problems that are beyond the expertise of the City’s Signal/Street Light Technician. The contractor also responds when a traffic signal has been knocked down or there is a safety hazard to traffic. The contract specifications also include painting of signal heads, and testing conflict monitors at all intersections to ensure that the traffic signals are functioning properly. Extension to Signal Maintenance Services Contract October 17, 2017 Page 2 of 2 On November 1, 2016, the City Council approved a contract extension with Siemens in the amount of $45,588.60 for extraordinary repairs of traffic signals. The contract language allows for annual contract extensions, subject to City Council approval. Siemens has provided excellent services to the City and this would be the contractor’s final extension. The total contract amount is a “not-to-exceed” amount and the extraordinary repair work is on an as-needed basis throughout the year. All other terms and conditions of the contract will remain in effect. ENVIRONMENTAL ANALYSIS The one year extension to the Contract with Siemens Industry, Inc. is not considered a project as defined by California Environmental Quality Act (“CEQA”) Section 15378; as a service contract of this nature is considered ministerial. FISCAL IMPACT The total contract extension cost will be set at a not-to-exceed amount of $45,588.60. Sufficient funds have been budgeted in the Fiscal Year 2017-18 Operating Budget for extraordinary repairs of traffic signals. All work performed is on a time and material basis and the contractor is only paid for work performed. RECOMMENDATION It is recommended that the City Council approve, and authorize and direct the City Manager to execute a one year extension to the Contract with Siemens Industry, Inc. for extraordinary repairs of traffic signals in the amount of $45,588.60. Attachment: Proposed Amendment #4 to the Contract AMENDMENT NO. 4 TO THE 2013-2014 TRAFFIC SIGNAL MAINTENANCE SERVICES CONTRACT BY AND BETWEEN THE CITY OF ARCADIA AND SIEMENS INDUSTRY, INC. This Amendment No. 4 (“Amendment No. 4”) is hereby entered into this ______ day of ______________, 20__ by and between the City of Arcadia, a municipal corporation of the State of California, and Siemens Industry, Inc., a Delaware Corporation, with respect to that certain Contract between the parties dated December 2, 2013, further amended by Amendment No. 1 dated January 13, 2015, further amended by Amendment No. 2 dated January 21, 2016, and further amended by Amendment No. 3 dated November 16, 2017. The parties agree as follows: 1. Section 3.3.4 of the Contract is hereby amended by extending the term from December 2, 2017 to December 2, 2018 (“Extended Term”). 2. All terms and provisions of the Contract not amended by this Amendment No. 4 are hereby reaffirmed. In witness whereof the parties have executed this Amendment No. 4 on the date set forth below. CITY OF ARCADIA SIEMENS INDUSTRY, INC. By: By: Dominic Lazzaretto City Manager Title: Dated: Dated: ATTEST: By: Title: Dated: City Clerk APPROVED AS TO FORM CONCUR: Stephen P. Deitsch Tom Tait City Attorney Public Works Services Director