HomeMy WebLinkAboutItem 10h - Traffic Signal Maintenance Services Contract ExtensionExtend Traffic Signal Maintenance Contract
March 19, 2024
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DATE: March 19, 2024
TO: Honorable Mayor and City Council
FROM: Paul Cranmer, Public Works Services Director
By: Carlos Aguilar, General Services Superintendent
SUBJECT: EXTENSION TO THE CONTRACT WITH CROSSTOWN ELECTRICAL &
DATA, INC. FOR EXTRAORDINARY TRAFFIC SIGNAL MAINTENANCE
SERVICES IN THE AMOUNT OF $88,407
CEQA: Not a Project
Recommendation: Approve
SUMMARY
On February 21, 2023, the City Council approved a contract with the option of three one-
year extensions with Crosstown Electrical & Data, Inc. for extraordinary traffic signal
maintenance services, in the amount of $85,500 annually. Crosstown Electrical & Data,
Inc. is reaching the end of their contract term and has submitted a written offer to extend
their contract for an additional year. The offer reflects a 3.4%, or $2,907, Consumer Price
Index (“CPI”) cost increase. This will be Crosstown Electrical & Data, Inc.’s first contract
extension; all other contract terms and conditions will remain in effect.
Based on the excellent service provided by Crosstown Electrical & Data, Inc., it is
recommended that the City Council approve, authorize, and direct the City Manager to
execute a one-year contract extension with Crosstown Electrical & Data, Inc. for
extraordinary traffic signal maintenance services in the amount of $88,407.
BACKGROUND
The Public Works Services Department (“PWSD”) is responsible for the maintenance and
repair of approximately 65 signalized intersections within the City. This work 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 outages.
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
Extend Traffic Signal Maintenance Contract
March 19, 2024
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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.
The extraordinary traffic signal maintenance contract functions primarily on an as-needed
basis. With the City being billed on a time and materials basis as work is performed. The
City of Arcadia experiences numerous traffic signal pole knockdowns per year resulting
from vehicle collisions. Repair costs for collision related pole replacements are billed to
the responsible party and reimbursed to the City. The traffic signal related expenses
impacting the City’s operational budget are annual conflict monitor testing and after-hours
response for traffic signal malfunctions.
DISCUSSION
On February 21, 2023, the City Council approved a contract with the option of three one-
year extensions with Crosstown Electrical & Data, Inc. for extraordinary traffic signal
maintenance services, in the amount of $85,500 annually. Crosstown Electrical & Data,
Inc. is reaching the end of their first contract term and has submitted a written offer to
extend their contract for an additional year. The offer reflects a 3.4%, or $2,907 cost
increase, to offset an increase in the Consumer Price Index of goods related to their
operations. The rate increase is based on the calendar year 2023 CPI increase of 3.5%
among all goods and services in the Los Angeles Area.
Although the direct operational expenses incurred by Crosstown Electrical & Data, Inc.
have escalated above the CPI annual average among all sectors, Crosstown Electrical &
Data, Inc. has only requested a 3.4% contract increase to limit the fiscal impact and
maintain a positive relationship with the City. Crosstown Electrical & Data, Inc. has
provided quality service to the City of Arcadia.
ENVIRONMENTAL ANALYSIS
The proposed action does not constitute a project under the California Environmental
Quality Act (“CEQA”), as it can be seen with certainty that it will have no impact on the
environment.
FISCAL IMPACT
The total contract cost will be set at a not-to-exceed amount of $88,407. Sufficient funds
have been budgeted for extraordinary repairs of traffic signals. All work performed is on
a time and materials basis and the contractor is only paid for work performed.
RECOMMENDATION
It is recommended that the City Council determine that this action does not constitute a
project under the California Environmental Quality Act (“CEQA”); and approve, authorize,
Extend Traffic Signal Maintenance Contract
March 19, 2024
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and direct the City Manager to execute a one-year extension to the Contract
with Crosstown Electrical & Data, Inc. for extraordinary traffic signal maintenance
services in the amount of $88,407.
Attachment: Proposed Amendment No. 1 to the Contract
AMENDMENT NO. 1 TO THE TRAFIC SIGNAL MAINTENANCE SERVICES
2023 BY AND BETWEEN THE CITY OF ARCADIA
AND CROSSTOWN ELECTRICAL & DATA, INC.
This Amendment No. 1 (“Amendment No. 1”) is hereby entered into this ______ day of
______________, 2024 by and between the City of Arcadia, a municipal corporation of the
State of California, and Crosstown Electrical & Data, Inc., a California Corporation, with respect
to that certain Contract between the parties dated April 19, 2023 (“Agreement”).
The Parties agree as follows:
1. Section B of the Contract Term is hereby extended to include the period from April 19,
20, 2024 to and including April 19, 2025. (“Extended Term”).
2. Section C of the Contract, during the Extended Term Contract Price shall not exceed
Eighty-Eight Thousand, Four Hundred Seven Dollars and No Cents ($88,407.00). The
Contractor shall perform work during the Extended Term in accordance with the pricing
schedule set forth in Exhibit “A” attached hereto and incorporated herein by reference.
3. All terms and provisions of the Contract not amended by this Amendment No. 1 are
hereby reaffirmed.
In witness whereof the Parties have executed this Amendment No. 1 on the date set
forth below.
CITY OF ARCADIA CROSSTOWN ELECTRICAL & DATA, INC. By: By: Dominic Lazzaretto City Manager Title: Dated: Dated: By: ATTEST: Title: Dated: City Clerk APPROVED AS TO FORM CONCUR: Michael J. Maurer Paul Cranmer City Attorney Public Works Services Director