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HomeMy WebLinkAboutItem 10d - Extraordinary Traffic Signal Maintenance Contract ExtensionExtend Traffic Signal Maintenance Contract March 4, 2025 Page 1 of 3 DATE: March 4, 2025 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 $91,855 CEQA: Not a Project Recommendation: Approve SUMMARY On March 19, 2024, the City Council approved a contract extension with Crosstown Electrical & Data, Inc. for extraordinary traffic signal maintenance services in the amount of $88,407. Crosstown Electrical & Data, Inc. are reaching the end of their extended contract term and have submitted a written offer to extend their contract for an additional year. The offer reflects a 3.9%, or $3,448, Consumer Price Index (“CPI”) cost increase. This will be Crosstown Electrical & Data, Inc.’s second contract extension; all other contract terms and conditions will remain in effect. Based on past performance, 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 $91,855. It is further recommended that the City Council delegate the authority to approve future extensions under this agreement to the City Manager, without having to return to the City Council for subsequent approval, provided that any changes to the financial terms stay within standard inflationary limits. 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. Extend Traffic Signal Maintenance Contract March 4, 2025 Page 2 of 3 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. The extraordinary traffic signal maintenance contract functions primarily on an as-needed basis, with the City being billed for time and materials as work is performed. The City of Arcadia experiences numerous traffic signal pole knockdowns every year resulting primarily from vehicle collisions. Repair costs for collision-related pole replacements are billed to the party responsible 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 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 extension reflects a 3.9%, or $3,448, 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 2024 CPI increase of 3.5% among all goods and services in the Los Angeles Area. The extension increase is higher than the CPI due to additional operational expenses Crosstown Electrical & Data, Inc. is incurring from increased labor costs. Crosstown Electrical & Data, Inc. has provided quality service to the City of Arcadia and continues to be responsive to requests from City staff. This will be Crosstown Electrical & Data, Inc.’s second contract extension. It is further recommended that the City Council delegate the authority to approve a third and final extension under this agreement to the City Manager, without having to return to the City Council for subsequent approval, provided that any changes to the financial terms stay within standard inflationary limits. 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 $91,855. Sufficient funds have been budgeted for extraordinary repairs of traffic signals. All work is performed on a time and materials basis and Crosstown Electrical & Data, Inc. is only paid for the work performed. Extend Traffic Signal Maintenance Contract March 4, 2025 Page 3 of 3 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, 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 $91,855. It is further recommended that the City Council delegate the authority to approve future extensions under this agreement to the City Manager, without having to return to the City Council for subsequent approval, provided that any changes to the financial terms stay within standard inflationary limits. Attachment: Proposed Amendment No. 2 to the Contract AMENDMENT NO. 2 TO THE TRAFFIC SIGNAL MAINTENANCE SERVICES 2023 CONTRACT BY AND BETWEEN THE CITY OF ARCADIA AND CROSSTOWN ELECTRICAL & DATA, INC. This Amendment No. 2 (“Amendment No. 2”) is hereby entered into this ______ day of ______________, 2025 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”), and further amended by Amendment No. 1 dated April 18, 2024. The Parties agree as follows: 1. Section B of the Contract Term is hereby extended to include the period from April 19, 20, 2025 to and including April 19, 2026. (“Extended Term”). 2. Section C of the Contract, during the Extended Term Contract Price shall not exceed Ninety-One Thousand, Eight Hundred Fifty-Five Dollars and No Cents ($91,855.00). 3. All terms and provisions of the Contract not amended by this Amendment No. 2 are hereby reaffirmed. In witness whereof the Parties have executed this Amendment No. 2 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