TITLE:
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AWARD OF CITYWIDE TRAFFIC SIGNAL MAINTENANCE CONTRACT
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DEPARTMENT: PUBLIC SERVICES DEPARTMENT / TRANSPORTATION SERVICES DIVISION
PRESENTED BY: RAJA SETHURAMAN, PUBLIC SERVICES DIRECTOR
CONTACT INFORMATION: JENNIFER ROSALES, TRANSPORTATION SERVICES MANAGER (714) 754-5343
RECOMMENDATION:
recommendation
Staff recommends the City Council:
1. Approve the proposed Maintenance Services Agreement (MSA) with Yunex LLC for the maintenance of the City’s traffic signals in an amount not to exceed $400,000 annually, for an initial term of three (3) years with two (2) one-year renewal options for a total of five years.
2. Approve a 10% contingency annually for unforeseen costs relating to the City’s traffic signals.
3. Authorize the City Manager and the City Clerk to execute the agreement and future amendments to the agreement.
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BACKGROUND:
On March 1, 2015, a contract was executed with Siemens Industry, Inc. to perform routine and extraordinary traffic signal maintenance services for the City’s traffic operations equipment. The contract term was for a period of four (4) years with three (3) one-year extensions. On November 12, 2020, Siemens Industry announced that the signal maintenance branch of the company would be managed under a new name, Yunex, by the end of 2021. On December 7, 2021, Amendment No. 2 modified the contractor’s name to Yunex LLC, a wholly owned subsidiary of Siemens Mobility, Inc. On February 17, 2022, Amendment No. 3 extended the term of the contract to June 30, 2022.
ANALYSIS:
In December 2021, a Request for Proposals (RFP) for the traffic signal maintenance services for the City was posted on the PlanetBids website. The necessary services include the performance of “routine” as well as “extraordinary” maintenance of the City’s current 131 traffic signals, three (3) pedestrian hybrid beacons/fire station signals, 53 radar speed feedback signs, eight (8) flashing crosswalks, 47 Closed Circuit Television cameras, twelve (12) battery backup systems, ten (10) school warning flashers, and approximately 36 miles of underground communications cable and associated hardware.
Five (5) proposals were received and reviewed for compliance with the City’s RFP, and prospective maintenance contractors were evaluated based on work plan and approach, technical qualifications and experience of personnel, qualifications of the contractor, cost proposal, and associated evaluation criteria. The two (2) highest ranked contractors were selected to interview for further evaluation. After careful review of all proposals and interview responses, Yunex LLC was selected for the City’s traffic signal maintenance. The Yunex team successfully demonstrated a thorough understanding of the scope of work of the maintenance services, technical ability and experience, ability to respond on time and maintain adequate supply of materials and equipment in their warehouse and service yard. Yunex LLC provides traffic signal maintenance services of similar scope and size for cities throughout Orange and Los Angeles counties. In addition, Yunex, LLC has successfully provided reliable and continuous traffic signal maintenance services to the City for the past seven years.
Staff recommends that City Council approve the proposed MSA with Yunex, LLC, for maintenance of City’s traffic signal equipment and related infrastructure.
ALTERNATIVES:
An alternative to awarding this agreement would be to have in-house personnel perform traffic signal maintenance duties. However, in-house maintenance of traffic signals would require hiring specially trained personnel and the purchase of additional vehicles, electronic testing/repair equipment, and surplus of traffic signal equipment and materials. This alternative is not recommended at this time.
FISCAL REVIEW:
Funding for the Maintenance Services Agreement (MSA) with Yunex, LLC for the City’s traffic signal maintenance is available in the annually appropriated operations budget of the Public Services Department/Transportation Services Division.
The $400,000 annual traffic signal maintenance cost includes a fixed “Routine Maintenance” cost of $10,803.50 per month ($129,642 per year) covering the routine monthly inspection and maintenance of the City’s traffic signals, pedestrian hybrid beacons (HAWK), battery backup system (BBS) and flashing LED stop signs. The remainder of the contract budget is anticipated to cover the cost of extraordinary maintenance comprising of labor and materials to replace outdated or malfunctioning equipment and traffic signal appurtenances including, but are not limited to, LED lamps, traffic signals heads, loop detectors, pedestrian amenities, damaged communication equipment, and other replaceable items.
LEGAL REVIEW:
The City Attorney’s Office has reviewed this agenda report, prepared the proposed Maintenance Services Agreement and approves them both as to form.
CITY COUNCIL GOALS AND PRIORITIES:
This item supports the following City Council Goals:
• Strengthen the public’s safety and improve the quality of life.
CONCLUSION:
Staff recommends the City Council:
1. Approve the proposed Maintenance Services Agreement (MSA) with Yunex LLC for the maintenance of the City’s traffic signals in an amount not to exceed $400,000 annually, for an initial term of three (3) years with two (2) one-year renewal options for a total of five years.
2. Approve a 10% contingency annually for unforeseen costs related to the City’s traffic signals.
3. Authorize the City Manager and the City Clerk to execute the agreement and future amendments to the agreement.