HomeMy WebLinkAboutAgenda Report - September 6, 2006 E-03AGENDA ITEM EW
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CITY OF Low
COUNCIL COMMUNICATION
TM
AGENDA TITLE: Approve Specifications and Authorize Advertisement for Bids for Traffic
Signal Preventive Maintenance and Repair Program, Fiscal Year 2006107
MEETING DATE: September 6, 2006
PREPAIlED BY: Public Works Director
RECOWAEiNDED ACTION: That the City Council approve the specifications for the above
project and authorize advertisement for bids.
BACKGROUND INFORMATION: The project includes providing preventive maintenance and repair
services for the forty-seven City -maintained traffic signal and lighting
systems. The specifications require the contractor to provide signal
maintenance inspections at 120 -day intervals and annually test the
traffic monitors.
Currently, a City electrician repairs the traffic signal systems. However, he is unable to provide the ongoing
preventive maintenance, due to the number of systems he maintains and other duties. The preventive
maintenance is intended to ensure the traffic signal systems are reliable and reduce both equipment failures
and the City's exposure to liability claims. The specifications are on file in the Public Works Department.
For the first time, in FY 2005106, the Public Works Department pared down the maintenance program to
120 -day inspections. The current maintenance contract ends in mid-October 2006. Most agencies provide
90 -day maintenance inspections due to the complexity of today's signal equipment. However, we did not
experience any problems with the reduced number of inspections. The estimated cost difference between
90 -day and 120 -day inspections is $6,000. The program was successful, and for each inspection, the
contractor provided a list of items for repair that were subsequently performed by the City's electricians. Staff
recommends continuing inspections of the traffic signal equipment at 120 -day intervals.
Since June 2006, the Public Works Department has been operating with one electrician. Typically, two
electricians share the signal maintenance work. At the Council meeting to award the project, staff will include
appropriating additional funds for unforeseen repairs if the City's electrician is unable to perform ail the work.
The project specifications include a bid item for unscheduled repair work. At this time, we have not
determined if we will be filling the electrician vacancy or restructuring how we provide electrical maintenance.
In addition, with the award, staff will recommend the City Manager be authorized to extend the contract for
one year if it is mutually agreed upon by both parties and advantageous to the City.
FISCAL IMPACT: Staff will annually request funding for this program.
FUNDING AVAILABLE: Funds have been approved in the 2006107 Financial Plan and Budget.
Project Estimate: $40,000
Planned Bid Opening Date: Iptember 27, 2006
16)' Richard 97Prima, Jr.
Public Works Director
Prepared by Paula Fernandez, Senior Traffic Engineer
RCPIPJ Flpmf
cc: qty Attorney Street Superintendent Technical Services Manager Kerekes
tatty Engineer Assistant Street Superintendent Senior Traffic l=ngineer
Purchasing Officer
APPROVED:
Blair Kin y Manager
J'1PROJECTSISIGNALS1PreventiveMaintenance12o07 Preventive\CS&A.doc 8125!2006