CC - Item 4H - Extension of Agreement for Signal Maintenance Services 1S E M F
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TO: HONORABLE MAYOR
AND MEMBERS
ROSEMEAD CITY COUNCIL
FROM: FRANK G. TRIPEPI, CITY MANAGER
DATE: MAY 6, 1997
RE: EXTENSION OF AGREEMENT FOR SIGNAL MAINTENANCE SERVICES
Attached is a letter from Signal Maintenance, Inc. (SMI) requesting a one-year extension to its
current agreement with the City. SMI is not requesting an increase in rates for the coming year. The
current rates paid by the City are $57.17 per month per intersection, $45.74 per month for one
flashing beacon near the Williams Elementary School,and$4.31 per month per location for insurance
costs.
SMI has maintained the City's traffic signals since 1981. Since then, the company has established
itself as reputable and reliable contractor. Staff recommends that the City Council approve a one-year
extension to the agreement.
RECOMMENDATION
It is recommended that the City Council approve a one-year extension to the City's agreement with
Signal Maintenance, Inc. (SMI) effective June 1, 1997 through May 31, 1998.
staffmemsmi97 jls
COUNCIL AGENDA I
MAY 1 3 1997
ITEM No. • e-c-14.
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a .r ' •.`, SJ�SIGNAL MAINTENANCE INC.
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A Peek company.
Signal Maintenance Inc.
2283 Via Burton St.
Anaheim, California 92806
Telephone: (714)563-4000
Facsimile: (714)563-3178
April 24, 1997
Mr. Jeff Stewart
CITY OF ROSEMEAD
8838 East Valley Blvd.
Rosemead, CA 91770
RE: TRAFFIC SIGNAL MAINTENANCE AGREEMENT
Dear Mr. Stewart,
Please be advised, the current Agreement for Traffic Signal Maintenance will expire on May 31,
1997. Signal Maintenance, Inc. (SMI) would like very much to extend the agreement with the
City for another two (2) years.
We propose the current rate schedule and contract specifications be continued with no increase
in price through June 30, 1999. If this proposal is acceptable please notify us in writing or
simply sign and return one copy of this letter.
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We appreciate the opportunity to serve you and the City of Rosemead and look forward to
continuing our cordial working relationship for many years. Should you have any questions on
this matter, or on any aspect of our service, do not hesitate to contact me directly.
Very truly yours,
PEEK TRAFFIC - SIGNAL MAINTENANCE, INC.
Chris Peterson
Special Projects Coordinator
"Accepted by the City of Rosemead."
Signature Date
EXTENSION OF AGREEMENT
THIS EXTENSION OF AGREEMENT is entered into effective the 1st day of June 1996,
by and between the CITY OF ROSEMEAD, a municipal corporation(hereinafter"CITY"), and
PEEK TRAFFIC/SIGNAL MAINTENANCE, INCORPORATED (hereinafter
"CONTRACTOR").
WHEREAS, the parties have executed that certain Agreement dated March 1, 1981, in
which CITY agrees to contract with CONTRACTOR for the performance of certain traffic signal
maintenance; and
WHEREAS, said Agreement is attached hereto, marked Exhibit"A"and incorporated
herein by this reference; and
WHEREAS,the Agreement of March 1, 1981 provides for an extension of said
Agreement for a period of one year; and
WHEREAS, CONTRACTOR has thus far satisfactorily performed the services set forth in
the Agreement dated March 1, 1981; and
WHEREAS, CONTRACTOR has offered to perform the services required in the
agreement for another calendar year at the current rate.
NOW, THEREFORE, the parties agree:
1. That the Agreement of March 1, 1981 is hereby extended for an additional one-year
period to May 31, 1998.
2. This EXTENSION OF AGREEMENT shall be effective as of June 1, 1997 and
continue in full force and effect until May 31, 1998.
IN WITNESS WHEREOF, the parties have executed this EXTENSION OF
AGREEMENT on the date set forth below.
DATED: CITY OF ROSEMEAD
MAYOR
DATED: PEEK TRAFFIC/SIGNAL
MAINTENANCE, INC.
PRESIDENT
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PROPOSAL FOR TRAFFIC SIGNAL MAINTENANCE
FOR THE CITY OF ROSEMEAD, CALIFORNIA •
The undersigned declares that he has examined the signal locations contained herein
and proposes to perform the following services for the unit prices as submitted.
1. DEFINITIONS
a) The wore. "City Manager" shall mean the City Manager of the City of Rosemead,
acting personally or through his duly authorized agents, each agent acting
only within the scope of authority delegated to him.
b) The word "Police Chief" shall. mean the Head of the City's Law Enforcement
Agency of the City of Rosemead, acting personally or through his duly authorized
agents, each agent acting only within the scope of authority delegated to him.
2. AUTHORITY OF THE CITY MANAGER
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a) The City Manager shall decide any and all questions which may arise as to the
quality or acceptability of materials furnished and work performed, and as to the
manner of performance and rate of progress of the work; all questions which arise
as to the acceptable fulfillment of the Agreement on the part of the Company;
and all questions as to claims and compensations.
b) The City Manager's decision shall be final and he shall have executive authority
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carry out promptly.
c) At no time will any changes in timing or progression of the signals be made
except under the direct supervision of the City Manager.
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3. SERVICES
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Traffic Signals: Company shall service, maintain and overhaul, traffic signal
devices; i.e. , electro mechanical and solid state type including type 170
controllers, fixed time, semi-actuated, fully actuated traffic .signals, and
at the locations set forth on -Exhibit "A" , and at such other locations where
such devices may from time' to time be installed within the City. All said labor, •
services, materials and equipment shall be furnished and work performed and
completed, subject to the inspection and approval of the City, the City Manager's
Office, or inspectors or their representatives. When City desires to add traffic
signal devices, to be serviced and maintained, it shall notify Company thereof
at least fourteen (14) days in advance of the time such service shall commence.
The services to be performed shall consist of a preventive maintenance program
including, but not limited to, the following:
1. The inspection, cleaning and adjustment of each controller unit, and the repair
and replacement of any and all defective parts; such inspection, cleaning and adjustment
shall take place as to each unit at least once per calendar month.
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' 2: The Company 'shall i :amp on a group relamping basis The relamping period
• shall be ]based on a depletion curve, not to exceed twelve (12) months. Lamps shall
be General Electric, Sylvania, Westinghouse or approved equal.
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3. The replacement and/or repair of any and all defective parts of the controller
mechanisms of any unit, or any part thereof, as may be necessary for the operation thereof.
4. The cleaning, polishing, and inspection of all lenses and reflectors in each
- unit at the time the signals are relamped. All broken or deteriorated parts will be
replaced or changed as necessary.
5. Daily visual inspections at intersections throughout the City to insure the
prompt replacement of burned out lamps including highway safety lighting, illuminated stree
name signs, and repair of controller malfunctions, pedestrian push buttons, detectors,
etc. , and to insure the traffic signal progression of all units according to timing
relationships determined by the City Manager.
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6. The servicing of the signal systems on an emergency basis in the event of
malfunctions of the controller or signal system.
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4. ANSWERING SERVICE CALLS
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The Company shall maintain a 24-hour emergency service so that he may be contacted
at any hour of the day or night with no exceptions to holidays and weekends and will
be required to answer different types of calls, as specified below, within certain
time limits. The Company shall supply the City Manager and the Police Chief with a
telephone number from which his radio operator may be contacted at all hours. If
this telephone number is a toll number, the City will reverse the charges.
a) Emergency Calls. Whenever the signal is malfunctioning in any manner, the Company
shall answer the call immediately, regardless of the fact that the controller may
have been switched to flashing operation by the Police Department. The word
"immediately" is construed to mean with all possible haste, and shall not exceed
two hours. The above will also apply to any calls indicating the existence of
danger to the motoring public caused by the signal control or the lack thereof.
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b) Light out calls. Two separate indications will be required for each direction
of traffic at all times. When this number falls below two, or if one red
indicator is out, the Company .shall answer the light out call as soon as
possible, not to exceed 2 hours, day or night. In the event a light out call
is received with the report that two indicators are still remaining, the Company
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shall answer the call within 24 hours.
c) Other emergency service. The services shall include, but not be limited to, part
replacement or repair, including burned out lamps, lenses, reflectors, visors,
light contacts, repairable relays, back plates, push button signs, controllers,
coordinating units, interconnect units, time switches, head orientations, etc.
d) Illuminated street name signs. The illuminated street name signs shall be
serviced and maintained at locations shown in Appendix "B". Burned out lamps,
and ballast shall be replaced within 72 hours, since the delivery of panels
by the vendor requires 3-4 weeks, panel replacements shall be ordered by the
Company within five (5) days.
e) Highway safety lighting. The highway safety lights shall be serviced and main-
tained at locations: shown in Appendix "B". Burned out lamps and/or ballast shal
be replaced within 72 hours. The luminaire reflector and/or refractor shall be
cleaned at the time of lamp replacement.
f) Equipment required. The Company shall be equipped with spare parts sufficient
to place the signal back in operation for ordinary trouble calls. In those
cases where a complex controller or component has to be repaired, the Company
shall be required to furnish and install a substitute controller or component
until the defective controller or component is repaired or replaced to its
original condition as originally installed. The Company after performing any
temporary emergency work shall have thirty (30) days in which to complete
permanent repairs. All permanent repairs shall be to the level that existed '
prior to the need of the emergency work.
5. EXTRAORDINARY MAINTENANCE
• Whenever any part of the signal system is damaged by. collision, Acts of God, or
malicious mischief, excepting damage resulting from the negligence of the Company
while on the job, the repair of such damage will be paid for as extraordinary
maintenance. In addition to this, the replacement of vehicle detectors, pedestrian
signal neon tubes and transformers, emergency service calls, flourescent street name
signs, highway safety lights, or any revision work the City may request the Company
to perform will be paid for as extraordinary maintenace. All extraordinary maintenanc
will be subject to the prior approval of the City Manager. If the Company receives a
night call that requires the replacement of damaged equipment, he shall put the signal
in a temporary operating condition if damage is of a minor nature, otherwise the
Company shall, if unable. to restore temporary operation, place the .signal on flashing
operation if possible. If the signals are damaged to the extent that they h've to be
shut down, the Company shall call the Police Chief to provide traffic control until
the signal can be repaired. In no •case will the Company perform extraordinary main-
tenance without first obtaining the prior approval of the .City Manager.
6. COMPENSATION .
City shall pay to Company the sum of $42. 88 per month for each intersection
• as set forth on Exhibit "A" for the traffic signal preventive maintenance .program.
Company shall be entitled to additional compensation for extraordinary maintenance. .
Billing .for extraordinary maintenance shall include only the following:
a) Company' s invoiced material cost plus 15 per cent. •
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b) Company's labor costs established as N/A per hour to be reviewed annually
by the City Manager. Please see schedule A & B attached.
c) Equipment rental to be revised annually by the City Manager.
Upon receipt of each monthly invoice and certification by the City Manager, the City
will, within thirty (30) days after receipt of such invoice, pay to the Company all
certified sums. In addition, .the Company will furnish to the City a monthly summary
of all work performed within the City, with the location of service, the day and
approximate time, the reason for the service, whether routine or emergency, and the
hours spent.
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7. INSURANCE REQUIREMENTS IN CASE OF A CONTRACT
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Company shall carry public liability and property damage insurance covering its
operations and obligations hereunder in an amount not less than $1,000,000 for
injuries, including accidental death, for any one person, and subjrt to the same
limit for each person in an amount not less than $500,000, and pro;'..!-ty damage
insurance in an amount not less than $100,000 per each occurrence. The Company
shall also take out and maintain during the life of this contract, Workman's
Compensation insurance covering all of his employees on the project, with a
company satisfactory to the City and shall furnish to the City certificates issued
by such companies showing that all of the above mentioned insurance has been issued
and is in full force and effect prior to commencing work in accordance with this
agreement. The Company shall be responsible for the insurance coverage as herein
provided of all employees of said Company. Said insurance shall provide that the
same in non-cancellable except upon ten (10) days'. written notice to the City.
In case any employee engages in hazardous work under this contract and 1;> not
protected under the Workman' s Compensation Act, the Company shall provide or cause
to be provided, appropriate insurance for the protection of all such employees not
otherwise -protected. The Company shall likewise obtain public liability and property
damage insurance to cover vehicles used or maintained by him in the performance of
said work connected withthis Agreement, with liability limits of not less than
$500,000 for any one person, and $500,000 for any one accident, and property damage
of $100,000.
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If the Company fails to maintain such insurance, the City may obtain such insurance
to cover any damages which said City or its principals may be liable to pay through
any of the operations and deduct and retain the amount of the premiums for such
insurance from any sums due.
• Nothing herein contained shall be construed as limiting in any way the extent to
which the Company may be held responsible for payment of damages to persons or property
resulting from his operations or any operations of any subcontractors under him.
Company will be required to indemnify and hold harmless City and its officers and
employees from. any claims, damages or expenses, including attorney's fees and court
costs, arising out of Company's performance. The City to be named as an additional
insured on the Company's master policy.
8. ASSIGNMENT
Company shall not assign this Agreement or any portion hereof, without first obtaining
the written consent of City.. If such assignment is made or. attempted by Company,
City, at its sole option, may terminate this Agreement upon the giving of a 24-hour
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written notice to Company of such termination.
9. TERM
This Agreement shall be in full force and effect for a period of one (1) year, and
may be extended upon mutual consent of both .parties.
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10. ThRMINATION OF CONTRACT
a) In the event that any of the provisions of this contract are violated by
the Company, the City may terminate the Contract by serving wr ,:ten notice
upon the Company of its intention to terminate such Contract and, unless
within ten (10) days after the serving of such notice, such violation shall
cease, the Contract shall, upon the expiration of said ten (10) days, cease
and terminate. As to violations of the provisions of this Contract which
cannot he remedied or corrected within ten (10) days, said Contract shall be,
at the option of this City, ceased and terminated upon the giving of like
notice. In the event of any such termination of any of the reasons above
mentioned, the City may take over the work and prosecute the same to •
completion by contract or otherwise for the amount and at the expense of
the Company.
b) If the Company should neglect to prosecute the work properly' or fail to perform
any provisions of contract, the City, after three (3) days' written notice to
the Company may, without prejudice to any other remedy it may have, make good
such deficiencies, and may deduct the cost thereof from the payment then or
thereafter due the Company, provided, however, the City Manager of said City
shall approve such action and certify the amount thereof to he. charged to the
Company.
11. NOT AN AGENT OF CITY
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It is expressly understood and agreed that the Company given the Contract will be
- responsible for furnishing all labor, service, materials and equipment and
performing the work as provided for, is acting as an independent Company and not
as an agent, servant or employee of the City of Rosemead. •
12. STATEI'iENT OF QUALIFICATIONS
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The contractor must be highly skilled and specialized in traffic signal systems
maintenance. Maintenance work should be the only business of the firm so that no
business conflict will arise between maintenance and construction. The contractor
must be familiar with a variety of equipment, have substantial parts inventory •
and have sufficient equipment to adequately perform the contract. This can best
be assured by demonstrable past experience in the maintenance of. traffic signal
systems similar to Rosemead's. A positive answer to the following question should
assure that this minimum requirement is met:
Has your firm been engaged for at least three years solely in the
maintenance of traffic signal systems in at least one jurisdiction -
with equal or greater numbers of signal installations than Rosemead?
Answer: Yes X No
If the answer is Yes, please list the following:
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Total number of years' experience: Eighteen (18)
Juri:-.diction Served No. of Fixed. No. of. Actuated No. of Years Contract
Time Signals Signals with this jurisdiction
has been held
Monterey Park 11 27 • 18 Years
Montebello 22 35 16 Years
Covina 7 22 • 18 Years
13. TOTAL BID PRICE FOR ORDINARY MAINTENANCE SHALL BE:
a) Traffic signals, 37_• at $42 . 88 per intersection, per month, for a
total of $1, 372 .16 per month, as of the. bid date.
b) Safety lighting luminaires, at N/A per luminaire, per month, .
for a total of N/A. per month as of the bid date.
c) Total per month (a and b) above N/A .
d) Total per hour labor for extraordinary maintenance, as of the bid date (Please .
see schedule A & B attached) .
Signed C•C.��G,ec,4 '- C �' �ry? w�� l,�
Signal Maintenance, Inc ..
2720 E. Regal Park Drive
Anaheim, Ca. 92806
Date February 3, 1981
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"Schedule A"
PROPOSED LABOR RATE SCHEDULE
CITY OF ROSEMEAD FY 1995-96
Hourly rate Hourly rate
Desrrip ion Straight time Overtime
Operations Superintendent $38.27 $56.58
Engineering Technician 33.00 49.50
Lead Man 29.90
44.84
Technician - Field 29.07
43.61
Technician - Lab 29.29
43.93
Traffic Signalman 29.07 43.61
Signalman Apprentice 27.10
40.67
Laborer 25.14
37.72