ST. FRANCIS ELECTRIC (#2025586) - Laserfiche WebLink

Page 1 of 3 Item #6 CITY COUNCIL AGENDA REPORT May 20, 2025 Community Development TITLE: REVIEW PROPOSALS AND AWARD A MAINTENANCE SERVICES AGREEMENT TO ST. FRANCIS ELECTRIC FOR TRAFFIC SIGNAL MAINTENANCE AND EMERGENCY REPAIR SERVICES FOR A NOT-TO- EXCEED ANNUAL AMOUNT OF $1,000,000, FOR AN INITIAL TWO-YEAR TERM THROUGH JUNE 30, 2027, WITH A TOTAL NOT-TO-EXCEED AMOUNT OF 5,000,000 OVER THE ALLOWABLE FIVE-YEAR TERM OF THE AGREEMENT SUMMARY The City operates 124 traffic signals within Pleasanton. Routine maintenance of these signals is performed by an outside contractor, as is replacement of aging equipment and emergency repairs. Staff solicited proposals for a traffic signal maintenance, equipment replacement and emergency repair contract and received five submissions, with St. Francis Electric submitting the lowest qualified proposal with costs for component replacement and emergency repairs in line with industry standards. RECOMMENDATION 1. Review the proposals and award the traffic signal maintenance agreement to St. Francis Electric for an annual not-to-exceed contract amount of $1,000,000 through June 30, 2027. 2. Authorize the City Manager to enter into the maintenance services contract. 3. Authorize the Director of Community Development to review and approve future contract extensions per the provisions of the contract. BACKGROUND Traffic signals are a critical safety component of the City's infrastructure; the City operates 124 traffic signals. On average, Pleasanton experiences less than two hours a month with a signal not in full operation (in flash). This equates to 90,000 hours per month when signals are fully operational, with fewer than two hours in flash (99.997% of the time signals are in full operation). This is due in large part to the preventative maintenance and replacement plan contract that allows signals to be maintained in good operating condition. The Traffic Signal Maintenance contract contains three separate components: routine maintenance, replacement of aging components, and emergency repair. The City annually budgets for routine maintenance at approximately $275,000 per year, and replacement of aging components at $450,000 per year, for an annual total of $725,000. Emergency repair costs fluctuate based on the number of incidents (pole knockdowns, etc.) and are additive to this amount. In spring 2021, the City entered into a two-year contract with St. Francis Electric for maintenance of the City’s traffic signals. On completion of the initial two-year term, two one- year extensions were allowed by the contract and were issued at the mutual agreement of the Page 82 of 682 Docusign Envelope ID: 3B82A602-152E-44CD-836A-6603E8712601