CITY COUNCIL REGULAR MEETING AGENDA PACKET 4-21-26

Page 1 of 3 Item #14 CITY COUNCIL AGENDA REPORT April 21, 2026 Public Works - Operations Division TITLE: AUTHORIZE THE CITY MANAGER TO ENTER INTO A MAINTENANCE AND TRADE SERVICES AGREEMENT WITH ADVANCED LIGHTING SERVICES, INC. FOR LIGHT POLE TESTING AND REPLACEMENT SERVICES, IN A TOTAL NOT-TO-EXCEED AMOUNT OF $2,175,000 FOR THE REMAINDER OF FISCAL YEAR (FY) 2025/26 THROUGH FY 2028/29, WITH THE OPTION FOR TWO ADDITIONAL ONE-YEAR EXTENSIONS SUMMARY The City of Pleasanton maintains approximately 12,996 streetlights, parking lots, and pathway light poles throughout the community. These assets support public safety, traffic operations, pedestrian visibility, and overall infrastructure reliability. The City also partners with the Hacienda Business Park Owners Association through a City Council-approved Special Maintenance District program. Under this program, the City may procure materials through existing City contracts, with full reimbursement provided by Hacienda. This collaboration supports efficient, cost-effective maintenance within the Hacienda Business Park area. To proactively address aging light pole infrastructure and reduce the risk of failures, staff conducted a competitive procurement for streetlight pole testing, structural assessments, and replacement services. In February 2026, the City issued Request for Bids (RFB) No. PWD 26.402 seeking qualified contractors to perform ultrasonic testing, documentation, and GIS integration, condition assessment reporting, and replacement of deteriorated or structurally deficient light poles. Advanced Lighting Services, Inc., was determined to be the lowest responsive and responsible bidder. Staff recommends approval of an agreement for services for the remainder of fiscal year (FY) 2025/26 and a subsequent three-year term for FY 2026/27 through FY 2028/29, in a total not to exceed $2,175,000, with the option for two additional one-year extensions up to five years, subject to satisfactory performance and budget appropriation. This program supports proactive infrastructure management, improves public safety, and enables timely response to emergency light pole failures and vehicle knockdowns. RECOMMENDATION 1. Authorize the City Manager to enter into a Maintenance and Trade Services Agreement with Advanced Lighting Services, Inc. for light pole testing and replacement services (RFB No. PWD 26.402) in a total not-to-exceed amount of $1,275,000 for the remainder of FY 2025/26 through FY 2028/29. 2. Authorize the City Manager to exercise up to two (2) additional one-year extensions up Page 262 of 846