HomeMy WebLinkAbout4.13 AlamedaCtyPublicWksAgmt
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CITY CL~K
File # D~~[Q]-~5J
AGENDA STATEMENT
CITY COUNCIL MEETING DATE: June 16,1998
SUBJECT:
Review of Services and Proposed New Agreement with Alameda
County Public Works for Traffic Signal Maintenance, Streetlighting
Maintenance, Real Estate Services, and Crossing Guard Services
Report .Prepared by: Lee S. Thompson, Public Works Director
EXHfBITS ATTACHED:
1)
2)
3)
Resolution and Proposed New Agreement
Comparison of Costs and Services with Other Agencies
Details of Cost and Service Information
RECOMMENDATIO~~ 1)
2)
Review Services Provided by Alameda County
Adopt Resolution Approving New Five-Year Agreement
FINANCIAL STATEMENT:
are as follows:
The estimated cost of services for Fiscal Years 1997-98 and 1998-99
1997 -98 Estimate
1998-99 Proposed Budget
Traffic Signal Maintenance:
Streetlighting Maintenance:
$43,000
$28,000
$60,000
$33,000
A small portion ofthe projected increase for FY 1998-99 is due to an expected cost ofliving increase for
County Staffwhich is estimated not to exceed 5%; the major portion ofthe increase is due to anticipated
increases in the number of signalized intersections and streetlights associated with new development. The
costs of these services are paid from the City's Operating Budget. The cost of traffic signal maintenance
is paid by gas tax funds, and the cost of streetlighting maintenance is paid by the Street Light Maintenance
Assessment District.
The cost of construction inspection services performed on new traffic signals and streetlights is paid by
developers or from the budget for the Capital Improvement Project under which the new facilities are
constructed.
The cost of Real Estate Services is paid at the hourly rate, plus overhead, for the personnel perfonning
these services. These services are typically performed in conjunction with a Capital Improvement Project,
and the cost of services is included in the project budget.
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COPIES TO: Tom Hinderlie, Erik Dayton (Alameda County)
ITEM NO.~7
c:\conrracts\signals\cntyagst\
The agreement has included crossing guard services since the City was incorporated; however, the use of
County personnel as crossing guards was discontinued in 1993. The agreement section pertaining to
crossing guards was retained in the event that this service might be needed at a later date.
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DESCRIPTION: The City has contracted with Alameda County for traffic signal maintenance
services since incorporation. In 1994-95, the City added streetlighting maintenance to the contract, initially
for the 400 lights that were already owned by the City, and then for the lights that were acquired :from
PG&E in 1996. Real Estate Services have been provided on an as-needed basis for a number of years, but
were. officially added to the contract in 1996. The proposed agreement is essentially the same as the
current agreement. Two changes have been made in Exhibit "A," the scope of work for signal
maintenance.
1) Under the proposed schedule, the "A" check or patrol is still provided weekly. This service
consists of driving through the intersections for the purpose of observing burned out bulbs, signal head
alignment, or cycling errors. The former "B" check, which was a monthly visual inspection of electronic
components in the cabinet, has been eliminated. The former quarterly "e" check, which consists of
inspecting the electronic components, cleaning the cabinet, and walking the intersection to observe the
condition ofthe equipment, has been upgraded to bimontWy. The technicians feel that the new, more
sophisticated safety monitors that were installed a few years ago preclude the need for the montWy check.
The annual relamp will continue to be performed; however, this will consist ofrelamping green indications
annually and yellow indications every other year. The red LED modules do not need to be relamped.
2) The list of intersections has been expanded to include those intersections which have been added
recently or will be added in the ne:>..1 year. This section may be amended in the future as more traffic signal.
are constructed; the County is agreeable to maintaining any and all new intersections as they are built.
As part of the review of services, Staff compared the County's service with utilization of both in-house
staff and a private contractor. Details ofthe information received are attached as Exhibit 3. The County's
cost of services for traffic signal and streetlight maintenance is equal to or less than the cost of alternatives
explored. The County's work has been outstanding in performance of maintenance activities as well as
emergency response. The County's staffhas experienced a very low turnover rate, and Dublin has never
experienced a lawsuit related to traffic signal maintenance.
The liability and public service exposure associated with traffic signals is significant, and it is important to
ensure that the signals continue to function correctly, with a minimal response time in the event of a
malfunction. The service level provided by the County has been commensurate with or at a higher level
than that of other agencies. Response time for requested signal repairs or emergencies varies depending on
the severity of the problem; however, the response is nearly always the same day for burned out bulbs
(unless called very late in the day), and within an hour or two for emergencies (including after hours and
weekend responses).
There is also a liability factor associated with streetlighting, and the public has a great interest in keeping
lights in working order. Staff receives requests each week for neighborhood streetlight outages. There is
currently a City/County guideline that streetlights will be repaired within five working days of being
reported out, unless the problem is of an extraordinary nature or requires a connection repair by PG&E. .--
While an effort is made to consolidate streetlight repairs so that several can be repaired on the same day to
reduce the per-light cost, this is not done at the expense of the service level. In nearly all cases, streetlights
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are repaired well within the five working day guideline, and Staff has received a number of "thank-yo us"
from residents for quick service.
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Alameda County's Real Estate Department possesses a certification which allows their personnel to
perform appraisals and acquire property for projects that are funded by State or Federal funds. This
includes ISTEA monies, which fund portions of many ofthe City's larger Capital Improvement Projects.
An example ofthe Dublin Boulevard Widening project, for which the County conducted the right-of-way
appraisals, negotiations, and purchases. Staffhas not been aware of any private consulting or appraisal
firms which have this certification. For the upcoming fiscal year, Staff intends to use the County's Real
Estate Department to acquire property needed for the widening of Dublin Boulevard east of Dougherty
Road in the area just westerly of Scarlett Drive. The cost of this service is included in the budget for this
Capital Improvement Project.
On the basis of both cost effectiveness and quality of performance, Staff recommends that the City Council
adopt the resolution approving a new five-year agreement with Alameda County for traffic signal and
streetlighting maintenance, crossing guards (not funded at this time) and real estate services.
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RESOLUTJON NO. - 98
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A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
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APPROVING NEW AGREEMENT FOR TRAFFIC SIGNAL MAINTENANCE
STREETLIGHTING MAINTENANCE, REAL ESTATE SERVICES, AND CROSSING GUARD
SERVICES WITH COUNIT OF ALAMEDA
WHEREAS, the City Council ofthe City of Dublin approved' an agreement for traffic signal
maintenance and crossing guard services with Alameda County on June 30, 1993, which Agreement was
amended in 1996 to add streetlighting maintenance and real estate services; and
WHEREAS, the City of Dublin and Alameda County have agreed that renewal of the contract
benefits both the City and the County; and
\:vHEREAS, the Scope of Work to be provided be Alameda County is described in the agreement;
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NOW, TIffiREFORE, BE IT RESOLVED that the City Council ofthe City of Dublin does hereby
approve the agreement with Alameda County for Traffic Signal Maintenance, Streetlighting Maintenance,
Real Estate Services, and Crossing Guard Services which is attached hereto as "Exhibit A"
BE IT FURTHER RESOLVED that the Mayor is authorized to execute the agreement.
PASSED, APPROVED AND ADOPTED this 16th day ofJune, 1998.
AYES:
NOES:
ABSENT:
ABSTAIN:
Mayor
ATTEST:
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City Clerk
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EXHIBIT "A" OF RESOLUTION -98
AGREEMENT BETWEEN CITY OF DUBLIN
AND COUNTY OF ALAMEDA PUBLIC '''ORKS AGENCY
FOR TRAFFIC SIGNAL AND STREETLIGHTING MAlNTENANCE,
REAL ESTATE SERVICES, AND CROSSING GUARD SERVICES
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THIS AGREEMENT, made and entered into this 1st day of July, 1998, by and between the COUNTY
OF ALAMEDA PUBLIC WORKS AGENCY, hereinafter referred to as "COUNTY," and the CITY ~F
DUBLIN, hereinafter referred to as "CITY."
RECITALS:
a) CITY is desirous of contracting with COUNTY for the performance of Traffic Signal and
Streetlighting Maintenance, Real Estate Services, and Crossing Guard Services by COUNTY.
b)
set forth.
COUNTY is agreeable to rendering such services on the terms and conditions hereinafter
c)
Such contracts are authorized by Section 51300, et. seq., of the Government Code.
THEREFORE, THE PARTIES HERETO AGREE AS FOLLOWS:
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L SERVICES TO BE PROVIDED
a) COUNTY agrees to provide Traffic Signal and Streetlighting Maintenance, Real Estate
Services, and Crossing Guard Services within the corporate limits ofthe CITY to the extent and in the
manner hereinafter set forth. Such services shall only encompass duties and functions of the type coming
within the jurisdiction of and customarily rendered by the COUNTY Public Works Agency. Services to
be provided and the locations of said services are appended to this agreement as Traffic Signal
Maintenance Services, Exhibit A, Crossing Guard Services Exhibit B, Streetlight Maintenance, Exhibit C,
and Real Estate Services, Exhibit D, and incorporated by reference.
The rendition of such services, the standard of performance and other matters incidental to
the performance of such services, and the control of personnel so employed shall remain within the
control of COUNTY unless otherwise described in this agreement. In the event of dispute between the
parties as to the extent of the duties and functions to be rendered hereunder or the level and manner of
performance of such service, COUNTY's determination thereof shall be final and conclusive as between
the parties hereto.
b) CITY shall have the ability to eliminate services described in Exhibits A, B, C, and D in
accordance with Section ill of this agreement. CITY shall have the ability, on an annual basis, to modify
Exhibits A, B, C, and D, provided that to the County Deputy Director, Maintenance and Operations, or .
his/her designee, said modification(s) will not be detrimental to the provision of such services.
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c) To facilitate the performance of said functions, it is hereby agreed that COUNTY shall
have full cooperation and assistance from CITY, its officers, agents, and employees, who shall remain
CITY employees for the purpose ofthis agreement.
d) For the purposes of performing said functions, COUNTY shall furnish and supply all
necessary labor, supervision, machinery, equipment, and supplies necessary to maintain the level of
service to be rendered hereunder.
e) No extraordinary function or service shall be performed pursuant to this agreement by any
COUNTY officer or department unless such function or service has been requested in writing by CITY
and authorized by the Public Works Director of CITY or hislher designee. CITY shall submit a written
service request to the Deputy Director, Maintenance and Operations of COUNTY, or his/her designee,
specifying those function and services to be performed by COUNTY. In an emergency situation, services
may be requested by CITY and provided by COUNTY pursuant to verbal agreement between the Public
Works Director of CITY or his/her designee and the Deputy Director, Maintenance and Operations of
COUNTY, or his/her designee. All functions and services provided by COUNTY to CITY shall be
performed at the times and under circumstances which do not interfere with the performance of regular
COUNTY operations except for CITY emergencies.
f) CITY and COUNTY shall mutually agree on any workload data to be maintained by
COUNTY for CITY. COUNTY may provide CITY with supplemental workload or cost data requested
by CITY subject to availability of information and staff time. CITY will pay COUNTY for the full cost
of staff time including overhead required to provide CITY with supplemental information.
g) To assist COUNTY in performance of its duties hereunder and to safeguard CITY's
streets, it is agreed that CITY shall enact and maintain during the duration of this agreement an ordinance
similar to Chapter 1, Title 5 ofthe Alameda County Ordinance Code (encroachment ordinance). This
agreement shall sooner tenninate at any time CITY fails to maintain said ordinance.
II. PREPARATION OFPLANSIUSE OF PRIVATE CONTRACTOR
a) If, pursuant to this agreement, COUNTY prepares plans at the written request of CITY,
for any project to be constructed by a private contractor, CITY shall have the option of either becoming a
part of a COUNTY overall contract for such services, should one be available for advertising on a timely
basis, or of entering into a separate contract with such private contractor.
b) CITY shall be provided with an opportunity to review said plans prior to their release. If
CITY elects to join in a COUNTY overall contract, CITY work shall be bid as an alternate, which CITY
shall have the right to reject after bids are received.
c) In either case, all plans, profiles, and the specifications therefor, together with the terms of
the contract and the accompanying bonds, when prepared by COUNTY, shall be submitted to CITY
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Public Works Director. Ifinspections necessary to ascertain the compliance by the contractor \\~th the
plans, profiles, and specifications are made by COUNTY, a report thereon shall be submitted to CITY. It .
shall be COUNTY's responsibility to ultimately determine the adequacy of such performance and to
finally certify the work as completed.
ill. TERMINA TION OF SERVICES
CITY or COUNTY may terminate those services provided by COUNTY to CITY at any time
during the term ofthe contract upon providing the other party with ninety (90) days' advance 'Written
notice unless a shorter time frame is agreed to in 'Writing by the parties. Such notice shall be delivered by
certified mail. Upon termination, COUNTY shall provide CITY with all pertinent records.
IV. LIABILITY
a) All persons employed by COUNTY in the performance of the services and functions for
CITY pursuant to this agreement shall be and shall remain COUNTY employees. No person employed
hereunder shall have any CITY pension, civil service, or other status or right.
b) CITY shall not be called upon to assume any liability for the direct payment of any salary,
wages, or other compensation to any COUNTY personnel performing services hereunder for CITY, or
any liability other than that expressly provided for in this agreement.
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CITY shall not be liable for compensation or indenmity to any COUNTY employee for
any injury or sickness arising out ofhislher employment.
c) CITY shall assume liability and shall pay cost of defense and hold the COUNTY harmless
from loss, costs, or expenses to the extent caused by the negligent or wrongful act or omission of CITY
officers, agents, and employees occurring in the performance of this agreement. In addition, when
liability arises pursuant to Section 830, et. seq., ofthe Government Code, by reason ofa dangerous
condition of public property of the CITY, CITY shall assume liability and pay cost of defense and hold
the COUNTY harmless :from loss, costs, or expenses caused by the negligent or wrongful act or omission
of CITY officers, agents, and employees arising in the performance ofthis agreement.
d) COUNTY will assume liability and pay cost of defense and hold the CITY harmless from
loss, costs, or expenses to the e>...'tent caused by negligent or wrongful act or omission by COUNTY
officers, agents, and employees occurring in the performance ofthis agreement. In addition, when
liability arises pursuant to Section 830, et. seq., of the Government Code, by reason ofa dangerous
condition ofthe public property ofthe COUNTY, the COUNTY shall assume liability and pay cost of
defense and hold the CITY harmless from loss, costs, or expenses caused by the negligent or wrongful
act or omission of COUNTY officers, agents, and employees arising in the performance of this
agreement.
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. V.
That insurance agreement between CITY and COUNTY entitled "Addendum to Service Agreements
Between County of Alameda and City of Dublin and Insurance Agreement" which is in effect during the
term of this agreement shall apply hereto and is fully incorporated herein by reference.
IN SURA.NCE
VI. COST AND BILLING PROCEDURES
a) CITY shaH pay COUNTY the actual cost to the COUNTY in perfonning services
hereunder. "Actual cost" shall be the County's direct and indirect costs of providing the services specified
in the Exhibits attached to this agreement. "Actual costs" shaH not include general overhead costs as
defined in and determined by the Board of Supervisors pursuant to Government Code Section 51350.
b) COUNTY shall keep reasonably itemized and detailed work or job records covering the
cost of all services performed, including salary, wages, and other compensation oflabor; supervision and
planning, plus overhead, the reasonable rental value of all COUNTY owned machinery equipment, rental
paid for all rented machinery or equipment, together with the cost of an operator thereof when furnished
with said machinery and supplies furnished by COUNTY, reasonable handling charges, and all additional
items of expense incidental to the performance of such function or service.
c) On or before March 1st of each year, COUNTY shall provide CITY with projections for
service cost during the upcoming fiscal year. CITY shall advise COUNTY of any program changes for
the forthcoming fiscal year.
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d) COUNTY shall bill CITY for services monthly. CITY shall pay COUNTY within thirty
(30) days from the date of billing. If such payment is not received by COUNTY at the office which is
described on said billing within thirty (30) days after the date of delivery of said billing, COUNTY is
entitled to recover interest thereon. Said interest shall be at the rate of one (1) percent simple interest per
calendar month or any portion thereof calculated from the date of delivery of said billing.
e) Notwithstanding anything hereinabove to the contrary, COUNTY may bill CITY for the
entire cost of any specific project at the completion thereof, and such cost will be paid within a reasonable
time thereafter. The words "specific project" as used herein shall include, but shall not be limited to, all
construction, reconstruction, relocation, and other similar capital signal projects.
f) If, at the termination ofthis agreement, COUNTY has on hand any unexpended and
unencumbered portion of any funds from any source allocated or apportioned to CITY, which is in excess
of any obligation of CITY to COU1\1TY for the performance of such functions by COUNTY, any such
exceSS shall thereupon be paid to CITY by COUNTY, in the same manner and for the same purposes as
other like funds are paid to other cities in the COUNTY.
vn. COMPLIANCE '''ITH APPLICABLE LAWS
. In perfonning the services to be provided pursuant to this agreement, COUNTY shall comply with all
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applicable State and Federal laws and regulations, including but not limited to laws and regulations
relating to discrimination and laws requiring injury and illness prevention programs.
Vlll. TERM
This agreement shall commence on July], ] 998, and shall continue in effect until June 30, 2003 unless
terminated according to the provisions of Section ID.
VI. MODIFICA nON
This agreement may be modified in writing by mutual agreement ofthe parties hereto at any time.
For CITY OF DUBLIN
Mayor
Attest:
Approved as to form:
City Clerk
City Attorney
For COUNTY OF ALAMEDA
Chairperson, Board of Supervisors
Approved as to form:
County Counsel
] hereby certify under penalty of perjury that the Chairperson of the Board of Supervisors has been duly authorized to
execute this document on behalf of the County of Alameda by a majority vote of the Board on ; and
that a copy has been delivered to the Chairperson as provided by Government Code Section 25103.
Dated:
Darlene Bloom-Richards
Clerk, Board ofSupen'isors
County of Alameda, State afCalifornia
a: Isignalsiagrement
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EXHIBIT "A"
TRAFFIC SIGNAL MAINTENANCE SERVICES
1. The COUNTY Public Works Agency shall construct, reconstruct, operate, maintain and repair all
traffic signals within CITY with the same power with reference thereto as if said traffic signals were in
the unincorporated area of COUNTY; the City Council of CITY exercising the same authority with
reference to said work on said streets as the Board of Supervisors would exercise if said traffic signals
were in the unincorporated territory of COUNTY.
2. Nothing herein contained shall be construed as in any way divesting CITY of any of its powers
with respect to supervision, management, and control of traffic signals within its boundaries.
3. COUNTY shall provide for the maintenance of certain approved traffic signal systems at
intersections (as defined in Section 364 of the V ehicle Code) which are under the jurisdiction of CITY
and to arrange herein for the particular maintenance functions to be performed and to specify the cost of
such maintenance as follows:
1. Services
A. COUNTY will furnish and perform all routine maintenance and inspection services
necessary to keep the facilities covered by the terms ofthis Agreement in satisfactory working condition.
A general guideline for said services is included in this Exhibit. Such services shall include the following:
patrolling, emergency service, relamping, necessary minor repairs and adjustments, replacement of
controller, equipment, detectors, poles, heads, and lamps. Installation of additional facilities is not a
routine maintenance function under provisions of this paragraph.
B. COUNTY shall perform all extraordinary maintenance services which shall include
replacement and/or addition of major equipment due to obsolescense, wear, or inadequacy and repair due
to e>>.'tensive damage from any cause.
C. COUNTY shall perform all necessary vandalism and collision repairs.
D. At CITY's written direction, COUNTY shall perform new construction inspection services
for traffic signal installations and provide reports of any deficiencies, irregularities, or deviations from
CITY's approved plans and specifications.
2. Costs and Repairs
A. Labor, equipment, and material costs for routine maintenance, including relamping, shall
be assessed directly against the installation involved. Such costs shall be the actual costs for labor, parts,
and equipment used and/or actually expended in each particular instance.
B.
Extraordinary maintenance costs and costs for vandalism and collision repair shall be
assessed directly against the installations involved. Such costs shall be the actual costs of labor, parts, .
and equipment used and/or actually expended in each particular instance. In order to insure budget
control, the Deputy Director - Maintenance and Operations shall approve all extraordinary repairs prior
to the beginning of work and, except for emergency situations, shall consult with CITY before
proceeding.
3. Installations Covered
The number and location of all signal installations covered by the terms of this agreement are as
follows:
1. Amador Valley BoulevardlRegional Street
2. Amador Valley Boulevard/Donohue Drive
3. Amador V alley Boulevard/Amador Plaza Road
4. Amador Valley BoulevardNillage Parkway
5. Amador Valley Boulevard/Stagecoach Road
6. Amador Valley Boulevard/Dougherty Road
7. Dublin BoulevardlDougherty Road
8. Dublin BoulevardlDublin Court
9. Dublin Boulevard/Sierra Court
10. Dublin Boulevard/Clark Avenue
11. Dublin BoulevardNillage Parkway
12. Dublin Boulevard/Amador Plaza Road
13. Dublin Boulevard/Golden Gate Drive
14. Dublin BoulevardlRegional Street
15. San Ramon Road/Dublin Boulevard
16. San Ramon Road/Amador Valley Boulevard
17. San Ramon Road/Silvergate Drive
18. San Ramon Road/Shannon Avenue
19. San Ramon RoadN omac Road
20. Village Parl"WaylLewis Avenue
21. Dougherty Road/Sierra Lane
22. Dublin Boulevard and DeMarcus Blvd.
23. Dublin Boulevard and Iron Horse Parkway
24. Dublin Boulevard and Hacienda Drive
25. Dublin Boulevard and Hibernia Drive
26. Dublin Boulevard and Myrtle Drive
27. Dublin Boulevard and Tassajara Road
The following intersections to become effective upon completion of construction:
28. Dublin Boulevard and Hansen Drive
29. Dougherty Road and Scarlett Drive
30. Hacienda Drive and Summerglen Drive
3 1. Hacienda Drive and Mall Entrance 3 (street name to be determined)
32. Gleason Drive and Arnold Road
33. Hacienda Drive and Central Parkway
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At CITY's option, the above locations may be amended to adjust the number and/or location of signal
installations to be so covered. Said changes shall be in the form of a written notice from CITY Public
Works Director or his/her designee.
4. Maintenance Guidelines
COUNTY shall make every reasonable effort to maintain CITY's traffic signals in accordance with the
listed guidelines. The maintenance schedule may vary due to lack of personnel or other unforeseen
circumstances: Timing and programming functions shall be CITY's responsibility.
WEEKLY SERVICE
1. Patrol system check (vandalism).
2. Alignment of traffic and pedestrian heads.
3 . Check cycling of system.
BI-MONTHL Y SERVICE
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1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
Check cycling.
Visual check of controller for extension, detection, and normal operation.
Check cabinet ventilation fan for thermal control and operation.
Check all vehicle detector units for tuning and operation.
Check operation and adjustment of all external relays.
Check all vehicle and pedestrian heads for operation and alignment.
Check all pedestrian buttons and pedestrian instruction signs.
Vacuum cabinet and check air filter.
Check for presence of all prints and maintenance record card.
Check cabinet fan for thermal control and operation.
ANNUAL RELAMP
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EXHIBIT "B"
CROSSING GUARD SERVICES
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1. General
COUNTY shall provide adult Crossing Guards for the conduct of school age children across
designated intersections and/or thoroug!1fares on their passage to and from school.
2. Scope
The scope of services provided shall include COUNTY's cost of: recruitment; trammg;
supervision; employee salaries; benefits, taxes and supplies; and other associated responsibilities
of having COUNTY personnel provide services pursuant to this agreement.
3. Desismation ofTimeslDates of Service
CITY Public Works Director shall coordinate with Dublin Unified School District for the
provision to COUNT~ on an annual basis, a school calendar. Said calendar shall designate school
holidays for elementary school students as well as school days. Prior to the beginning of the
school year, COUNTY shall submit to CITY for its approval the proposed regular schedule for
Crossing Guards at each location.
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4.
Costs
Costs shall be billed in accordance with this agreement at an hourly rate which is all-inclusive.
This shall include, but not be limited to, direct costs, overhead, supervision, etc. By March 1st of
each year, COUNTY shall provide CITY with the estimated cost of service for the upcoming
Fiscal Year.
5. Location of Crossing Guards
Crossing guards shall be provided at the following locations: (none at this time)
6. Adjustment of Crossing Guard Locations
At CITY's option, the listed locations may be amended to adjust the number and/or locations of
the intersections to be so covered. Said changes shall be in the form of a written notice from
CITY Public Works Director or his/her designee.
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EXHIBIT "C"
STREET LIGHTING MAINTENANCE
1.
This exhibit shall pertain to all street lights and street lighting facilities which are owned by the
City of Dublin.
2.
S~reet lighting repair and maintenance shall be conducted on an on-call b~is as requested by City.
Service to be performed may include, but is not limited to, replacement of bulbs, photoelectric
controls, lenses, fuses, ballasts, luminaires, breakers, wiring, and other components. City may
request service on an emergency basis if a hazard is perceived to exist.
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Replacement of street light knockdowns (collision repair) shall be performed by County, either by
County personnel or by contract, as mutually agreed upon by City's Director of Public Works and
County1s Deputy Director of Maintenance and Operations.
4.
County agrees to stock replacement parts as needed.
5.
County shall perform construction inspection of new street lighting systems upon City's written
request.
6.
Billing for street lighting repairs and maintenance may be included with the monthly billing for
traffic signal maintenance but must be identified as a separate item or account. The billing need
not reflect specific street light locations.
EXHIBIT "D"
REAL ESTATE SERVICES
1. County agrees to perform real estate services upon written request of City. Services may include
appraisals and/or acquisition and relocation services.
2. Billing for real estate services may be included with the monthly billing for traffic signal and street
lighting maintenance but must be identified as a separate item or account. Real estate service billing shall
be charged to the "general" account number 74100 and not charged to a specific intersection or location.
3. If a contract appraiser is to be utilized, City reserves the right to review qualifications and approve
the proposed contractor. Billing for a contract appraiser shall be accompanied by a copy of the contract
appraiser's invoice to County.
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DETAIL OF COST / SERVICE COMPARISONS
The following information is provided as a supplement to the information contained in the Staff report and
the chart, Exhibit 2.
In-House Personnel
Staff does not recommend that the City hire its own maintenance technician at this time for the following
reasons: (1) The City does not have sufficient signal facilities to justify the personnel cost. Typically, two
technicians would need to be hired or a bad..'Up contract would be needed for vacation and illness coverage
and to assist with work that requires more than one person, such as a knockdown replacement. (2) A
significant capital expenditure would be needed to provide the vehic1e(s) and equipment to perform the
work. For example, the minimum cost for a standard bucket truck is approximately $50,000. Similar to
the situation with the technician, a second truck or rental equipment would be needed at least as backup.
In addition, the current Corporation Yard is not adequate to store the equipment and supplies needed for
this function.
It is also not cost-effective to utilize the same level of personnel to perform both signal maintenance and
streetlight maintenance. A traffic signal technician is required to have a high level of electronics skill and
knowledge, as well as the ability to perform a variety of plumbing and wiring repairs. While a
streetlighting technician is required to have some electronics skill, streetlighting maintenance consists
primarily of troubleshooting and component replacement. There would also a supervisory expense to
review performance and deal with other personnel issues.
.
The Cities of San Ramon and Livermore provided information as to the cost of in-house staff. San
Ramon's budgeted cost per intersection is approximately $10,000, which seems excessive. This represents
administrative costs and a relatively high level of maintenance and repair service, including painting poles at
10 intersections per year. San Ramon does not own its streetlights. The City of Livermore utilizes the
same crew for both signal and streetlighting maintenance, and a cost breakdown was not available between
the two. Livermore's level of service is not as high as San Ramon's, and their major repairs are contracted
out.
Private Contract Service - Traffic Si2"nals
Peek Traffic Systems (formerly Signal Maintenance, Inc.), performs signal maintenance for a number of
jurisdictions, including the City of Hayward, City of Pleasant on, City of Fremont, and the City of Windsor
as a subcontract to MCE Corporation. As noted in Exhibit 2, the per-intersection-per-month rates for
maintenance vary :from city to city, depending on level of service, number of intersections, and the length
of time the contract has been in effect. While the cost per intersection for "standard maintenance" appears
low (from $68 to $130 per month), the service provided is typically only observation and replacement of
light bulbs. lul call outs and repairs (even those made during regular intersection checks) are charged as
time and materials on a quoted hourly rate (labor plus vehicle) and material markup. As indicated in
Exhibit 2, the actual annual cost per intersection varies from city to city and can be considerably higher
than the "maintenance rate."
.
,;;'/~~~et ~
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Page.
..
The cost of regular maintenance only, including the cost of annual relamp, through Alameda County
averages about $] 00 per intersection per month. The average cost per intersection per year, including.
repairs and knockdowns, has averaged about $],750 over the last several years, except for Fiscal Year
1995-96 when $6,300 was expended to replace bad detector loops at the San Ramon RoadlSilvergate
Drive intersection. The rate for work performed is consistent, and every effort is made to combine regular
maintenance visits with repair calls or vice versa to avoid the cost of call outs.
The signal technicians perform construction inspection services on signals and streetlighting that is
constructed by private developers or as part of Capital Improvement Projects. The level of expertise
provided by the County helps to ensure that Dublin's future public facilities will be installed correctly and
will not be as likely to cause maintenance problems in the future.
It should be noted that while City Staff does spend time supervising the contract with the County from the
standpoint of activities taking place in relation to budget and service to the public, it has not been necessary
to supervise the work from a quality standpoint. This is primarily due to the experienced personnel and
Staff's ongoing knowledge of their work. It would be necessary to more closely supervise a private
contractor. In this respect, there would be additional Staff cost associated with use of a private contractor.
Private Contract Service - Streetliehtin2' Maintenance
There are two fairly large streetlight maintenance contractors, and some of the electrical construction
contractors have expressed an interest in getting into the business. Based simply on the per-light-per-
month price for fixture maintenance, the contract streetlighting maintenance prices appear very low, with .
Pleasanton paying $1.11 per light per month (5,000+ lights) and Fremont paying $0.87 per light per month
(15,000 lights). This price does not include any extraordinary repairs such as underground wiring or
knockdown replacement, which are charged on a time and materials basis. Pleasanton estimates its total
annual expenditure for streetlight maintenance at $162,000, which means that the actual cost per light per
month is well over $2.00. Fremont's streetlighting maintenance budget is $242,000 per year; the average
actual cost per light per month including repairs and knockdowns is about $1.34.
Dublin's cost through Alameda County is averaging about $1.06 per light per month for fb...'ture
maintenance and about $1.30 including repairs and knockdowns. It is assumed that there is an "economy
of scale" associated with contracting out and that Dublin would not be able to achieve the same contract
rate through a private contractor as Fremont does.
.
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