1/28/2015 Item #8D Page 1

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1 MEETING DATE: January 28, 2015 PREPARED BY: John Ugrob, Supervisor DEPT. DIRECTOR: DEPARTMENT: Public Works INTERIM CITY MANAGER: Glenn Pruim Larry Watt SUBJECT: STREETLIGHT MAINTENANCE AND REPAIR SERVICES CONTRACT RECOMMENDED ACTION: Council take the following actions: 1. Authorize the City Manager, or his designee, to approve expenditures associated with the streetlight maintenance and repair services contract with Clark Telecom & Electric, Inc. (CTE) through the current contract term, in an amount not to exceed $150, Authorize the City Manager, or his designee, to execute contract extensions with CTE for streetlight maintenance and repair services, and approve expenditures associated with the contract in an amount not to exceed $150,000 annually. STRATEGIC PLAN: This relates to the Transportation and Community Planning focus areas of the Strategic Plan. FISCAL CONSIDERATIONS: The original expenditures associated with the CTE contract were not anticipated to exceed $94,000 through the current contract term. This action will increase the authorized expenditures to $150,000 through the current contract term and to $150,000 for the remaining one year contract extension. The fiscal impact associated with the staff recommendation for the current contract term is included in the approved Encinitas Landscape and Lighting District budget. The amount associated with the contract extension will be included in the FY budget. BACKGROUND: The City is responsible for maintenance and repair of approximately 1,996 streetlights. Work has been historically performed by contractors providing all labor, tools, equipment, materials and supplies necessary to complete the work according to generally accepted industry practices and standards. On July 26, 2013, the City of Encinitas and CTE entered into a contract for Streetlight Maintenance and Repair Services (Attachment 1). Under the terms of the contract, the City 1/28/2015 Item #8D Page 1

2 may extend the agreement at its sole discretion, two additional times for one-year each. On July 19, 2014, the term of the contract was extended to July 26, 2015 (Attachment 2). ANALYSIS: The City Manager approved the original contract and the contract extension. At the time the contract extension was executed it was anticipated that the annual contract would be similar to the prior year s expense of $94,000. However, the actual expenditures are $58,000 or 23% greater than anticipated for the first half of the contract year. The increase in expenditures is in large part due to the increase in the number of Underground Service Alert calls. California Government Code Section 4216 requires utility mark outs for contractors prior to excavation. The number of calls fluctuates annually and there has been a notable increase over the last six months. Staff originally anticipated 80 calls ($3,600 annually). However, through the first half of the fiscal year, there have been approximately 360 calls ($18,000). Annualized, the actual expense is projected to be $32,400 greater than anticipated. In addition, streetlight knockdowns increased from $9,300 in the first half of FY to $12,800 for the first half of FY Based on the expenses incurred during the first half of the year it is anticipated that the annual expense will be approximately $150,000, including a 10% contingency. The contract is for as-needed services and the contractor is paid for work performed. The increased expenditure authorizations are not guaranteed to the contractor. ENVIRONMENTAL CONSIDERATIONS: Per Section (c) (3) and of the CEQA Guidelines, the proposed fiscal action does not involve any commitment to any specific project having a significant physical impact on the environment. Therefore, the action is not a project and not subject to CEQA. ATTACHMENTS: 1. Agreement for Streetlight Maintenance and Repair Services, dated July 26, Extension to the Contract Between the City of Encinitas and Clark Telecom & Electric, Inc., dated July 19, /28/2015 Item #8D Page 2

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