PURPOSE:

The purpose of this report is to request City Council approval of an agreement to continue providing traffic-related electrical devices maintenance to the City of Glendale for a period of one year with the option of a one-year extension under a new agreement to begin October 1, 2003.

BACKGROUND:

In 1991, the Cities of Burbank, Glendale, Pasadena and La-Canada-Flintridge investigated the possibilities of making more efficient use of their resources.   Burbank and Glendale both decided that they could increase the level of service and efficiency by jointly maintaining their traffic signals to reduce the overhead costs of personnel and equipment.

The City of Burbank has provided traffic signal maintenance for the City of Glendale since February 1, 1993, in accordance with a seven year agreement approved by the City Councils of Burbank and Glendale on October 27, 1992, by Resolution No. 23,758.     This agreement expired on September 30, 2000, and on September 5, 2000, by Resolution 25,833, City Council approved a new three year agreement.   

The existing agreement provides for ordinary and extraordinary maintenance of 205 Glendale traffic signals, 6 flashing beacons and related communication equipment.  The City of Burbank also maintains Glendale�s flashing beacons, safety lighting above the traffic signals, and tests and repairs traffic signal equipment in the signal lab.  This agreement is set to expire on September 30, 2003. 

ANALYSIS:

The Traffic Staff from the Cities of Burbank and Glendale recently evaluated the benefits of renewing their maintenance agreement and determined that the current level of enhanced service and efficiency outweighs the advantages of hiring a private company. Both cities will retain the benefit of flexible shifts in manpower when an emergency or major repair requires more personnel than is normally assigned.  At the same time, each city will maintain a high level of traffic-related electrical device maintenance service and share in the latest advances and techniques. This is especially important as the cities of Burbank and Glendale finalize construction plans to install Intelligent Transportation Systems and to connect Traffic Management Centers in both communities by fiber-optic communications cable.

The proposed agreement has a contract term of one year, with the option of one additional one-year extension upon mutual agreement of both Cities.  The Scope of Work has been revised to reflect changes to Glendale�s traffic signal equipment and maintenance needs over the last three years.  For example, the existing agreement began with 205 traffic signals and 6 flashing beacons, and fewer special services; however, subsequent agreement revisions added maintenance of in-roadway warning light systems, closed circuit televisions (CCTV) and trailblazer signs. The installation of Light Emitting Diodes (LEDs) and the reduction of traffic signal routine (preventive) maintenance from once every four months to once every six months made additional man-hours available for maintaining other traffic devices and providing special services.  Special services include the installation and removal of portable camera/recorders and driver feedback speed signs.  These services will be provided to Glendale at no additional charge up to a specified limit per device.    Additional charges will occur when they exceed the limit.

While most of the proposed terms are similar to the current agreement, there are several new and modified conditions.  The new agreement provides the following:

Burbank will:

     �        Perform routine (preventive) maintenance on in-roadway warning light systems, closed circuit television cameras, and

           trailblazer signs.

     �        Provide installation and removal of portable driver feedback speed signs and portable camera and recorders (limited

           number of installations allowed per unit, subsequent requests will require an additional fee).

     �        Decrease traffic signal routine (preventive) maintenance tasks, including battery backup systems, from once every four

           months to once every six months.

     �        Maintain the same level of field personnel and supervision, and increase clerical services to 10%.

Glendale will:

     �        Increase their annual payment to $504,000 ($42,000 a month) to reduce the balance due at fiscal year end.

FISCAL IMPACT:

The proposed agreement, as with the current agreement, establishes for the payment of all maintenance services provided by Burbank at actual cost plus 10% for administrative overhead.  No change in the Glendale or Burbank annual budget is expected as a result of the new agreement.  The City of Glendale has agreed to an initial annual payment of $504,000 ($42,000 per month) for ordinary traffic signal maintenance services.  Any remaining credit or debit balance for ordinary services will be credited or paid once annually at the end of fiscal year.  In addition, Burbank will invoice Glendale monthly for parts and materials of extraordinary services over $1,000 per occurrence and for all emergency/special services at actual cost plus 10%.

 RECOMMENDATION:

It is recommended that the City Council approve an agreement to continue providing traffic-related electrical devices maintenance to the City of Glendale for one year with the option of a one-year extension in accordance with a new agreement to begin October 1, 2003.

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