PURPOSE:

The purpose of this report is to request Council approval of an agreement to continue providing traffic-related electrical devices maintenance to the City of Glendale for a period of two years beginning October 1, 2005.

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.   Thus, Glendale chose to terminate its private contractor signal maintenance agreement and utilize Burbank personnel and services for signal maintenance.

The City of Burbank has provided traffic signal maintenance for the City of Glendale since February 1, 1993, beginning with an initial seven year agreement approved by the City Councils of Burbank and Glendale on October 27, 1992, by Resolution No. 23,758.   The maintenance agreement was renewed for an additional three year period on September 5, 2000, by Resolution 25,833 and continued for a two year period by Resolution 26,562 on September 30, 2003.

The proposed maintenance agreement provides for ordinary and extraordinary maintenance of 214 Glendale traffic signals, 6 flashing beacons, and 36 in-roadway warning light systems.  Our crews will also complete routine inspection services for 14 closed circuit television (CCTV) cameras, and 17 trailblazer signs, but full maintenance of these new devices is provided by the manufacturer.  The current two-year agreement expired on September 30, 2005. 

ANALYSIS:

The proposed agreement incorporates a number changes from previous contracts that reflects the changing maintenance needs and requirements of both communities.  The changes include the contract term, type of maintenance services, and maintenance manpower allocated to Glendale.

The two year contract term responds to Glendale�s desire to investigate the possibility of providing traffic system maintenance services using Glendale personnel. Although Glendale pays only for time and materials spent (plus 10% management) on their traffic devices, they have grown increasingly concerned about the cost of Burbank services.  The two year term assures Burbank personnel that our maintenance will continue for the systems in Glendale through any transition to maintenance by their personnel.  Glendale will explore costs and benefits of maintenance by their staff over the next year.  If the analysis is positive, Burbank will assist Glendale through the transition to their maintenance staff during the second year.  Regardless of the outcome of the maintenance study, Burbank and Glendale will continue to cooperate on joint traffic signal maintenance needs for many items and during emergencies.

Maintenance requirements of new technology are one element affecting the Glendale maintenance contract.  CCTV, changeable message signs, and fiber optic transmission systems have become a significant component of the total maintenance package of both cities.  Our staff is proficient in the routine maintenance and repair of these systems, but major maintenance must be outsourced to a vendor or other qualified source.  Burbank has chosen to inventory spare parts to accommodate most maintenance issues; while Glendale has indicated they wish to contract with a specialized maintenance firm to reduce inventory requirements.

Traffic signal system operation has become a significant issue in both communities.  Glendale has several operations staff devoted to traffic signal timing and coordination.  Burbank has historically undertaken the timing of signals and outsourced signal coordination efforts.  The recent installation of many signals with separate left turn signal phasing has significantly complicated the timing and coordination of our traffic signals.  Consequently, Burbank must devote more staff time to traffic signal operations.  The proposed contract deletes the 50 percent time allotment our Traffic Signal Manager has been spending on Glendale systems so that he can devote the necessary time to the operation of Burbank signals.  This also addresses Glendale�s request to reduce the total cost of the contract.

The proposed contract has a two year term.  Most of the proposed contract terms are similar to the previous agreement, but several new and modified conditions are included.  The new agreement provides the following changes:

Burbank staff will:

• Perform routine maintenance on in-roadway warning light systems, closed circuit television cameras, and trailblazer signs.  Major maintenance will be performed by others.

• Provide a limited number of operations with portable driver feedback speed signs and portable camera and recorders.

• Reduce the frequency of routine maintenance tasks of traffic signals and battery backup systems.

• Delete the involvement of the Traffic Signal Manager for Glendale maintenance services so that he can devote more time to Burbank signal timing and coordination.

Glendale will:

• Pay $42,000 per month for the maintenance services provided by Burbank, and actual costs of service plus a 10 percent administration overhead will be calculated and payment adjusted at fiscal year end.

• Study the costs and benefits of Glendale signal maintenance staff and develop a transition plan for next year, if Glendale decides to develop their maintenance system.

FISCAL IMPACT:

The proposed agreement establishes the payment of all maintenance services provided by Burbank at actual cost plus 10 percent for administrative overhead.  The deletion of maintenance involvement by the Traffic Signal Manager is expected to reduce income from Glendale by over $50,000 per year, but the exact amount will be more specifically determined at the end of the fiscal year.  Previously, Glendale paid for 50 percent of the labor, benefits and all related costs (i.e. uniform, pager, cell phone, vehicle rental, etc.) for the Traffic Signal Manager.  Throughout the remainder of this fiscal year, staff will identify processes and cost savings to minimize the impact on the Burbank traffic signal maintenance budget.

 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 these services will be credited or paid at the end of each 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 percent.

RECOMMENDATION:

Staff recommends that Council approve an agreement to continue providing traffic-related electrical devices maintenance to the City of Glendale for two years in accordance with the new agreement to begin October 1, 2005.

Attachment:  Glendale Traffic Signal Agreement

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