TO: ADAM PIRRIE, CITY MANAGER
FROM: JEREMY SWAN, COMMUNITY SERVICES DIRECTOR
DATE: JANUARY 23, 2024
Reviewed by:
City Manager: AP
SUBJECT:
Title
AUTHORIZATION TO AMEND THE EXISTING AGREEMENT WITH MAIN STREET SIGNS TO INCREASE COMPENSATION FOR TRAFFIC CONTROL AND REGULATORY SIGN SERVICES (FUNDING SOURCE: GENERAL FUND)
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SUMMARY
On November 23, 2021, the City Council awarded a contract to Main Street Signs for traffic control and regulatory sign services in the amount of $23,000 annually for three years. Main Street Signs provides street name signs, speed limit signs, stop signs, and the equipment necessary for installation. The Community Services Department orders the necessary signs and equipment, and signs are installed using in-house staff.
Staff anticipates that an additional $20,000 will be necessary for Main Street Signs to provide necessary signage through the end of the current fiscal year. To account for an increase in the number of sign replacements, staff recommends amending the existing agreement, which will bring the total not-to-exceed contract amount for 2023-24 to $43,000.
RECOMMENDATION
Recommended Action
Staff recommends the City Council:
A. Authorize the City Manager to execute an amendment to the existing agreement with Main Street Signs, increasing compensation by $20,000, for a total not-to-exceed contract amount of $43,000 for the current term of the agreement for traffic control and regulatory sign services; and
B. Appropriate $20,000 from the unassigned General Fund balance to fully fund the agreement.
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ALTERNATIVE TO RECOMMENDATION
In addition to the recommendation, there is the following alternative:
• Request additional information from staff.
FINANCIAL REVIEW
The Community Services Department budget includes funding for the purchase of traffic control and regulatory signs and the equipment necessary for installation. Staff recommends amending the current agreement from $23,000 to $43,000 to reflect anticipated additional costs for signage in 2023-24. The additional funding for sign services is proposed to be appropriated from available unassigned General Fund balance.
The staff cost to prepare this report and administer this contract is estimated at $1,284 and is included in the operating budget of the Community Services Department.
ANALYSIS
Maintenance of traffic control and regulatory signs throughout the community is the responsibility of the Community Services Department. The Community Services Department uses contract services to order the necessary signs and equipment, and signs are installed using in-house staff. On average, the City orders approximately 160 signs annually, including regulatory and directional signs, such as Stop, Yield, and Speed Limit signs. This number also includes replacement street signs and the necessary poles and fasteners to install such signs.
In July 2022, the City Council authorized an additional full-time Maintenance Craftsworker I position to be assigned to street maintenance. This full-time position is responsible for street and sign maintenance throughout the community. Prior to the creation of the new position, this work was absorbed into the routine operation of the Maintenance Division. With the dedicated position, an increased number of signs, equipment, and poles are being replaced in a more proactive, systematic approach.
In the past, signs and poles were replaced as reported. Now, staff is systematically inspecting all signs and equipment throughout the City and replacing them as necessary. This allows the City to replace signs that are damaged, faded, non-reflective, or outdated, prior to those signs being reported to the City. Additionally, wooden sign poles throughout the community are being replaced with metal breakaway poles. Last year, approximately 340 signs were ordered and installed.
Due to the increased number of signs that have been replaced this year, staff recommends amending the current agreement to increase the not-to-exceed amount by $20,000 to $43,000. This will allow staff to complete street name sign replacements on Mills Avenue, College Avenue, and Base Line Road. Additionally, this will allow for funds to replace signs that are damaged or otherwise in need of replacement through the end of the fiscal year. Although the not-to-exceed amount would be increased to $43,000, Main Street Signs will only be compensated for the approved work they complete.
RELATIONSHIP TO CITY PLANNING DOCUMENTS
Staff has evaluated the agenda item in relationship to the City’s strategic and visioning documents and finds that it applies to the following City Planning Documents: Council Priorities, Economic Sustainability Plan, General Plan, and the 2022-24 Budget.
CEQA REVIEW
This item is not subject to environmental review under the California Environmental Quality Act (CEQA).
PUBLIC NOTICE PROCESS
The agenda and staff report for this item have been posted on the City website and distributed to interested parties. If you desire a copy, please contact the City Clerk’s Office.
Submitted by: Prepared by:
Jeremy Swan Cari Dillman
Community Services Director Community Services Manager