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Home My WebLink AboutAgreement - Cal-West Lighting and Signal Maintenance - Amended Contract #: 24PW2029-1 - Expires 2027-06-30 City of Gilroy STAFF REPORT Agenda Item Title: Approve the First Amendment to the Agreement with Cal- West Lighting & Signal Maintenance, Inc. for Streetlight and Traffic Signal Maintenance Services Meeting Date: July 28, 2025 From: Jimmy Forbis, City Administrator Department: Public Works Submitted by: John Doughty, Public Works Director Prepared by: Julie Oates, Engineer STRATEGIC PLAN GOALS: Maintain and Improve City Infrastructure RECOMMENDATION Approve the first amendment to the agreement with Cal-West Lighting & Signal Maintenance, Inc. to add $77,196.31 for Streetlight and Traffic Signal Maintenance Services and authorize the City Administrator to execute the amendment and associated documents. EXECUTIVE SUMMARY The Public Works Department (Department) oversees the operation and maintenance of the City’s streetlights, traffic signals, USA dig alert markings, on-call repair services, and other related tasks. Since the Department does not have internal staff dedicated to these tasks, the Department fulfills this need with the help of a specialized maintenance contractor, Cal-West Lighting & Signal Maintenance, Inc. (Cal-West). Due to an unusually high number of incidents requiring repairs during FY25, the contract amount of $337,596 for FY25 is not enough to cover the full FY25 costs. With an additional budget of $77,196.31 needed for FY25, the total cost for FY25 will be $414,792.31. The proposed amendment to add $77,196.31 to the contract covers the unanticipated costs during the fiscal year which were necessary to ensure that the City was able to Page 322 of 439 Docusign Envelope ID: 47ED02EF-3316-4680-B8D4-D93ACA2A56B0 provide critical services for the operation and maintenance of the City’s streetlights, traffic signals, USA dig alert markings, on-call repair services, and other related tasks. BACKGROUND The City Council awarded a three-year contract to Cal-West on June 17, 2024. The work includes routine maintenance and repairs of the City’s streetlights and traffic signals, and responding to calls for USA dig alert markings. The total contract amount for three years was $1,064,272. • FY25: $337,596 • FY26: $354,476 • FY27: $372,200 • Total: $1,064,272 The equipment covered under this agreement includes thirty-three (33) City-owned traffic signal systems, eleven (11) Caltrans - owned traffic signal systems, eleven (11) Rectangular Rapid Flashing Beacon (RRFB) crosswalks, two (2) pedestrian hybrid beacons, four (4) solar-powered speed limit radar signs, one (1) red flashing beacon, seventeen (17) yellow flashing beacons, and more than 4,847 streetlights. The traffic signal and streetlight systems require regular maintenance to ensure optimal performance and safety. The on-call repair services can include clearing, securing, assessing, repairing, and replacing equipment damaged by vehicle collisions (such as traffic signal poles, foundations, controller cabinets, streetlights, etc.) and replacing stolen wires. This contract also allows the City to utilize the contractor for the Underground Service Alert (USA) program. This program requires the property owner or operator (i.e., the City) to mark all underground utilities such as traffic loops, electrical conduits, and traffic signal and streetlight systems before any third-party excavations. This service is essential and mandatory. While the cost of scheduled maintenance is relatively predictable, the on-call repair services due to traffic collisions, power outages, and theft vary in type and frequency from month to month. The addition of the See Click Fix module to Gilroy Connect in March also contributed to more on-call service demands. ANALYSIS Due to an unusually high number of incidents requiring repairs during FY25, the contract amount of $337,596 for FY25 is not enough to cover the costs incurred in FY25. An additional $77,196.31 is needed for FY25 to close out the contract year at a total fiscal year cost of $414,792.31. The proposed amendment to add $77,196.31 to the contract for FY25 will ensure that Page 323 of 439 Docusign Envelope ID: 47ED02EF-3316-4680-B8D4-D93ACA2A56B0 the City will be able to continue to provide the critical services in the operation and maintenance of the City’s streetlights, traffic signals, USA dig alert markings, on-call repair services, and other related tasks. With this amendment, the total cost of the three-year contract with Cal-West will increase from $1,064,272 to $1,141,468.31. The City continues to seek reimbursement for damages caused by vehicle accidents from drivers and their insurers. ALTERNATIVES Council may choose not to approve the amendment. Staff does not recommend this option. FISCAL IMPACT/FUNDING SOURCE The agreement for Streetlight and Traffic Signal Maintenance is funded by the Gas Taxes Fund 205. Council adopted the FY24 and FY25 budget on June 5, 2023. Staff recommends appropriating an additional $77,196.31 from the Gas Taxes Fund 205 to fund the first amendment to the agreement with Cal-West. There are adequate budgetary appropriations remaining, primarily due to year-end savings from other obligations to accommodate this contractual increase. The amount budgeted for FY26 of this agreement is $354,476. Staff will regularly monitor the costs incurred during FY26 and return to the City Council if a contract and/or budget amendment is necessary. PUBLIC OUTREACH NEXT STEPS Upon City Council’s approval, staff will execute the first amendment to the agreement with Cal-West. Attachments: 1. First Amendment Cal-West Lighting and Signal Maintenance Page 324 of 439 Docusign Envelope ID: 47ED02EF-3316-4680-B8D4-D93ACA2A56B0 -1- 4845-8215-5540v1 MDOLINGER\04706083 FIRST AMENDMENT TO AGREEMENT FOR SERVICES WITH WHEREAS, the City of Gilroy, a municipal corporation (“City”), and Cal-West Lighting & Signal Maintenance, Inc. entered into that certain agreement entitled Agreement for Services for Traffic Signal and Streetlight Maintenance, effective on 7/1/2024, hereinafter referred to as “Original Agreement”; and WHEREAS, City and Cal-West Lighting & Signal Maintenance, Inc. have determined it is in their mutual interest to amend certain terms of the Original Agreement. NOW, THEREFORE, FOR VALUABLE CONSIDERATION, THE PARTIES AGREE AS FOLLOWS: 1. Article 4, Section A (Consideration) of the Original Agreement shall be amended to read as follows: In consideration for the services to be performed by CONSTRACTOR, CITY agrees to pay CONTRACTOR the amounts set forth in EXHIBIT “D” (“Payment Schedule”). In no event however shall the total compensation paid to CONTRACTOR exceed $1,141,468.31 (three-year contract). 3. This Amendment shall be effective on 6/30/2025 4. Except as expressly modified herein, all of the provisions of the Original Agreement shall remain in full force and effect. In the case of any inconsistencies between the Original Agreement and this Amendment, the terms of this Amendment shall control. 5. This Amendment may be executed in counterparts, each of which shall be deemed an original, but all of which together shall constitute one and the same instrument. IN WITNESS WHEREOF, the parties have caused this Amendment to be executed as of the dates set forth besides their signatures below. CITY OF GILROY CAL-WEST LIGHTING & SIGNAL MAINTENANCE, INC. By: By: [signature][signature] Jimmy Forbis Craig H. Geis, Jr [employee name][name] City Administrator President [title/department][title] Date:Date: Approved as to Form ATTEST: City Attorney City Clerk Page 325 of 439 Docusign Envelope ID: 47ED02EF-3316-4680-B8D4-D93ACA2A56B0 City of Gilroy Agreement/Contract Tracking Today’s Date: December 2, 2025 Your Name: Julie Oates Contract Type: Services over $5k - Contractor - NO ENG OR DESIGN Phone Number: 408-846-0413 Contract Effective Date: (Date contract goes into effect) 7/1/2024 Contract Expiration Date: 6/30/2027 Contractor / Consultant Name: (if an individual’s name, format as last name, first name) Cal-West Lighting and Signal Maintenance, Inc. 530 North Marburg Way San Jose, CA 95133 Taxpayer ID: 20-1716563 Contractor’s License#: 847901 Signer’s Name/Title: Craig H. Geis, Jr/ President Contract Subject: (no more than 100 characters) Amend #1 - Traffic Signal and Street Light Maintenance and Repair Services No. 24-RFP-PW-502 Contract Amount: (Total Amount of contract. If no amount, leave blank) $1,141,468.31 (3-years) By submitting this form, I confirm this information is complete: Date of Contract Contractor/Consultant name and complete address Terms of the agreement (start date, completion date or “until project completion”, cap of compensation to be paid) Scope of Services, Terms of Payment, Milestone Schedule and exhibit(s) attached Taxpayer ID or Social Security # and Contractors License # if applicable Contractor/Consultant signer’s name and title City Administrator or Department Head Name, City Clerk (Attest), City Attorney (Approved as to Form) Routing Steps for Electronic Signature Risk Manager City Attorney Approval As to Form City Administrator or Department Head City Clerk Attestation Docusign Envelope ID: 47ED02EF-3316-4680-B8D4-D93ACA2A56B0 TYPE OF PROCURMENT DOLLAR THRESHOLD / SIGNING AUTHORITY STAFF LEVEL DEPARTMENT HEAD CITY ADMINISTRATOR COUNCIL APPROVAL $0-$999.99 $1,000-$49,999.99 $50,000-$99,999.99 $100,000-Above EQUIPMENT /SUPPLIES/ MATERIALS Furniture, hoses, parts, pipe manholes, office supplies, fuel, tools, PPE items, etc…  Vendor selection at discretion of staff Payment Method Purchase Card or Payment Request (if vendor does not accept credit cards)  Informal bid/quotation – 3 quotes (verbal or written)  Purchasing Summary form w/ Purchasing Approval  Purchase Requisition Payment Method Purchase Order*  Informal bid/quotation – 3 written quotes  Purchasing Summary form w/ City Administrator Approval  Purchase Requisition Payment Method Purchase Order  Formal Bid  Advertisement  Council Approval  Purchase Requisition signed by City Administrator Payment Method Purchase Order GENERAL SERVICES Janitorial, landscape maintenance, equipment repair, installation, graffiti abatement, service inspections, uniform cleaning, etc…  Vendor selection at discretion of staff  May require insurance documents depending on scope/ nature of work Payment Method Purchase Card (if incorporated) Signed Payment Request (if s proprietor or partner)  Informal bid/quotation – 3 quotes (verbal or written)  Purchasing Summary form w/ Department Head Approval  Standard Agreement  Purchase Requisition Payment Method Purchase Order*  Informal Bid/RFP quotation – 3 written quotes  Purchasing Summary form w/ City Administrator Approval  Standard Agreement  Purchase Requisition Payment Method Purchase Order  Formal Bid/RFP/RFQ  Advertisement  Council Approval  Standard Agreement  Purchase Requisition Payment Method Purchase Order PROFESSIONAL SERVICES Consultants, architects, designers, auditors, etc...  Vendor selection at the discretion of staff  Purchase Summary Form w/ Purchasing Approval  Standard Agreement signed by Department Head  Purchase Requisition Payment Method Purchase Order  RFP/RFQ to at least 3 consultants  Purchase Summary Form w/ Department Head Approval  Standard Agreement  Purchase Requisition Payment Method Purchase Order  RFP/RFQ to a list of consultants  Evaluation Spreadsheet w/ City Administrator Approval  Standard Agreement  Purchase Requisition Payment Method Purchase Order  Formal RFP/RFQ  Advertisement  Council Approval  Standard Agreement signed by City Administrator  Purchase Requisition Payment Method Purchase Order Docusign Envelope ID: 47ED02EF-3316-4680-B8D4-D93ACA2A56B0 -1- 4845-8215-5540v1 MDOLINGER\04706083 FIRST AMENDMENT TO AGREEMENT FOR SERVICES WITH CAL-WEST LIGHTING & SIGNAL MAINTENANCE, INC. FOR STREETLIGHT AND TRAFFIC SIGNAL MAINTENANCE WHEREAS, the City of Gilroy, a municipal corporation (“City”), and Cal-West Lighting & Signal Maintenance, Inc. entered into that certain agreement entitled Agreement for Services for Traffic Signal and Streetlight Maintenance, effective on 7/1/2024, hereinafter referred to as “Original Agreement”; and WHEREAS, City and Cal-West Lighting & Signal Maintenance, Inc. have determined it is in their mutual interest to amend certain terms of the Original Agreement. NOW, THEREFORE, FOR VALUABLE CONSIDERATION, THE PARTIES AGREE AS FOLLOWS: 1.Article 4, Section A (Consideration) of the Original Agreement shall be amended to read as follows: In consideration for the services to be performed by CONSTRACTOR, CITY agrees to pay CONTRACTOR the amounts set forth in EXHIBIT “D” (“Payment Schedule”). In no event however shall the total compensation paid to CONTRACTOR exceed $1,141,468.31 (three-year contract). 3. This Amendment shall be effective on 6/30/2025 4. Except as expressly modified herein, all of the provisions of the Original Agreement shall remain in full force and effect. In the case of any inconsistencies between the Original Agreement and this Amendment, the terms of this Amendment shall control. 5. This Amendment may be executed in counterparts, each of which shall be deemed an original, but all of which together shall constitute one and the same instrument. IN WITNESS WHEREOF, the parties have caused this Amendment to be executed as of the dates set forth besides their signatures below. CITY OF GILROY CAL-WEST LIGHTING & SIGNAL MAINTENANCE, INC. By: By: [signature][signature] Brad Kilger Craig H. Geis, Jr [employee name][name] Interim City Administrator President [title/department][title] Date: Date: Approved as to Form ATTEST: Cit Attorne Cit Cler 11/17/2025 Docusign Envelope ID: 47ED02EF-3316-4680-B8D4-D93ACA2A56B0 12/9/2025