HomeMy WebLinkAboutAgreement - Cal-West Lighting and Signal Maintenance - Amended Contract #: 24PW2029-2 - Expires 2027-06-30City of Gilroy
Agreement/Contract Tracking
Today’s Date:
December 18, 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 #2 - 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)
$1,356,486.31 (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: 23FE2A16-C126-4555-A7E7-C0C1654B597D
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: 23FE2A16-C126-4555-A7E7-C0C1654B597D
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MDOLINGER\04706083
SECOND 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 $1,356,468.31 (three-year contract).
3. This Amendment shall be effective on 1/1/2026
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]
Matt Morley Craig H. Geis, Jr
[employeename][name]
City Administrator President
[title/department][title]
Date: Date:
Approved as to Form ATTEST:
Cit Attorne Cit Cler
December 12, 2025
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2/17/2026
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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
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AGREEMENT FOR SERVICES
(For contracts over $5,000 – NON-DESIGN, NON-ENGINEERING TYPE CONTRACTOR)
This AGREEMENT made this 17th day of June, 2024, between:
CITY: City of Gilroy, having a principal place of business at
7351 Rosanna Street, Gilroy, California
and CONTRACTOR: Cal-West Lighting & Signal Maintenance, Inc., having a principal place of
business at 530 North Marburg Wy, San Jose, CA 95133.
ARTICLE 1. TERM OF AGREEMENT
This Agreement will become effective on 7/1/2024 and will continue in effect through 6/30/2027
unless terminated in accordance with the provisions of Article 7 of this Agreement.
Any lapse in insurance coverage as required by Article 5, Section D of this Agreement shall
terminate this Agreement regardless of any other provision stated herein. ______
Initial
ARTICLE 2. INDEPENDENT CONTRACTOR STATUS
It is the express intention of the parties that CONTRACTOR is an independent contractor and not
an employee, agent, joint venturer or partner of CITY. Nothing in this Agreement shall be
interpreted or construed as creating or establishing the relationship of employer and employee
between CITY and CONTRACTOR or any employee or agent of CONTRACTOR. Both parties
acknowledge that CONTRACTOR is not an employee for state or federal tax purposes.
CONTRACTOR shall not be entitled to any of the rights or benefits afforded to CITY’S
employees, including, without limitation, disability or unemployment insurance, workers’
compensation, medical insurance, sick leave, retirement benefits or any other employment
benefits. CONTRACTOR shall retain the right to perform services for others during the term of
this Agreement.
ARTICLE 3. SERVICES TO BE PERFORMED BY CONTRACTOR
A. Specific Services
CONTRACTOR agrees to: Perform the services as outlined in Exhibit “A” (“Specific
Provisions”) and Exhibit “B” (“Scope of Services”), within the time periods described in Exhibit
“C” (“Milestone Schedule”).
B. Method of Performing Services
CONTRACTOR shall determine the method, details and means of performing the above-described
services. CITY shall have no right to, and shall not, control the manner or determine the method
of accomplishing CONTRACTOR’S services.
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C. Employment of Assistants
CONTRACTOR may, at the CONTRACTOR’S own expense, employ such assistants as
CONTRACTOR deems necessary to perform the services required of CONTRACTOR by this
Agreement, subject to the prohibition against assignment and subcontracting contained in
Article 5 below. CITY may not control, direct, or supervise CONTRACTOR’S assistants in the
performance of those services. CONTRACTOR assumes full and sole responsibility for the
payment of all compensation and expenses of these assistants and for all state and federal income
tax, unemployment insurance, Social Security, disability insurance and other applicable
withholding.
D. Place of Work
CONTRACTOR shall perform the services required by this Agreement at any place or location
and at such times as CONTRACTOR shall determine is necessary to properly and timely perform
CONTRACTOR’S services.
ARTICLE 4. COMPENSATION
A. Consideration
In consideration for the services to be performed by CONTRACTOR, 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 $1,064,272.00 (three-year
contract) .
B. Invoices
CONTRACTOR shall submit invoices for all services rendered.
C. Payment
Payment shall be due according to the payment schedule set forth in Exhibit “D”. No payment
will be made unless CONTRACTOR has first provided City with a written receipt of invoice
describing the work performed and any approved direct expenses (as provided for in Exhibit “A”,
Section IV) incurred during the preceding period. If CITY objects to all or any portion of any
invoice, CITY shall notify CONTRACTOR of the objection within thirty (30) days from receipt
of the invoice, give reasons for the objection, and pay that portion of the invoice not in dispute. It
shall not constitute a default or breach of this Agreement for CITY not to pay any invoiced amounts
to which it has objected until the objection has been resolved by mutual agreement of the parties.
D. Expenses
CONTRACTOR shall be responsible for all costs and expenses incident to the performance of
services for CITY, including but not limited to, all costs of equipment used or provided by
CONTRACTOR, all fees, fines, licenses, bonds or taxes required of or imposed against
CONTRACTOR and all other of CONTRACTOR’S costs of doing business. CITY shall not be
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responsible for any expenses incurred by CONTRACTOR in performing services for CITY, except
for those expenses constituting “direct expenses” referenced on Exhibit “A.”
ARTICLE 5. OBLIGATIONS OF CONTRACTOR
A. Tools and Instrumentalities
CONTRACTOR shall supply all tools and instrumentalities required to perform the services under
this Agreement at its sole cost and expense. CONTRACTOR is not required to purchase or rent
any tools, equipment or services from CITY.
B. Workers’ Compensation
CONTRACTOR agrees to provide workers’ compensation insurance for CONTRACTOR’S
employees and agents and agrees to hold harmless, defend with counsel acceptable to CITY and
indemnify CITY, its officers, representatives, agents and employees from and against any and all
claims, suits, damages, costs, fees, demands, causes of action, losses, liabilities and expenses,
including without limitation reasonable attorneys’ fees, arising out of any injury, disability, or
death of any of CONTRACTOR’S employees.
C. Indemnification of Liability, Duty to Defend
As to all liability, to the fullest extent permitted by law, CONTRACTOR shall defend, through
counsel approved by CITY (which approval shall not be unreasonably withheld), indemnify and
hold harmless CITY, its officers, representatives, agents and employees against any and all suits,
damages, costs, fees, claims, demands, causes of action, losses, liabilities and expenses, including
without limitation attorneys’ fees, arising or resulting directly or indirectly from any act or
omission of CONTRACTOR or CONTRACTOR’S assistants, employees or agents, including all
claims relating to the injury or death of any person or damage to any property.
D. Insurance
In addition to any other obligations under this Agreement, CONTRACTOR shall, at no cost to
CITY, obtain and maintain throughout the term of this Agreement: (a) Commercial Liability
Insurance on a per occurrence basis, including coverage for owned and non-owned automobiles,
with a minimum combined single limit coverage of $1,000,000 per occurrence for all damages due
to bodily injury, sickness or disease, or death to any person, and damage to property, including the
loss of use thereof. As a condition precedent to CITY’S obligations under this Agreement,
CONTRACTOR shall furnish written evidence of such coverage (naming CITY, its officers and
employees as additional insureds on the Comprehensive Liability insurance policy referred to in
(a) immediately above via a specific endorsement) and requiring thirty (30) days written notice of
policy lapse or cancellation, or of a material change in policy terms.
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E. Assignment
Notwithstanding any other provision of this Agreement, neither this Agreement nor any duties or
obligations of CONTRACTOR under this Agreement may be assigned or subcontracted by
CONTRACTOR without the prior written consent of CITY, which CITY may withhold in its sole
and absolute discretion.
F. State and Federal Taxes
As CONTRACTOR is not CITY’S employee, CONTRACTOR shall be responsible for paying all
required state and federal taxes. Without limiting the foregoing, CONTRACTOR acknowledges
and agrees that:
• CITY will not withhold FICA (Social Security) from CONTRACTOR’S
payments;
• CITY will not make state or federal unemployment insurance contributions on
CONTRACTOR’S behalf;
• CITY will not withhold state or federal income tax from payment to
CONTRACTOR;
• CITY will not make disability insurance contributions on behalf of
CONTRACTOR;
• CITY will not obtain workers’ compensation insurance on behalf of
CONTRACTOR.
ARTICLE 6. OBLIGATIONS OF CITY
A. Cooperation of City
CITY agrees to respond to all reasonable requests of CONTRACTOR and provide access, at
reasonable times following receipt by CITY of reasonable notice, to all documents reasonably
necessary to the performance of CONTRACTOR’S duties under this Agreement.
B. Assignment
CITY may assign this Agreement or any duties or obligations thereunder to a successor
governmental entity without the consent of CONTRACTOR. Such assignment shall not release
CONTRACTOR from any of CONTRACTOR’S duties or obligations under this Agreement.
ARTICLE 7. TERMINATION OF AGREEMENT
A. Sale of CONTRACTOR’s Business/ Death of CONTRACTOR.
CONTRACTOR shall notify CITY of the proposed sale of CONTRACTOR’s business no later
than thirty (30) days prior to any such sale. CITY shall have the option of terminating this
Agreement within thirty (30) days after receiving such notice of sale. Any such CITY termination
pursuant to this Article 7.A shall be in writing and sent to the address for notices to
CONTRACTOR set forth in Exhibit A, Subsection V.H., no later than thirty (30) days after
CITY’ receipt of such notice of sale.
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If CONTRACTOR is an individual, this Agreement shall be deemed automatically terminated
upon death of CONTRACTOR.
B. Termination by City for Default of CONTRACTOR
Should CONTRACTOR default in the performance of this Agreement or materially breach any of
its provisions, CITY, at CITY’S option, may terminate this Agreement by giving written
notification to CONTRACTOR. For the purposes of this section, material breach of this
Agreement shall include, but not be limited to the following:
1. CONTRACTOR’S failure to professionally and/or timely perform any of the
services contemplated by this Agreement.
2. CONTRACTOR’S breach of any of its representations, warranties or covenants
contained in this Agreement.
CONTRACTOR shall be entitled to payment only for work completed in accordance with the
terms of this Agreement through the date of the termination notice, as reasonably determined by
CITY, provided that such payment shall not exceed the amounts set forth in this Agreement for
the tasks described on Exhibit C” which have been fully, competently and timely rendered by
CONTRACTOR. Notwithstanding the foregoing, if CITY terminates this Agreement due to
CONTRACTOR’S default in the performance of this Agreement or material breach by
CONTRACTOR of any of its provisions, then in addition to any other rights and remedies CITY
may have, CONTRACTOR shall reimburse CITY, within ten (10) days after demand, for any and
all costs and expenses incurred by CITY in order to complete the tasks constituting the scope of
work as described in this Agreement, to the extent such costs and expenses exceed the amounts
CITY would have been obligated to pay CONTRACTOR for the performance of that task pursuant
to this Agreement.
C. Termination for Failure to Make Agreed-Upon Payments
Should CITY fail to pay CONTRACTOR all or any part of the compensation set forth in Article
4 of this Agreement on the date due, then if and only if such nonpayment constitutes a default
under this Agreement, CONTRACTOR, at the CONTRACTOR’S option, may terminate this
Agreement if such default is not remedied by CITY within thirty (30) days after demand for such
payment is given by CONTRACTOR to CITY.
D. Transition after Termination
Upon termination, CONTRACTOR shall immediately stop work, unless cessation could
potentially cause any damage or harm to person or property, in which case CONTRACTOR shall
cease such work as soon as it is safe to do so. CONTRACTOR shall incur no further expenses in
connection with this Agreement. CONTRACTOR shall promptly deliver to CITY all work done
toward completion of the services required hereunder, and shall act in such a manner as to facilitate
any the assumption of CONTRACTOR’s duties by any new CONTRACTOR hired by the CITY
to complete such services.
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ARTICLE 8. GENERAL PROVISIONS
A. Amendment & Modification
No amendments, modifications, alterations or changes to the terms of this Agreement shall be
effective unless and until made in a writing signed by both parties hereto.
B. Americans with Disabilities Act of 1990
Throughout the term of this Agreement, the CONTRACTOR shall comply fully with all applicable
provisions of the Americans with Disabilities Act of 1990 (“the Act”) in its current form and as it
may be amended from time to time. CONTRACTOR shall also require such compliance of all
subcontractors performing work under this Agreement, subject to the prohibition against
assignment and subcontracting contained in Article 5 above. The CONTRACTOR shall defend
with counsel acceptable to CITY, indemnify and hold harmless the CITY OF GILROY, its
officers, employees, agents and representatives from and against all suits, claims, demands,
damages, costs, causes of action, losses, liabilities, expenses and fees, including without limitation
reasonable attorneys’ fees, that may arise out of any violations of the Act by the CONTRACTOR,
its subcontractors, or the officers, employees, agents or representatives of either.
C. Attorneys’ Fees
If any action at law or in equity, including an action for declaratory relief, is brought to enforce or
interpret the provisions of this Agreement, the prevailing party will be entitled to reasonable
attorneys’ fees, which may be set by the court in the same action or in a separate action brought
for that purpose, in addition to any other relief to which that party may be entitled.
D. Captions
The captions and headings of the various sections, paragraphs and subparagraphs of the Agreement
are for convenience only and shall not be considered nor referred to for resolving questions of
interpretation.
E. Compliance with Laws
The CONTRACTOR shall keep itself informed of all State and National laws and all municipal
ordinances and regulations of the CITY which in any manner affect those engaged or employed in
the work, or the materials used in the work, or which in any way affect the conduct of the work,
and of all such orders and decrees of bodies or tribunals having any jurisdiction or authority over
the same. Without limiting the foregoing, CONTRACTOR agrees to observe the provisions of the
Municipal Code of the CITY OF GILROY, obligating every contractor or subcontractor under a
contract or subcontract to the CITY OF GILROY for public works or for goods or services to
refrain from discriminatory employment or subcontracting practices on the basis of the race, color,
sex, religious creed, national origin, ancestry of any employee, applicant for employment, or any
potential subcontractor.
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F. Conflict of Interest
CONTRACTOR certifies that to the best of its knowledge, no CITY employee or office of any
public agency interested in this Agreement has any pecuniary interest in the business of
CONTRACTOR and that no person associated with CONTRACTOR has any interest that would
constitute a conflict of interest in any manner or degree as to the execution or performance of this
Agreement.
G. Entire Agreement
This Agreement supersedes any and all prior agreements, whether oral or written, between the
parties hereto with respect to the rendering of services by CONTRACTOR for CITY and contains
all the covenants and agreements between the parties with respect to the rendering of such services
in any manner whatsoever. Each party to this Agreement acknowledges that no representations,
inducements, promises or agreements, orally or otherwise, have been made by any party, or anyone
acting on behalf of any party, which are not embodied herein, and that no other agreement,
statement or promise not contained in this Agreement shall be valid or binding.
No other agreements or conversation with any officer, agent or employee of CITY prior to
execution of this Agreement shall affect or modify any of the terms or obligations contained in
any documents comprising this Agreement. Such other agreements or conversations shall be
considered as unofficial information and in no way binding upon CITY.
H. Governing Law and Venue
This Agreement shall be governed by and construed in accordance with the laws of the State of
California without regard to the conflict of laws provisions of any jurisdiction. The exclusive
jurisdiction and venue with respect to any and all disputes arising hereunder shall be in state and
federal courts located in Santa Clara County, California.
I. Notices
Any notice to be given hereunder by either party to the other may be effected either by personal
delivery in writing or by mail, registered or certified, postage prepaid with return receipt requested.
Mailed notices shall be addressed to the parties at the addresses appearing in Exhibit “A”, Section
V.H. but each party may change the address by written notice in accordance with this paragraph.
Notices delivered personally will be deemed delivered as of actual receipt; mailed notices will be
deemed delivered as of three (3) days after mailing.
J. Partial Invalidity
If any provision in this Agreement is held by a court of competent jurisdiction to be invalid, void
or unenforceable, the remaining provisions will nevertheless continue in full force without being
impaired or invalidated in any way.
K. Time of the Essence
All dates and times referred to in this Agreement are of the essence.
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L.Waiver
CONTRACTOR agrees that waiver by CITY of any one or more of the conditions of performance
under this Agreement shall not be construed as waiver(s) of any other condition of performance
under this Agreement.
Executed at Gilroy, California, on the date and year first above written.
CONTRACTOR: CITY:
Cal-
20-1716563
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EXHIBIT “A”
SPECIFIC PROVISIONS
I. PROJECT MANAGER
CONTRACTOR shall provide the services indicated on the attached Exhibit “B”, Scope of
Services (“Services”). (All exhibits referenced are incorporated herein by reference.) To
accomplish that end, CONTRACTOR agrees to assign Craig H. Geis Jr., who will act in the
capacity of Project Manager, and who will personally direct such Services.
Except as may be specified elsewhere in this Agreement, CONTRACTOR shall furnish all
technical and professional services including labor, material, equipment, transportation,
supervision and expertise to perform all operations necessary and required to complete the Services
in accordance with the terms of this Agreement.
II. NOTICE TO PROCEED/COMPLETION OF SERVICE
A. NOTICE TO PROCEED
CONTRACTOR shall commence the Services upon delivery to CONTRACTOR of a written
“Notice to Proceed”, which Notice to Proceed shall be in the form of a written communication
from designated City contact person(s). Notice to Proceed may be in the form of e-mail, fax or
letter authorizing commencement of the Services. For purposes of this Agreement, Susana
Ramirez shall be the designated City contact person(s). Notice to Proceed shall be deemed to have
been delivered upon actual receipt by CONTRACTOR or if otherwise delivered as provided in the
Section V.H. (“Notices”) of this Exhibit “A”.
B. COMPLETION OF SERVICES
When CITY determines that CONTRACTOR has completed all of the Services in accordance with
the terms of this Agreement, CITY shall give CONTRACTOR written Notice of Final Acceptance,
and CONTRACTOR shall not incur any further costs hereunder. CONTRACTOR may request
this determination of completion when, in its opinion, it has completed all of the Services as
required by the terms of this Agreement and, if so requested, CITY shall make this determination
within two (2) weeks of such request, or if CITY determines that CONTRACTOR has not
completed all of such Services as required by this Agreement, CITY shall so inform
CONTRACTOR within this two (2) week period.
III. PROGRESS SCHEDULE
The schedule for performance and completion of the Services will be as set forth in the attached
Exhibit “C”.
IV. PAYMENT OF FEES AND DIRECT EXPENSES
Payments shall be made to CONTRACTOR as provided for in Article 4 of this Agreement.
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Direct expenses are charges and fees not included in Exhibit “B”. CITY shall be obligated to pay
only for those direct expenses which have been previously approved in writing by CITY.
CONTRACTOR shall obtain written approval from CITY prior to incurring or billing of direct
expenses.
Copies of pertinent financial records, including invoices, will be included with the submission of
billing(s) for all direct expenses.
V. OTHER PROVISIONS
A. STANDARD OF WORKMANSHIP
CONTRACTOR represents and warrants that it has the qualifications, skills and licenses necessary
to perform the Services, and its duties and obligations, expressed and implied, contained herein,
and CITY expressly relies upon CONTRACTOR’S representations and warranties regarding its
skills, qualifications and licenses. CONTRACTOR shall perform such Services and duties in
conformance to and consistent with the standards generally recognized as being employed by
professionals in the same discipline in the State of California.
Any plans, designs, specifications, estimates, calculations, reports and other documents furnished
under this Agreement shall be of a quality acceptable to CITY. The minimum criteria for
acceptance shall be a product of neat appearance, well-organized, technically and grammatically
correct, checked and having the maker and checker identified. The minimum standard of
appearance, organization and content of the drawings shall be that used by CITY for similar
purposes.
B. RESPONSIBILITY OF CONTRACTOR
CONTRACTOR shall be responsible for the professional quality, technical accuracy, and the
coordination of the Services furnished by it under this Agreement. CONTRACTOR shall not be
responsible for the accuracy of any project or technical information provided by the CITY. The
CITY’S review, acceptance or payment for any of the Services shall not be construed to operate
as a waiver of any rights under this Agreement or of any cause of action arising out of the
performance of this Agreement, and CONTRACTOR shall be and remain liable to CITY in
accordance with applicable law for all damages to CITY caused by CONTRACTOR’S negligent
performance of any of the services furnished under this Agreement.
C. RIGHT OF CITY TO INSPECT RECORDS OF CONTRACTOR
CITY, through its authorized employees, representatives or agents, shall have the right, at any and
all reasonable times, to audit the books and records (including, but not limited to, invoices,
vouchers, canceled checks, time cards, etc.) of CONTRACTOR for the purpose of verifying any
and all charges made by CONTRACTOR in connection with this Agreement. CONTRACTOR
shall maintain for a minimum period of three (3) years (from the date of final payment to
CONTRACTOR), or for any longer period required by law, sufficient books and records in
accordance with standard California accounting practices to establish the correctness of all charges
submitted to CITY by CONTRACTOR, all of which shall be made available to CITY at the
CITY’s offices within five (5) business days after CITY’s request.
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D. CONFIDENTIALITY OF MATERIAL
All ideas, memoranda, specifications, plans, manufacturing procedures, data (including, but not
limited to, computer data and source code), drawings, descriptions, documents, discussions or
other information developed or received by or for CONTRACTOR and all other written and oral
information developed or received by or for CONTRACTOR and all other written and oral
information submitted to CONTRACTOR in connection with the performance of this Agreement
shall be held confidential by CONTRACTOR and shall not, without the prior written consent of
CITY, be used for any purposes other than the performance of the Services, nor be disclosed to an
entity not connected with the performance of the such Services. Nothing furnished to
CONTRACTOR which is otherwise known to CONTRACTOR or is or becomes generally known
to the related industry (other than that which becomes generally known as the result of
CONTRACTOR’S disclosure thereof) shall be deemed confidential. CONTRACTOR shall not
use CITY’S name or insignia, or distribute publicity pertaining to the services rendered under this
Agreement in any magazine, trade paper, newspaper or other medium without the express written
consent of CITY.
E. NO PLEDGING OF CITY’S CREDIT.
Under no circumstances shall CONTRACTOR have the authority or power to pledge the credit of
CITY or incur any obligation in the name of CITY.
F. OWNERSHIP OF MATERIAL.
All material including, but not limited to, computer information, data and source code, sketches,
tracings, drawings, plans, diagrams, quantities, estimates, specifications, proposals, tests, maps,
calculations, photographs, reports and other material developed, collected, prepared (or caused to
be prepared) under this Agreement shall be the property of CITY, but CONTRACTOR may retain
and use copies thereof subject to Section V.D of this Exhibit “A”.
CITY shall not be limited in any way in its use of said material at any time for any work, whether
or not associated with the City project for which the Services are performed. However,
CONTRACTOR shall not be responsible for, and City shall indemnify CONTRACTOR from,
damages resulting from the use of said material for work other than PROJECT, including, but not
limited to, the release of this material to third parties for work other than on PROJECT.
G. NO THIRD PARTY BENEFICIARY.
This Agreement shall not be construed or deemed to be an agreement for the benefit of any third
party or parties, and no third party or parties shall have any claim or right of action hereunder for
any cause whatsoever.
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H. NOTICES.
Notices are to be sent as follows:
CITY: Susana Ramirez
City of Gilroy
7351 Rosanna Street
Gilroy, CA 95020
CONTRACTOR: Craig H. Geis Jr.
Cal-West Lighting & Signal Maintenance, Inc.
530 North Marburg Way,
San Jose, CA 95133
I. FEDERAL FUNDING REQUIREMENTS.
If the box to the left of this sentence is checked, this Agreement involves federal
funding and the requirements of this Section V.I. apply.
If the box to the left of this sentence is checked, this Agreement does not involve
federal funding and the requirements of this Section V.I. do not apply.
1. DBE Program
CONTRACTOR shall comply with the requirements of Title 49, Part 26, Code of Federal
Regulations (49 CFR 26) and the City-adopted Disadvantaged Business Enterprise programs.
2. Cost Principles
Federal Acquisition Regulations in Title 48, CFR 31, shall be used to determine the allowable cost
for individual items.
3. Covenant against Contingent Fees
The CONTRACTOR warrants that he/she has not employed or retained any company or person,
other than a bona fide employee working for the CONTRACTOR, to solicit or secure this
Agreement, and that he/she has not paid or agreed to pay any company or person, other than a
bona fide employee, any fee, commission, percentage, brokerage fee, gift or any other
consideration, contingent upon or resulting from the award or formation of this Agreement. For
breach or violation of this warranty, the Local Agency shall have the right to annul this Agreement
without liability or, at its discretion, to deduct from the agreement price or consideration, or
otherwise recover, the full amount of such fee, commission, percentage, brokerage fee, gift or
contingent fee.
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J. PREVAILING WAGE
CONTRACTOR agrees and acknowledges that it is its obligation to determine whether, and to what
extent, any work performed is or any workers employed relative to any construction to be performed
under this Agreement are subject to any Codes, Ordinances, Resolutions, Rules and other Regulations
and established policies of CITY and the laws of the State of California and the United States,
including, without limitation, the California Labor Code and Public Contract Code relating to public
contracting and prevailing wage requirements ("Prevailing Wage Laws"). To the extent Prevailing
Wage Laws apply to work performed or workers employed for the purpose of performing work under
this Agreement, CONTRACTOR shall fully comply with and ensure that all workers and/or
subcontractors are informed of and comply with all Prevailing Wage Laws and specifically any
applicable requirement of California Labor Code Sections 1720 et seq. and 1770 et seq. and the
regulations thereunder, which require the payment of prevailing wage rates based on labor
classification, as determined by the State of California, and the performance of other requirements on
certain "public works" or "maintenance" projects. It is the duty of CONTRACTOR to post a copy of
applicable prevailing wages at the job site. Prevailing wage information may be obtained at
www.dir.ca.gov.
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EXHIBIT “B”
SCOPE OF SERVICES
Traffic Signal Maintenance
Traffic Signal Routine Maintenance
Traffic Signal Unscheduled Maintenance
Traffic Signal Plan Review
Traffic Signal Construction Inspection
Underground Service Alerts (USA) for traffic signals
Traffic Signal Design Modification
Street Light Maintenance
Street Light Routine Maintenance and Outages Reporting
Street Light Unscheduled Maintenance
Street Light Construction Inspection
Underground Service Alerts (USA) for streetlights
Testing of streetlight poles for structural integrity
Task 1 – Unscheduled Maintenance Items
1.1 Definition
Unscheduled Maintenance: which comprises of on-call, non-routine, as directed, and
emergency response work, is performed by the traffic signal system and streetlight maintenance
contractor (Contractor) selected as a result of this RFP. These works include but are not limited
to:
1.Installation of traffic signs onto traffic signal equipment
2.Communication troubleshooting/repair/installation
3.Underground Service Alerts (USA) for traffic signals
4.Inputting signal timing changes
5.Plan review of traffic signal design prepared by others
6.Review of shop drawings for traffic signal equipment
7.Traffic signal construction inspection
8.Other traffic signal system-related work
9.Testing of streetlight poles for structural integrity
10.Underground Service Alerts (USA) for streetlights
11.Numbering of streetlight poles
12.Review of shop drawings of street light equipment
13.Street light construction inspection
14.Other streetlight-related work
Signal Timing Update
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1.2 Introduction
The selected Contractor shall be responsible for providing maintenance, repair, and services as
directed by the City Engineer or his authorized agent. Work items shall include but not be limited
to all items listed in “Attachment C-1” and detailed in Attachment “C-2.” Any item not included in
“Attachment C-1” shall be negotiated between the selected Contractor and the City on a time
and material basis.
The Contractor shall use and provide an Online Maintenance System with free access to
designated City staff. The entire online system should be a real-time system. System
functionality should include but not be limited to the following:
Work order tracking
Work order status updates
Asset and equipment management
Maintenance requests
Maintenance checklists that are maintained and updated regularly
The City intends to utilize Cityworks as a public asset management program in the future. The
contractor’s Online Maintenance System shall have the capability to integrate or export its data
to the City’s asset management program. The cost to export or integrate the two systems shall
be negotiated between the selected Contractor and the City on a time and material basis.
The work to be done shall consist of providing contract maintenance, repair, and services.
Maintenance shall include repair of damages resulting from traffic collisions, which have caused
dislocation of poles or equipment; Acts of God (i.e., excessive winds, rain, floods, earthquakes,
etc.); vandalism; street excavation; or failure of or resurfacing of the street. Repairs shall
include, but are not limited to, the following:
1. Detector loop replacement and patching
2. Realignment and replacement of signal indications
3. Video detection replacement, realignment, and detection zone programming
4. Emergency vehicle preemption replacement, realignment, and detection zone
programming
5. Aerial and underground splicing of the City’s hardwire signal interconnect cable
6. Pedestrian indication and signal indication lamp replacement (LED)
7. Pedestrian head maintenance
8. Battery Back-up System (BBS) repairs, replacements, or installations of a new units.
9. Intersection rewiring and cable pulling
10. Any and all parts of controller mechanism
11. Concrete and foundation repairs
12. Traffic signal pole or equipment replacement
13. Other traffic signal system-related work
14. Streetlight pole or equipment replacement
15. Replacement of lamps and/or photoelectric cells
16. Traffic signal detector maintenance and/or replacement
17. Other streetlight-related work
18. Repair and replacement of Internally Illuminated Street Name Signs (IISNS) and LED
street name signs
19. Streetlight pole painting
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The selected Contractor shall furnish all tools, equipment, workshop facilities, transportation,
labor, parts, and materials and perform all work necessary to maintain in good quality operation
all traffic signal and streetlight facilities within the City of Gilroy. The selected Contractor shall
have all necessary tools, equipment, workshop facilities, transportation, labor, parts, and
materials to test and maintain Light Emitting Diodes (LEDs). All work performed or equipment
and parts supplied by the Contractor shall be subject to inspection and approval of the City
Engineer or his authorized agent. Failure to pass inspection on any maintenance, repair, or
service item shall result in non-payment for that item until such time that the Contractor can
present the item to the City in an acceptable form.
1.3 Work Authorization Forms
A “Work Authorization Form” shall be provided prior to work commencing any non-routine work
items. The Contractor shall provide their cost estimates on the “Work Authorization Form” and
shall prepare a work authorization form for any verbally authorized work or emergency response
work. This form shall be signed and accepted by the City prior to commencement of work.
During an emergency situation, the Contractor shall complete the work authorization form and
submit to the City within 24-hrs of work completion. This form shall provide the Contractor with
the location, work to be performed, required completion date, authorization to proceed, and a
City or Contractor itemized estimate based on costs provided by the Contractor in their
proposals. All costs shall be detailed, unbundled, and listed separately. Actual time spent on the
job and work completed or in progress will be inspected by City staff on a random basis. “Work
Authorization Forms” shall be prepared for all items of work for comparison to the final billing to
assure that proper costs and estimating procedures have been followed. Any additional work
not on the completed “Work Authorization Form” shall not be allowed until first approved by the
City Engineer or his authorized agent.
1.4 Verbal Notification
The Contractor shall respond on verbal notification from the City Engineer or his authorized
agent to all work items. Verbal notification will typically be given for “Standard” and/or
“Emergency” response work items. If verbal notification is given and no response time is
provided, the Contractor shall respond on an emergency basis.
When the Contractor receives verbal notification to complete a “Scheduled Response” work
item, the Contractor shall prepare a field generated “Work Authorization Form” and submit it to
the City for final approval within two (2) working days after receiving notification. The Contractor
shall note the date, time, type of response, and City employee providing the verbal authorization
on the “Work Authorization Form.”
See Task 3 – Response for response definitions.
1.5 Contractor Notification
The Contractor shall notify the City Engineer or his authorized agent of any and all repairs
and/or replacements to the signal system at least forty eight (48) hours prior to the start of work
to allow for proper inspection of work. Emergency response work provided by the City does not
require this notification process.
The City Engineer or his authorized agent shall have the final decision on what is authorized.
The Contractor shall not be paid until work is complete and the City is notified of the completion
for final inspection and approval. Compliance with the authorization procedure shall not
relieve the Contractor from making necessary repairs within a timely manner.
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Task 2 – Routine Preventative Maintenance
2.1 Definition
Routine Preventive Maintenance shall be performed by the Contractor responsible for
preventative maintenance and the associated operation of streetlight equipment, equipment
associated with RRFB crosswalks, flashing beacon apparatus, and traffic signal controllers and
cabinet equipment.
A full traffic signal intersection inventory shall be conducted and provided to the City in both
electronic and hardcopy form during the beginning of the contract. The inventory shall include
but not be limited to location, major & minor street, Cabinet type, BBS, EVP, RR Preemption,
Controller Type, Control Communication Type, CCTV, Video Detection, WAP, Traffic Loops,
pole data and etc. This work shall be done in conjunction with the first routine preventive
maintenance and at no additional cost to the City.
2.2 Traffic Signals, RRFB Crosswalks, Solar Speed Signs, and Flashing Beacons
The Contractor agrees to the following preventative maintenance schedule for traffic signals,
RRFB crosswalks, and flashing beacons to be paid at the rate identified in C-1 Items:
Monthly Routine Maintenance
Visually inspect controller for proper operation
Visually inspect all vehicular and pedestrian signals for proper operation
Visually inspect all LED signal units for proper operation, and replace outages found
Check the time setting and match with time sheet in controller cabinet
Visually inspect Battery Backup System (BBS)
Visually inspect all detections (Video, loop, and etc.)
Night checks of safety lights and internally illuminated street name signs (IISNS),
when applicable, twice each calendar month to determine outages and/or minor tree
trimming needs, if necessary (See 2.4 Night Checks for guidelines and requirements)
Turn off utility power and make sure BBS switches effectively to BBS power
Manually record inspection date and time in controller cabinet and send written
confirmation of monthly inspection with recommendations to the City by
intersection/location (See Task 4 – Reports for additional requirements)
Activate solar speed feedback sign for proper operations
Record solar speed feedback sign results on monthly inspection with
recommendations to the City by location (See Task 4 – Reports for additional
requirements)
Actuate and check RRFB flashing crosswalk, including associated sign, for proper
operation
Record RRFB crosswalk results on monthly inspection with recommendations to the
City by location (See Task 4 – Reports for additional requirements)
Night checks of all streetlight within the City limit per the “Street Light Night Check
Zones”. The contractor shall check one(1) zone per month. There are 8 zones total.
Record results on streetlight monthly inspection with recommendations to the City by
location address, and pole number.
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3-Month Routine (In addition to monthly)
Check emergency vehicle detection, video detection, and signal interconnect, where
applicable, for proper operation
Check detector amplifiers and tune, if needed
Actuate and check each pedestrian push button for proper operation
Visually inspect roadway along loop detectors for possible exposed wires, cracks,
and potholes
Rotate batteries in BBS for improved battery charging life
Manually record inspection date and time in controller cabinet and send written
confirmation of 3-month inspection with recommendations to the City by
intersection/location (See Task 4 – Reports for additional requirements)
6-Month Routine (In addition to monthly and 3-month)
Check controller cabinet filter
Check ground rod clamp and wire
Check wire schematics and records to make sure they are in the cabinet
Check operation of the fan
Check operation of ground fault receptacle
Measure voltage at service inputs in cabinet and record
Visually check for bent visors and back plates
Visually check integrity of splices
Check BBS battery voltage/amp output and make recommendation for battery
replacement when necessary
Test BBS charging system
Manually record inspection date and time in controller cabinet and send written
confirmation of 6-month inspection with recommendations to the City by
intersection/location (See Task 4 – Reports for additional requirements)
Clean and vacuum controller cabinet
Annual Routine (In addition to monthly, 3-month, and 6-month)
Replace all incandescent lamps in all signals with LED lamps
Clean and polish all lenses and reflectors
Vacuum and clean controller cabinet and contents
Replace cabinet filter
Check weatherproof gasket seal on controller cabinets
Check for water accumulation and duct sealant
Lubricate hinges and lock on controller cabinets
Check alignment of all signal heads
Check indicator lamps
Check all connectors
Check detector extensions
Check load switches
Check relays
Check conflict monitor and provide City with computerized report in Microsoft Excel
identifying each intersection’s results.
Clean BBS
Check all BBS connections and clean terminals
Manually record inspection date and time in controller cabinet and send written
confirmation of annual inspection with recommendations to the City by
intersection/location (See Task 4 – Reports for additional requirements)
Verify signal timing in controller and field signal timing sheets are consistent. Send a
copy of signal timing sheets to the City with the date of inspection.
Submit electronic and hardcopy of traffic signal intersection hardware inventory with
connection diagrams. The inventory shall include but not be limited to location, major
& minor street, cabinet type, BBS, EVP, RR Preemption, controller type, control
communication type, CCTV, video detection, WAP, traffic loops, pole data, conduit
sizes and etc. (see Attachment D for example)
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2.3 Streetlights
The Contractor agrees to the following maintenance for streetlights to be paid at the rate
identified in C-1,” Item Streetlight Maintenance:
Replace lamps that have become inoperative by virtue of burnout. Replacement
lamps shall be substantially equivalent to those replaced.
Replacement of Light Emitting Diode (LED) streetlight that have been inoperative by
virtue of failure. Replacement LED streetlights shall be per the City Standard. If the
cause of failure is covered under manufacture warranty, the Contractor shall
coordinate with the LED manufacture and provide removal and installation.
Replace photoelectric cells that have become inoperative from normal deterioration.
Minor trimming of trees below the light fixture for the purpose of allowing a
reasonable amount of light to be let through. Trimming is limited to within three (3)
feet of the bottom of the fixture.
Night check of each streetlight and safety light within the City’s jurisdiction each
month to determine electrolier outages, pole condition, and/or minor tree trimming
needs. See 2.4 Night Checks for guidelines and requirements.
Maintain and submit a monthly log listing each call received, the name of the caller (if
given), the date of the call, the outage or other problem reported by the caller, and
the location of the outage or other problem reported by the caller. See Task 4 –
Reports for additional requirements.
Replace photo-reflective pole numbers that are no longer visible and in conformance
to City Standards.
Inspect street light pole integrity and replace the pole on an as needed basis.
The replacement services to be performed by the Contractor encompass outages from normal
deterioration. Each inoperative lamp and/or photoelectric cell shall be replaced within five (5)
working days or less from the date the Contractor receives notice from the City. See Task 3 –
Response for additional requirements.
2.4 Night Checks
The Contractor agrees to conduct night checks monthly during non-daylight hours as follows:
Contractor shall submit with this proposal a Zone Map dividing the city (within the
City Limit) into six (6) zones. The City has attached an example of the zoning
map for the contractor used. The contractor may use this zone map.
Contractor shall submit with this proposal a schedule for conducting night (non-
daylight hour) checks in the 6 zones.
Contractor shall submit an action plan of keeping track of the City’s complete
streetlight inventory.
Contractor shall check each streetlight, safety light, and IISNS (if applicable) in the
assigned zone for the corresponding monthly check during non-daylight hours for
outages, pole condition, and/or minor tree timing needs monthly.
Contractor shall maintain and submit a monthly log for all night checks including but
not limited to date of visit and location of outage or other problem. See Task 4 –
Reports for additional requirements.
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Task 3 – Response
3.1 Emergency Response (one hour maximum response time)
This item is considered to be a safety concern. When notified by the City to respond to an
emergency situation, the Contractor shall be at the site in one (1) hour or less from the time of
notification. Examples of a situation that would require an emergency response include but not
limited to signal and/or streetlight knockdowns, block of streetlights out-of-service, signal
damage, red lamp outages (LED), turned or misaligned signal head, or other repairs designated
emergency response by the City. The Contractor shall maintain a twenty-four (24) hour per day
emergency service for the replacement of burned out lamps or repair of any traffic signal or
associated traffic signal equipment. The Contractor shall maintain a local telephone number
where he can be reached twenty-four (24) hours per day. This telephone number shall be made
available to the Engineering Division and the Gilroy Police Department. The Contractor shall
make IMMEDIATE maintenance calls when notified by the City and informed that the call is an
emergency. In no instance shall the response time to an emergency call exceed one (1) hour
from the time of notification.
3.2 Standard Response (24 hours maximum response time)
This item is considered important but not an immediate safety concern. Maintenance and repair
requests made on a regular basis shall be responded to within 24 hours of notification. In no
event will regular response work be considered overtime without prior approval of the City
Engineer or his authorized agent. Examples of work that would require a regular response are,
but not limited to, signal equipment repair/replacement, pedestrian head outages (modification
kits), vehicle detection problems, field wiring, routine lamp outages, and streetlight lamp
outages.
3.2.1 Standard High Priority Response (same day response time)
This item is considered high priority but not an immediate safety concern. Maintenance and
repair requests made on a high priority basis shall be responded to the same day as the
notification. High priority items will be determined by the City Engineer or his/her representative .
3.3 As-Required/Scheduled Response (five working day maximum response time)
Maintenance and repair requests made by the City that are not critical or the work involved is of
such nature as to require advance scheduling shall be completed on an “As-Required” basis.
Work authorizations of this type shall include a completion date to be shown on the work
schedule. Examples of “As-Required/Scheduled” maintenance would include but not limited to
loop repair/replacement, major equipment repair/replacement, and permanent replacement of
knockdowns, major rewiring, and intersection modifications.
The formats presented above are only guidelines and do not relieve the Contractor of the
responsibility to perform. At all times, the contractor shall be required to respond to any work
request in any of the above manners as the City determines necessary. If the City should fail to
provide the Contractor with the required response time, the Contractor shall proceed under the
guidelines of “As-Required/Scheduled” response unless the work item requires a more
immediate response, as covered in the Request for Qualifications. The City may at any time
amend the response requirement for specific work items by notifying the Contractor either
verbally or in writing. Time extension may be granted due to material delay when the Contractor
has demonstrated that the delay was beyond the Contractor’s control.
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Task 4 – Reports
4.1 Monthly Maintenance Reports
The Contractor shall submit to the Engineering Division within ten (10) working days from the
last day of each month a detailed monthly computer summary printout of all traffic signal system
and streetlight repair and emergency calls made. The summary shall provide the following
information:
TRAFFIC SIGNALS, RRFB CROSSWALKS, SOLAR SPEED FEED-BACK SIGNS,
AND FLASHING BEACONS
1. Date, time, City employee, and employee telephone number initiating the call
2. Location by intersection/location and number (see Attachment “C”), as provided
by the City, and identification by a specific corner and/or direction of travel
3. Nature of the malfunction, if any found, and a description of the action taken by
the Contractor
4. Date, time, and name of Contractor’s personnel conducting night check (when
applicable)
5. Date and time the Contractor’s personnel and equipment arrived on the scene
6. Date and time the job was completed
STREETLIGHTS
1. Date, time, City employee or caller name (if given), and telephone number
initiating the call
2. Location by streetlight number, as provided by the City, and identification by
street name and/or address and nearest cross street
3. Nature of the malfunction, if any found, and a description of the action taken by
the Contractor
4. Date, time, and name of Contractor’s personnel conducting night check (when
applicable)
5. Date and time the Contractor’s personnel and equipment arrived on the scene
6. Date and time the job was completed
4.2 Morning Call-In (Daily)
The Contractor must email every morning (Monday - Friday by 8:30 am) and notify the City
Engineer or his authorized agent of any and all work scheduled to take place during that day. If
scheduled work is completed and the Engineering Division has not been notified in advance,
payment will not be made until the work can be inspected by City staff.
4.3 Detailed Cost Summary
The Contractor shall provide a detailed cost summary with the monthly invoices detailing work
completed for each work authorization. See Compensation for additional details.
Task 5 – Traffic Signal Plan Review
The Contractor may be required to performed traffic signal plan review for the City. The
Contractor shall have the ability to professionally review traffic signal plans from the City and
have a turnaround time no greater than five (5) working days.
Docusign Envelope ID: 6F4FFCE6-3CCE-4F91-8F92-056CD8F79A06Docusign Envelope ID: 23FE2A16-C126-4555-A7E7-C0C1654B597D
Task 6 – Traffic Signal Construction Inspection
The contractor may be required to perform traffic signal construction inspections. The contractor
shall have a competent inspector on site as directed by the City. The inspector shall provide
daily reports to the City representative.
Task 7 – Traffic Signal Design Modification
The contractor may be required to perform on site traffic signal modifications. Modifications may
include installation of left turn arrows, on-site signal timing changes, loop length increases,
advance detection zone changes and etc.
Docusign Envelope ID: 6F4FFCE6-3CCE-4F91-8F92-056CD8F79A06Docusign Envelope ID: 23FE2A16-C126-4555-A7E7-C0C1654B597D
PROGRAM REQUIREMENTS
1. The Contractor shall be required to maintain a primary facility location within seventy (70)
miles of the City limits of Gilroy. This requirement is mandated to assure the response by
the Contractor is accomplished in a timely manner and in the case of emergencies, within
one (1) hour. The facility must be equipped with mobile equipment such as ladder trucks,
boom trucks, and related equipment and must also be equipped with facilities to effectuate
traffic signal equipment repairs.
2. The Contractor must provide an experienced, competent Superintendent and field
technician who will be responsible for effectively supervising all work in progress. In
addition to supervision or work in progress, the Superintendent must be capable of
instructing his subordinates in correct and proper maintenance techniques.
3. The Contractor must employ competent, experienced traffic signal and streetlight
technicians (International Municipal Signal Association (IMSA) Certification desirable)
qualified in repair or trouble detection of the City’s traffic signal and lighting equipment. If
any subcontractor, Superintendent, Foreman, laborer, or other person employed or
associated with the Contractor appears to City staff to be intemperate, incompetent,
troublesome, or otherwise undesirable to be employed on the work site, that employee
shall be immediately removed from the work site at the request of the City Engineer or his
authorized agent.
4. The Contractor shall be responsible for providing all necessary traffic control equipment in
all construction or maintenance zones per the latest CA MUTCD, or most recent edition, or
as determined by the City Engineer or his authorized agent to be required to give
adequate warning of any dangerous conditions that may be encountered, prevent
accidents, and avoid damage or injury to the public. In addition, the Contractor shall not
close more than one lane of travel at a time unless otherwise authorized by the City
Engineer or his authorized agent. Lane closures from 7:00 am to 8:30 am and 4:00 pm to
6:00 pm are not permitted for Standard or As-Required/Scheduled Maintenance.
Emergency repairs shall be made whenever required and are not subject to the
aforementioned time restrictions.
5. The Contractor shall conduct his operations in order to minimize obstruction and
inconvenience to public travel. At no time shall the Contractor be allowed to stop work for
the purposes of a “coffee break” when the public right-of-way is impeded unless the work
being done requires more than four (4) hours to complete.
Whenever the Contractor’s operations create a condition hazardous to traffic or to the
public, he shall furnish and maintain, as necessary, fences, barricades, lights, signs, safety
cones, and other devices per the latest CA MUTCD, or most recent edition, or as
determined by the City Engineer or his authorized agent to be required to give adequate
warning of any dangerous conditions that may be encountered, prevent accidents, and
avoid damage or injury to the public. Failure to provide necessary devices shall be cause
for stopping of work and vacating the job site until the situation is remedied.
6. The Contractor shall be responsible for the correct placement, number, and monitoring of
temporary traffic signals and controls.
Docusign Envelope ID: 6F4FFCE6-3CCE-4F91-8F92-056CD8F79A06Docusign Envelope ID: 23FE2A16-C126-4555-A7E7-C0C1654B597D
7. The Contractor shall be equipped with the spare parts in sufficient quantities to maintain
signal and streetlight operations. In those instances where a complex device, equipment,
or component has to be repaired or replaced, the Contractor shall install a temporary
replacement of his own until such time as the part can be permanently repaired or
replaced.
8. Should construction be underway by other forces or by other contractors within or adjacent
to the limits of the work specified or should work of any other nature be underway by other
forces within or adjacent to the said limits, the Contractor shall cooperate with all such
other contractor’s or other forces to the end that any delay, duplication, or hindrance to
their work shall be avoided.
9. All work shall conform to the most recent edition of Caltrans Standard Plans and
Specifications and the City of Gilroy Standard Details and Specifications.
10. The City Engineer or his authorized agent shall have access at all times to work completed
or in progress and shall be furnished with all reasonable means and facilities for
ascertaining the progress of work and the quality of the materials used. All work performed
and all materials furnished shall be subject to the City Engineer or his authorized agent’s
inspection and approval. Any item not meeting the City Engineer or his authorized agent’s
complete satisfaction shall be replaced immediately.
Inspection of work shall not relieve the Contractor of any obligation to fulfill the contract as
prescribed. Defective work or materials shall be made good, and unsuitable material may
be rejected notwithstanding the fact that such defective work and unsuitable materials
have been previously inspected by the City Engineer or his authorized agent and
accepted.
11. All work, which is determined by the City Engineer or his authorized agent to be defective
in its construction or is deficient in any way, shall be remedied or removed by the
Contractor at his expense in a manner acceptable to the City.
12. The City Engineer or his authorized agent shall decide all questions that may arise
regarding the quality or acceptability of materials furnished or work performed, the manner
of performance and rate of progress of the work, and the acceptable fulfillment of the
contract. The City Engineer’s decision shall be final.
13. All fixed time, semi actuated, and fully actuated signals installed during the life of the
contract shall be added to those already maintained by the Contractor, as the City notifies
the Contractor of the installation thereof. These signals shall be maintained at the same
rate and in the same manner as those covered by the agreement. In the event notification
is made at other than the beginning of the monthly contract period, payment for that month
shall be prorated from the day the Contractor is notified.
14. All RRFB crosswalks added throughout the life of the contract shall be maintained by the
Contractor, as the City notifies the Contractor of the installation thereof. These RRFB
crosswalks shall be maintained at the same rate and in the same manner as those
covered by the agreement. In the event notification is made at other than the beginning of
the monthly contract period, payment for that month shall be prorated from the day the
Contractor is notified.
Docusign Envelope ID: 6F4FFCE6-3CCE-4F91-8F92-056CD8F79A06Docusign Envelope ID: 23FE2A16-C126-4555-A7E7-C0C1654B597D
15. All flashing beacons (not part of traffic signal assembly) added throughout the life of the
contract shall be maintained by the Contractor, as the City notifies the Contractor of the
installation thereof. These flashing beacons shall be maintained at the same rate and in
the same manner as those covered by the agreement. In the event notification is made at
other than the beginning of the monthly contract period, payment for that month shall be
prorated from the day the Contractor is notified.
16. All electroliers added throughout the life of the contract shall be maintained by the
Contractor, as the City notifies the Contractor of the installation thereof. These electroliers
shall be maintained at the same rate and in the same manner as those covered by the
agreement. In the event notification is made at other than the beginning of the monthly
contract period, payment for that month shall be prorated from the day the Contractor is
notified.
Docusign Envelope ID: 6F4FFCE6-3CCE-4F91-8F92-056CD8F79A06Docusign Envelope ID: 23FE2A16-C126-4555-A7E7-C0C1654B597D
-1- 4835-2267-0361v1
LAC\04706083
EXHIBIT “C”
MILESTONE SCHEDULE
Routine maintenance work shall be completed as described in Task 2.
Unscheduled maintenance or repairs shall be performed as needed.
Docusign Envelope ID: 6F4FFCE6-3CCE-4F91-8F92-056CD8F79A06Docusign Envelope ID: 23FE2A16-C126-4555-A7E7-C0C1654B597D
4835-2267-0361v1
LAC\04706083
EXHIBIT “D”
PAYMENT SCHEDULE
The Contractor shall submit to the Engineering Division an invoice for each month of
maintenance. The invoice shall include the date and time of the service call, date and time of
arrival at the location, date and time of completion of the prescribed work, description of service
rendered, and a detailed listing of parts, equipment, and labor utilized in this repair. Follow-up
work such as permanent knockdown replacements or other As-Required/ Scheduled
Maintenance shall include all of the above and a copy of the City-authorized “Work
Authorization Form.”
The Contractor shall be compensated for labor and mobile equipment for any regular
maintenance or services in accordance with the rates set forth in the proposal. Overtime rates
shall be charged, if any, only on weekdays from 5:00 pm to 8:00 am, Saturdays, Sundays, and
all national holidays. Overtime shall be charged for only the actual time spent at the work site in
fifteen (15) minute increments and any minimum call-out. The Contractor shall submit time
sheets at the request of the City Engineer or his authorized agent to confirm any personnel and
mobile equipment charges whether for regular time or overtime. The Contractor’s rates set forth
in the proposal shall be complete and final. No other charges shall be permitted other than
those stated in the Contractor’s proposal.
The Contractor shall be compensated at cost plus ten (10) percent for all material supplies.
not specifically included in the below rate sheet. Upon demand, the contractor shall submit to
the City Engineer or his authorized agent copies of the material supplier’s invoices for any
materials used or supplied under this contract.
Docusign Envelope ID: 6F4FFCE6-3CCE-4F91-8F92-056CD8F79A06Docusign Envelope ID: 23FE2A16-C126-4555-A7E7-C0C1654B597D
ATTACHMENT C-1 – WORK ITEMS AND COST PROPOSAL WORKSHEET
ROUTINE PREVENTATIVE MAINTENANCE ITEMS (BASE BID)
See Attachment “C-3” for a detailed inventory (and general exceptions) of the following items:
MONTHLY MAINTENACE ESTIMATED QUANTITY COST UNIT
Base Contract Items:
1.Traffic Signal Maintenance (Monthly) 33 intersections/month $_________ PER EACH
(City Owned and Maintained)$_________ EXT. COST
2.Traffic Signal Maintenance (3-Month) 33 intersections/month $_________ PER EACH (R)
(City Owned and Maintained) (Add-on Cost to item 1) $_________ EXT. COST
3.Traffic Signal Maintenance (6-Month) 33 intersections/month $_________ PER EACH (R)
(City Owned and Maintained) (Add-on Cost to item 1, 2) $_________ EXT. COST
4.Traffic Signal Maintenance (Annually) 33 intersections/month $_________ PER EACH (R)
(City Owned and Maintained) (Add-on Cost to item 1, 2, 3) $_________ EXT. COST
5.RRFB Crosswalk 7 flashing x-walk/month $_________ PER EACH
Maintenance $_________ EXT. COST
(City Owned and Maintained)
6.RRFB Crosswalk 4 flashing x-walk/month $_________ PER EACH
Maintenance $_________ EXT. COST
(Caltrans Owned/City Maintained)
7.Flashing Red Beacon Maintenance 1 flashing beacon/month $_________ PER EACH
(City Owned and Maintained)$_________ EXT. COST
8.Flashing Yellow Beacon Maintenance 17 flashing beacon/month $_________ PER EACH
(City Owned and Maintained) $_________ EXT. COST
9.Solar Speed Limit Radar Signs 4 solar radar sign/month $_________ PER EACH
$_________ EXT. COST
10.Pedestrian Hybrid Beacon 2 ped hybrid beacon/month $_________ PER EACH
Maintenance $_________ EXT. COST
11.Traffic Signal Maintenance (Monthly) 11 intersections/month $_________ PER EACH
(Caltrans Owned/City Maintained)$_________ EXT. COST
12.Traffic Signal Maintenance (3-Month) 11 intersections/month $_________ PER EACH (R)
(Caltrans Owned/City Maintained) (Add-on Cost to item 9) $_________ EXT. COST
13.Traffic Signal Maintenance (6-Month) 11 intersections/month $_________ PER EACH (R)
(Caltrans Owned/City Maintained) (Add-on Cost to item 9, 10) $_________ EXT. COST
80.00
2640.00
0.00-included
0.00-included
0.00-included
0.00-included
0.00-included
0.00-included
50.00
350.00
50.00
200.00
50.00
50.00
50.00
850.00
70.00
280.00
80.00
160.00
80.00
880.00
0.00-included
0.00-included
0.00-included
0.00-included
Revised 5-15-24
Docusign Envelope ID: 6F4FFCE6-3CCE-4F91-8F92-056CD8F79A06Docusign Envelope ID: 23FE2A16-C126-4555-A7E7-C0C1654B597D
14.Traffic Signal Maintenance (Annually) 11 intersections/month $_________ PER EACH (R)
(Caltrans Owned/City Maintained) (Add-on Cost to item 9, 10, 11) $_________ EXT. COST
15.Streetlight Night Check Per Zone 1 zone/month $_________ PER EACH (R)
(City maintained)
16.USA Marking (streetlight and signal) 1 each (Marking/Remark only) $_________ PER EACH
(Caltrans/City Maintained)(Assume 100 locations/month)* $_________ EXT. COST
Subtotal $
(R)– denotes revocable items. City may elect to revoke this item at any time.
*- Actual count varies (actual cost shall be based on unit price)
UNSCHEDULED MAINTENANCE ITEMS
See Attachment “D” for a description of the following items:
EQUIPMENT COST UNIT
9.Lighting Trailer…………………………………………………. $ _____________ PER HOUR
PERSONNEL COST UNIT
10.Field Technician Supervisor – Regular $______________ PER HOUR
11.Field Technician Supervisor – Overtime $______________ PER HOUR
12.Electrical Technician – Regular $______________ PER HOUR
13.Electrical Technician – Overtime $______________ PER HOUR
14.Traffic Technician – Regular $______________ PER HOUR
15 Traffic Technician – Overtime $______________ PER HOUR
16.Field Technician – Regular $______________ PER HOUR
17.Field Technician – Overtime $______________ PER HOUR
18.Crane Operator – Regular $______________ PER HOUR
19.Crane Operator – Overtime $______________ PER HOUR
0.00-included
0.00-included
1500.00
55.00
5500.00
12,410 (Twelve thousand four hundred ten dollars) per month
10.00
15.00
0.00
30.00
0.00
30.00
100.00
0.00
0.00
145.00
235.00
145.00
235.00
145.00
235.00
85.00
125.00
145.00
235.00
Docusign Envelope ID: 6F4FFCE6-3CCE-4F91-8F92-056CD8F79A06Docusign Envelope ID: 23FE2A16-C126-4555-A7E7-C0C1654B597D
20.Engineering Technician $______________ PER HOUR
21.GIS Specialist $______________ PER HOUR
22.Traffic Engineer/ Electrical Engineer $______________ PER HOUR
23.Clerical Support $______________ PER HOUR
REPAIRS COST UNIT
24.Turned Signal Head $______________ PER EACH
25.Turned Signal Head – Overtime $______________ PER EACH
26.Turned PED Head $______________ PER EACH
27.Turned PED Head – Overtime $______________ PER EACH
28.Loose Back Plate $______________ PER EACH
29.Bulb Call $______________ PER EACH
30.Bulb Call – Overtime $______________ PER EACH
31.LED Lamp Out $______________ PER EACH
32.LED Lamp Out – Overtime $______________ PER EACH
33.Re-splice Loop $______________ PER EACH
34.Epoxy Loop $______________ PER EACH
35a. Fiber Optic Fusion Splicing (single mode) $______________ PER STRAND
35b. Fiber Optic Fusion Splicing (multimode) $______________ PER STRAND
36.Type 1-A Pole (10’ or 7’)$______________ PER EACH
37.5 Section 12” Signal Head (including reflector, lamp, visor
& back plate) $______________ PER EACH
38.MAS 5-Signal Head $______________ PER EACH
39.3-section 12” signal head $______________ PER EACH
40.3-section 12” arrow signal head $______________ PER EACH
41.Signal mount, pole $______________ PER EACH
42.Signal mount, mast arm $______________ PER EACH
43a. Pedestrian push button assembly (side mount) $______________ PER EACH
43b. Pedestrian push button assembly (top mount) $______________ PER EACH
44a. PPB housing and sign (side mount) $______________ PER EACH
44b. PPB housing and sign (top mount) $______________ PER EACH
45. 4102-3p (ICC) universal Z crate visor $______________ PER EACH
46.Pull box #5 $______________ PER EACH
145.00
185.00
75.00
145.00
90.00
530.00
90.00
530.00
90.00
90.00
530.00
180.00
600.00
100.00
200.00
180.00
180.00
800.00
850.00
850.00
475.00
475.00
250.00
150.00
150.00
150.00
100.00
100.00
80.00
Docusign Envelope ID: 6F4FFCE6-3CCE-4F91-8F92-056CD8F79A06Docusign Envelope ID: 23FE2A16-C126-4555-A7E7-C0C1654B597D
46a. Pull box #5 in dirt $______________ PER EACH
46b. Pull box #5 in concrete $______________ PER EACH
47.Pull box #6 $______________ PER EACH
47a. Pull box #6 in dirt $______________ PER EACH
47b. Pull box #6 in concrete $______________ PER EACH
48.Pull box #6E $______________ PER EACH
48a. Pull box #6E in dirt $______________ PER EACH
48b. Pull box #6E in concrete $______________ PER EACH
49.Pull box #7E $______________ PER EACH
49a. Pull box #7E in dirt $______________ PER EACH
49b. Pull box #7E in concrete $______________ PER EACH
50.Type III AF service $______________ PER EACH
51.Telco Pedestal $______________ PER EACH
52.Telco Pedestal 2 Blocks/ground rod inst. $______________ PER EACH
53. 4094-D (ICC) type G intnl. Neon ped head $______________ PER EACH
54 PED Mod Kit Installed $______________ PER EACH
55.Loop installation (6’x6’) – single $______________ PER EACH
56.Loop installation (6’x6’) – Series of 4 Loops $______________ PER EACH
57.Video Detection (Autoscope) – One camera + mini hub $__market price1_ PER EACH
58.Video Detection (Autoscope) – four cameras + mini hub $__market price1_ PER EACH
59.Stub out installation $______________ PER EACH
60.IISNS Repair $______________ PER EACH
61.Signal/Ped Head painting $______________ PER EACH
62.12 pair cable (pe22) installed/ 100’ $______________ PER 100’
63.25 pair cable (pe22) installed/ 100’ $______________ PER 100’
64.OSP Cat5e Cable installed/ 100’ $______________ PER 100’
65.Trench 1.5” , schedule 40, conduit installed/ 100’ $______________ PER 100’
66.Trench 3.0” , schedule 40, conduit installed/ 100’ $______________ PER 100’
67.Trench colored quad-duct, schedule 40/ 100’ $______________ PER 100’
68. Quad-Duct schedule 40 installed in open trench by dug by others $______________ PER 100’
69.Bore 1.5” , schedule 40, conduit 100’ $______________ PER 100’
70.Bore 3.0” , schedule 40, conduit 100’ $______________ PER 100’
71.Bore- colored quad-duct, schedule 40, 100’ $______________ PER 100’
72. 70-watt HPS lamp $______________ PER EACH
450.00
600.00
500.00
650.00
650.00
800.00
650.00
800.00
6500.00
n/a
375.00
800.00
3200.00
250.00
300.00
250.00
600.00
700.00
600.00
6000.00
6500.00
7500.00
2500.00
6000.00
6500.00
7500.00
17.00
Docusign Envelope ID: 6F4FFCE6-3CCE-4F91-8F92-056CD8F79A06Docusign Envelope ID: 23FE2A16-C126-4555-A7E7-C0C1654B597D
73. 100-watt HPS lamp $______________ PER EACH
74.Tape Shield $______________ PER EACH
75.Flat Lens $______________ PER EACH
76.Leotek 20F LED fixture (furnish and install) $______________ PER EACH
77.Leotek 30F LED fixture (furnish and install) $______________ PER EACH
78.Leotek 40F LED fixture (furnish and install) $______________ PER EACH
79.Leotek 60F LED fixture (furnish and install) $______________ PER EACH
80.Leotek 80F LED fixture (furnish and install) $______________ PER EACH
81.Leotek 100F LED fixture (furnish and install) $______________ PER EACH
82.Leotek 120F LED fixture (furnish and install) $______________ PER EACH
82a. Leotek LED fixture - site specific (furnish and install) $__market price 1_ PER EACH
83.King Luminaire LED Decorative Fixture (furnish and Install) $__market price1_ PER EACH
84.New Signal Turn On Support $______________ PER HOUR
85.Furnish and Install Anti-Theft Pull Box Lid $______________ PER EACH
86.Tape Programmed Visibility Head Kit $______________ PER EACH
87. Furnish and install streetlight photoelectric cells $______________ PER EACH
1 Item will be paid based on the current market price plus labor. All vendor documentation and/or invoicing shall be
provided to the City upon request.
17.00
80.00
80.00
175.00
475.00
85.00
*Due to varying vendor market price fluctations, cost(s) will be based on current market price plus labor
*All vendor documentation and/or invoicing shall be forwarded to the City upon request
Docusign Envelope ID: 6F4FFCE6-3CCE-4F91-8F92-056CD8F79A06Docusign Envelope ID: 23FE2A16-C126-4555-A7E7-C0C1654B597D
ATTACHMENT C-2 – DETAILED DESCPRITION OF WORK ITEMS
UNSCHEDULED MAINTENANCE ITEMS
ITEM DESCRIPTION
1-9 Supply equipment as required. Cost shall be given on a per hour basis.
10-23 Supply labor as required. Cost shall be given on a per hour basis, except as noted.
24-35 Supply material and complete work per most recent edition of Caltrans Standard Plans and
Specifications. Costs provided should be on a per unit basis.
36-45 Supply material only. Installation shall be given on a per hour basis.
46-49 Supply material and complete Pull Box installation per most recent edition of Caltrans Standard
Plans and Specifications.
50 Supply material and complete installation per most recent edition of Caltrans Standard Plans
and Specifications.
51 Supply labor as required. Material is not included in this price. Cost shall be given on a unit
basis.
51-52 Supply material and install Telco Pedestal installation per most recent edition of Caltrans
Standard Plans and Specifications.
53-55 Supply and install pedestrian signal indications, ballasts, and transformers as they become
inoperative or defective. Pedestrian indications shall be per most recent edition of Caltrans
Standard Plans and Specifications.
56 Supply material and complete loop installation per most recent edition of Caltrans Standard
Plans and Specifications.
57-58 Supply material and complete video detection installation per draft Caltrans Standard
Specifications or most recent edition of Caltrans Standard Plans and Specifications.
59 Supply material as needed per job.
60 Supply material and complete IISNS Repair per most recent edition of Caltrans Standard Plans
and Specifications.
61 Supply material and complete painting per most recent edition of Caltrans Standard Plans and
Docusign Envelope ID: 6F4FFCE6-3CCE-4F91-8F92-056CD8F79A06Docusign Envelope ID: 23FE2A16-C126-4555-A7E7-C0C1654B597D
Specifications.
62-64 Supply material and complete underground cable installation in existing conduit per most recent
edition of Caltrans Standard Plans and Specifications.
65-68 Supply material and complete trenching conduit installation per most recent edition of Caltrans
Standard Plans and Specifications.
69-71 Supply material and complete boring conduit installation per most recent edition of Caltrans
Standard Plans and Specifications.
72-73 Supply material as needed per job.
73-82 74-83 Supply and install material
83 Supply enough labor to use up one full can of paint
84 Provide full Traffic Signal Turn on Support
85-86 87 Furnish and Install
Docusign Envelope ID: 6F4FFCE6-3CCE-4F91-8F92-056CD8F79A06Docusign Envelope ID: 23FE2A16-C126-4555-A7E7-C0C1654B597D
SAMPLE
ATTACHMENT F
3
3
66
Docusign Envelope ID: 6F4FFCE6-3CCE-4F91-8F92-056CD8F79A06Docusign Envelope ID: 23FE2A16-C126-4555-A7E7-C0C1654B597D
Zone Work Month Zone Work Month Zone Work Month
1 July 2024 1 July 2025 1 July 2026
2 August 2024 2 August 2025 2 August 2026
3 September 2024 3 September 2025 3 September 2026
4 October 2024 4 October 2025 4 October 2026
5 November 2024 5 November 2025 5 November 2026
6 December 2024 6 December 2025 6 December 2026
1 January 2025 1 January 2026 1 January 2027
2 February 2025 2 February 2026 2 February 2027
3 March 2025 3 March 2026 3 March 2027
4 April 2025 4 April 2026 4 April 2027
5 May 2025 5 May 2026 5 May 2027
6 June 2025 6 June 2026 6 June 2027
Date, Time, Tech performing night check
Pole location/address, pole #
Nature of malfunction
Description of repair or follow up if applicable
Docusign Envelope ID: 6F4FFCE6-3CCE-4F91-8F92-056CD8F79A06Docusign Envelope ID: 23FE2A16-C126-4555-A7E7-C0C1654B597D
RESOLUTION 2025-58
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
GILROY TO APPROVE A BUDGET AMENDMENT FOR THE
SIGNAL/ STREET LIGHT MAINTENANCE PROJECT
PROJECT NO. 800340) AND APPROVE A SECOND
AMENDMENT TO THE AGREEMENT FOR SERVICES
WITH CAL-WEST LIGHTING & SIGNAL MAINTENANCE,
INC.
WHEREAS, the City Administrator prepared and submitted to the City Council a budget
for the City of Gilroy for Fiscal Years 2025-2026 and 2026 -2027, and the City Council
carefully examined, considered, and adopted the same on June 2, 2025; and
WHEREAS, City Staff has prepared and submitted to the City Council a proposed
amendment to said budget for Fiscal Year 2025-2026 for the City of Gilroy in the staff report dated
December 8, 2025; and
WHEREAS, City Staff has prepared a Second Amendment to the Agreement for Services
with Cal-West Lighting & Signal Maintenance, Inc. for Streetlight and Traffic Signal Maintenance
Services, City Project No. 800340.
NOW, THEREFORE, BE IT RESOLVED THAT the appropriations for Fiscal Year
2025-2026 for the Vehicle Registration Fee Fund 220 shall be increased by $215,000 for Fiscal
Year 2025-2026.
PASSED AND ADOPTED by the City Council of the City of Gilroy at a regular meeting
duly held on the 8th day of December 2025 by the following roll call vote:
AYES: COUNCIL MEMBERS: BRACCO, CLINE, FUGAZZI, HILTON,
MARQUES, RAMIREZ, BOZZO
NOES: COUNCIL MEMBERS: NONE
ABSTAIN: COUNCIL MEMBERS: NONE
ABSENT: COUNCIL MEMBERS: NONE
APPROVED:
Greg Bozzo, Mayor
ATTEST:
Kim Mancera, City Clerk
Docusign Envelope ID: 1F76A6A0-118F-4E08-B10D-89405800BA17Docusign Envelope ID: 23FE2A16-C126-4555-A7E7-C0C1654B597D
Resolution No. 2025-58
Budget Amendment for Street-Signal Light Maintenance
City Council Regular Meeting | December 8, 2025
Page 2 of 2
CERTIFICATE OF THE CLERK
I, KIM MANCERA, City Clerk of the City of Gilroy, do hereby certify that the attached
Resolution No. 2025-58 is an original resolution, or true and correct copy of a City Resolution,
duly adopted by the Council of the City of Gilroy at a Regular Meeting of said held on Council
held Monday, December 8, 2025 with a quorum present.
IN WITNESS WHEREOF, I have hereunto set my hand and affixed the Official Seal of
the City of Gilroy this Wednesday, December 10, 2025.
Kim Mancera
City Clerk of the City of Gilroy
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City of Gilroy
STAFF REPORT
Agenda Item Title: Approve the Second Amendment to the Agreement with Cal-
West Lighting & Signal Maintenance, Inc. for Streetlight and
Traffic Signal Maintenance Services, and Adopt a Resolution
Approving a Budget Amendment for the Signal/ Street Light
Maintenance Project (Project No. 800340)
Meeting Date: December 8, 2025
From: Brad Kilger, Interim City Administrator
Department: Public Works
Submitted by: John Doughty, Public Works Director
Prepared by: Nisha Patel, City Engineer
STRATEGIC PLAN GOALS: Maintain and Improve City Infrastructure
RECOMMENDATION
1. Approve the Second Amendment to the Agreement with Cal-West Lighting & Signal
Maintenance, Inc. for streetlight and traffic signal maintenance services and authorize
the City Administrator to execute related documents; and
2. Adopt a budget amendment resolution to appropriate $215,000 from the VRF Fund
(220) for the annual Signal/Streetlight Maintenance Project (Project No. 800340).
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. The Department does not have internal staff with qualifications
to handle the technical tasks nor the equipment necessary. As such, the City utilizes
Cal-West Lighting & Signal Maintenance, Inc. (Cal-West), a firm with the specialized
qualifications and equipment to complete this critical work. Cal-West provides similar
services throughout the Bay Area and has been very responsive to the City with
technicians residing in the vicinity of Gilroy.
The approved Fiscal Year 2026 (FY26) contract amount for Cal-West services is
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$354,476. Due to an unusually high number of unanticipated equipment failures, traffic
accident-related repairs, and unanticipated SeeClickFix-related service requests during
the first half of the fiscal year, the contract amount for FY26 is insufficient to cover costs
known and anticipated for the remainder of FY26.
Staff is seeking approval of a budget amendment in the amount of $215,000.00 to cover
anticipated (and some unanticipated) costs during the remainder of the fiscal year. The
repairs are critical to maintaining the City's traffic operation and maintenance of the
City’s streetlights, traffic signals, USA dig alert markings, on-call repair services, and
other related tasks.
The approved Fiscal Year 2026 budget for the Signal/ Streetlight Maintenance Project
(Project No. 800340) is $355,000. A $215,000 budget amendment is needed to fund the
contract amendment with Cal-West.
BACKGROUND
The City Council awarded a three-year contract to Cal-West on June 17, 2024. The
scope of work included 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
On July 28, 2025, the Fiscal Year 2025 contract budget was amended by $77,196.31
for a total FY25 budget of $414,792.31. The equipment covered with the Cal-West
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.
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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 SeeClickFix module to Gilroy Connect in
March also contributed to more on-call service demands.
ANALYSIS
Due to an unusually high number of incidents from car accidents requiring repairs and
failure of equipment nearing its useful life during FY26, and feedback from Cal-West
that additional equipment is expected to fail sooner than originally estimated, the
contract amount of $354,476 for FY26 is not enough to cover the costs anticipated to be
incurred in FY26. An additional $215,000.00 is needed for the contract in FY26 to make
repairs and replacements.
The proposed amendment to add $215,000.00 to the contract for FY26 will ensure the
City can continue to 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. The City does seek reimbursement for damages caused by vehicle
accidents from drivers and their insurers. With the amendment to the contract, the total
cost of the amended three-year contract with Cal-West will increase from $1,141,486.31
to $1,356,486.31. The existing contract with Cal-West is paid for out of the Signal/
Streetlight Maintenance Project, which is funded by the Gas Taxes Fund. A budget
amendment of $215,000 is required to fund the second amendment to the contract with
Cal-West, and it is recommended to be appropriated from the Vehicle Registration Fee
(VRF) Fund (220).
ALTERNATIVES
Council may choose not to approve the amendment. Staff does not recommend this
option.
FISCAL IMPACT/FUNDING SOURCE
The second amendment to the agreement will increase the total not-to-exceed
compensation to Cal-West by $215,000 from $1,141,486 to $1,356,486. The existing
agreement for Streetlight and Traffic Signal Maintenance is funded by the Gas Taxes
Fund (205). Council adopted the FY26 and FY27 budgets on June 2, 2025. Staff
recommends appropriating an additional $215,000.00 from the VRF Fund (220) to the
Signal/ Streetlight Maintenance Project (Project No. 800340) for the second amendment
to the agreement with Cal-West. Gas Tax Funds in FY26 and FY27 are already
committed for other projects and expenditures. There is sufficient fund balance available
in Fund 220 to cover the budget amendment. This amendment will not utilize or impact
the City's General Fund.
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PUBLIC OUTREACH
N/A
NEXT STEPS
Upon City Council’s approval, staff will execute the second amendment to the
agreement with Cal-West.
Attachments:
1. Resolution
2. Second Amendment Cal-West Lighting and Signal Maintenance
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RESOLUTION 2025-XX
the City Administrator prepared and submitted to the City Council a
budget for the City of Gilroy for Fiscal Years 2025-2026 and 2026-2027, and
the City Council carefully examined, considered, and adopted the same on June 2, 2025;
and
City Staff has prepared and submitted to the City Council a proposed
amendment to said budget for Fiscal Year 2025-2026 for the City of Gilroy in the staff
report dated December 8, 2025; and
City Staff has prepared a Second Amendment to the Agreement for
Services with Cal-West Lighting & Signal Maintenance, Inc. for Streetlight and Traffic
Signal Maintenance Services, City Project No. 800340.
the appropriations for Fiscal Year
2025-2026 for the Vehicle Registration Fee Fund 220 shall be increased by $215,000 for
Fiscal Year 2025-2026.
by the City Council of the City of Gilroy at a regular
meeting duly held on the 8th day of December 2025 by the following roll call vote:
APPROVED:
Greg Bozzo, Mayor
ATTEST:
_______________________
Kim Mancera, City Clerk
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-1- 4845-8215-5540v1
MDOLINGER\04706083
SECOND 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 $1,356,468.31 (three-year contract).
3. This Amendment shall be effective on 1/1/2026
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:
City Attorney City Clerk
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Certificate Of Completion
Envelope Id: 23FE2A16-C126-4555-A7E7-C0C1654B597D Status: Completed
Subject: Complete with Docusign: Cal-West - Contract Process Form Amend No. 2.pdf, Cal-West Amend #2 Fin...
Source Envelope:
Document Pages: 52 Signatures: 7 Envelope Originator:
Certificate Pages: 5 Initials: 0 Pamela Brown
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pamela.brown@cityofgilroy.org
IP Address: 66.189.161.134
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2/12/2026 10:49:35 AM
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pamela.brown@cityofgilroy.org
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LeeAnn McPhillips
LeeAnn.McPhillips@cityofgilroy.org
Administrative Services & HR Director
City of Gilroy
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Andy Faber
Andy.Faber@berliner.com
City Attorney
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Matt Morley
Matt.Morley@cityofgilroy.org
City Administrator
City of Gilroy
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Kim Mancera
kim.mancera@cityofgilroy.org
City Clerk
City of Gilroy
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