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HomeMy WebLinkAboutMINUTES - 06172008 - C.112 �. s .. Contra TO: BOARD OF SUPERVISORS FROM: INTERNAL OPERATIONS COMMITTEE o�, ._ : .. .s Costa DATE: JUNE 9, 2008 'A'cou , County SUBJECT: CONTRACT EXTENSION WITH HARRIS & ASSOCIATES,INC.,FOR COORDINATION OF STREETLIGHT MAINTENANCE THROUGH AUGUST 31,2008 SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION RECOMMENDATION: APPROVE and AUTHORIZE the Public Works Director, or designee, to execute a contract amendment with Harris & Associates, Inc., December 31; 2007, to extend the contract term from December 31, 2007 through August 31, 2008 with no change to the payment limit, to assist in the coordination of meetings among PG&E,the County,and Contra Costa cities to improve street light maintenance. FISCAL IMPACT: There is no impact to the County General Fund. Services,are paid by County Service Area L-100 funds (100%). CONTINUED ON ATTACHMENT: YES SIGNATURE: r MMENDATION OF COUNTY ADMINISTRATOR COMMEND TI N OF BOARD COMMITTEE PROVE OTHER SIGNATURE(S): SUSAN A.BONILLA,CHAIR GAYL MA ACTION OF BOARD ON W/�c �Y APPROVE AS RECOMMENDED-+— OTHER VOTE OF SUPERVISORS I HEREBY CERTIFY THAT THIS IS A TRUE AND CORRECT COPY OF AN ACTION TAKEN AND ENTERED UNANIMOUS(ABSENT ON THE MINUTES OF THE BOARD OF SUPERVISORS ON THE DATE SHOWN AYES: NOES: I ATTESTED: JUNE 17,2008 ABSENT: ABSTAIN:. JOHN CULLEN,CLERK OF THE BOARD OF SUPERVISORS AND COUNTY ADMINISTRATOR CONTACT: Brian Balbas (313-2284) BY C�^�►�L�'� ,DEPUTY CC: INTERNAL OPERATIONS COMMITTEE STAFF G.Huisingh,Engineering Services W.Lai,Engineering Services Harris&Associates,Inc. 120 Mason Circle Concord,CA 94520-1214 Contract for Street Light Services June 9,2008 Internal Operations Committee Page 2 BACKGROUND: On May 13,2008,the Board of Supervisors referred to the Internal Operations Committee a review of the Public Works Department request to extend the term of the County's contract with Harris& Associates, Inc., from December 31, 2007 through August 31,2008,with no change in the payment limit, to provide street light acquisition and implementation of a maintenance management system. The IOC took this matter up at its June 9,2008 meeting and offers the following information in support of its recommendation today. The Public Works Department has been working towards acquiring the street lights from Pacific Gas and Electric (PG&E) since 2002,when it commissioned an initial study,entitled"Acquisition of PG&E Streetlights Feasibility Study Phase I". Since that time,the Department has been working with Contra Costa cities to determine the feasibility of acquiring the street lights. Harris&Associates,Inc.,was engaged to be part of the Public Works team to determine the feasibility of purchasing the streetlights and also to assist in the acquisition process had the County continued in that direction. This study culminated in a Letter of Understanding(LOU)among PG&E,the County and its cities that provides a service level commitment from PG&E for street light operation and maintenance, in lieu of the County and cities purchasing the street lights from PG&E. The LOU outlines the performance standards to which PG&E committed for all the cities and County unincorporated areas. The LOU also commits PG&E to future performance goals. One such commitment is to meet regularly with all the interested jurisdictions in our County on a monthly basis. These coordination meetings are intended to clarify issues and provide a forum for all the cities and County to interact with PG&E staff responsible for street light services in our County. Since approval of the LOU by the Transportation,Water&Infrastructure Committee on March 10,2008 and the Board of Supervisors in April 2008,two monthly coordination meetings have taken place, each with increasing city participation. Public Works is optimistic that city support for the project will burgeon with the increasing interest and participation. The Public Works Department requests the Board's authorization to extend the term of the contract with Harris&Associates, Inc.,through)August 31, 2008 with no increase in the contract payment limit, to assist the County in this initial coordination effort with PG&E and the cities. Harris&Associates provides staff with more detailed working knowledge of PG&E and can,therefore, facilitate the determination of priorities,timing,and required work to achieve the goals and tasks to which PG&E has committed under the LOU. Public Works anticipates that the current contract payment limit will be adequate to fund the addition services requested of Harris&Associates. Beyond August 31,2008, Public Works staff will assume full County responsibility for LOU coordination efforts. The following items are attached for reference: ♦ The Letter of Understanding with PG&E that was approved by the Board of Supervisors on April 8, 2008. ♦ The original Harris&Associates, Inc., contract amendment Board Order that was referred to the IOC by the Board on May 13, 2008. Contract for Street Light Services June 9,2008 Internal Operations Committee Page 3 CONSEQUENCES OF NEGATIVE ACTION: In the event that the contract amendment is not approved by the Board of Supervisors, Public Works will not benefit from the special knowledge and expertise of the Harris&Associates staff that has been very useful during the discussions with PG&E over the last two and one-half years. The ongoing coordination efforts underway with the cities and PG&E will be hampered. I e. ,23 �' SEAt i TO: BOARD OF SUPERVISORS .`� ' "` ,; Contra FROM: JULIA R. BUEREN, PUBLIC WORKS DIREC g 'S Costa — 9,' 40 DATE: APRIL 8, 2008 O �o -= csV1 sT"t COUtZ"� Count y I SUBJECT: Letter of Understanding with Pacific Gas and Electric (PG&E) for the maintenance of PG&E street lights within Contra Costa County. Countywide. (County Service Area L-100 Funds) (All Districts) i SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION RECOMMENDED ACTION: ACCEPT the final report regarding the Letter of Understanding(LOU)with Pacific Gas and Electric (PG&E) for the maintenance of PG&E street lights within Contra Costa County, FISCAL IMPACT• There is no impact to the County General Fund. Funding for this activity is from the County Service Area L-100 (100%). CONTINUED ON ATTACHMENT: 0 SIGNATURE: RECOMMENDATION OF COUNTY ADMINISTRATOR RECOM ION OF BQA_V,6 COMMITTEE —�� APPROVE OTHER SIGNATURE(S):qy'� ACTION OF BO ON !f APPROVED AS RECOMMENDED IV,_ OTHER VOTE OF SUPERVISORS: I HEREBY CERTIFY THATTHIS IS ATRUE AND CORRECT COPY OF AN ACTION TAKEN AND ENTERED ON X UNANIMOUS(ABSENT ) MINUTES OF THE BOARD OF SUPERVISORS ON THE AYES: NOES: DATE SHOWN. � ABSENT: ABSTAIN: Contact: Brian Balbas(925-313-2284) BB:df Z-10 n G:�Admin\Qrian12008�Apri11Q0-LOU with PG&E street lights4-8-08.doc ATTESTED O JO�EN,CLERK OF THE BOARD OF SUPERVISORS cc: County Administrator Assessor Auditor-Controller County Counsel gy. ` DEPUTY M.Shiu,Public Works Director G.Huisingh,Engineering Services R.Cal icchica,Harris&Associates B.Guletz,Harris&Associates B.Mosley,PG&E .I.Sofranac,PG&E a� i SUBJECT: Letter of Understanding with Pacific Gas and Electric(PG&E) for the maintenance of PG&Icy street lights within Contra Costa County. Countywide. (County Service Area L-100 Funds) (All ' Districts) DATE: April 8,2008 i PAGE: 2 of 3 REASONS FOR RECOMMENDATIONS AND BACKGROUND: On July 10, 2007, the Board of Supervisors authorized the Public Works Director, or designee, to prepare a i Memorandum of Understanding (MOU) with PG&E for the maintenance of PG&E street lights per the recommendation by the Transportation, Water and Infrastructure Committee (TWIG) on June 25, 2007. The direction given by the Board of Supervisors was to work with PG&E and interested cities to prepare an MOU to provide for acceptable service standards for the various items previously presented as concerns or on-going issues from the County and cities.PG&E indicated their agreement to this approach with a"Letter of Intent"dated June 21, l 2007. The idea of an MOU was given as an alternate approach to the street light acquisition that the Public Works Department and twelve cities have been pursuing beginning in 2001. The County has taken the lead role in conducting a series of studies to determine the feasibility and economic viability of purchasing the street lights from PG&E.The majority of the cities within the county also expressed interest in completing these studies.The original recommendation to the TWIC was to approve Phase IIB of the street light acquisition study; however, this alternative approach to draft an MOU was taken in an effort to reach an agreeable solution without the need for outright acquisition by the County and cities. Subsequent to the July 2007 Board of Supervisors authorization the Public Works Department, our consultant, Harris & Associates, and PG&E met to complete an agreement on street light maintenance. The proposed MOU . approach was replaced with a Letter of Understanding (LOU) in an effort to avoid the need for PG&E to gain approval from the Public Utilities Commission (PUC). The LOU approach was supported by the TWIC at the October 22, 2007 Committee meeting. At that meeting staff presented a status report of the efforts to reach agreement with PG&E.Public Works staff has worked with PG&E and an acceptable LOU has been completed.A copy of this LOU and the service level commitment from PG&E is attached. The letter, dated February 22, 2008 details the service level commitment to the cities and County of Contra Costa:Staff presented this information to the TWIC on March 10, 2008 and the TWI Committee recommended we deliver this final report to the Board of Supervisors. The key aspects as outlined in the LOU commitment letter are: 1. Streetlight Problem Reporting and Tracking—PG&E has committed to improving the reporting and tracking program currently in place. The on-line reporting system will provide immediate feedback to the reporter and follow-up information as work progresses. 2. Response Times—"Burn outs"will be completed within 14 days.Outages other than burn outs will be completed within 90 days. "ICI ockdowns"will be completed within 90 days. 3. Pole Painting—PG&E will complete a pole painting schedule that will ensure poles will be painted on at least a ten year cycle. Thera are provisions for more frequent painting as necessary. 4. Group Re-lamping—PG&E has committed to a five year lamp replacement program throughout the County. 5. New Product Choices—PG&E is committed to working with local jurisdictions on new products for use in various communities. 6. Regular Monthly Coordination Meetings—Regular meetings have been scheduled to discuss on-going issues and responsiveness.These meetings are currently scheduled for the third Monday of each month at the Contra Costa County Public Works Department in Martinez. i SUBJECT: Letter of Understanding with Pacific Gas and Electric(PG&E)for the maintenance of PG&E street lights within Contra Costa County. Countywide. (County Service Area L-100 Funds) (All i Districts) DATE: April 8, 2008 PAGE: 3 of 3 CONSEQUENCES OF NEGATIVE ACTION: Should the Board of Supervisors not accept the Letter of Understanding with PG&E,the County and interested cities would likely not receive the service standards outlined by PG&E in the attached letter. Lack of standards such as those outlined will potentially exacerbate poor street light maintenance in the County. I I i I I i t i i 1030 Detroit Avenue Bruce J.Mosley Concord ,CA 94518-2487 Energy Delivery Director Maintenance and Construction—Area 2 Pacific Gas and Electric Company a cc ; o February 22,2008 %. Mr. Maurice Shiu Director of Public Works Contra Costa County 255 Glacier Drive Martinez, CA 94553-4825 Re: Contra Costa County Streetlights Dr. Mr. Shiu: i PG&E is committed to providing safe and reliable service to all customers. In that regard, PG&E is pleased to provide the Streetlight Service Level Commitment to Contra Costa County, its constituent cities and towns, and citizens. The PG&E Streetlight Service Level Commitment document is attached, including a summary of goals and the target dates associated with our specific actions related to our commitment. f To ensure open communications, validate progress in our efforts to establish and maintain a high level of responsiveness related to our service level commitment, and s, PG&E and County staff have established a to identify new or unresolved issue schedule of joint meetings related to streetlight performance. To facilitate discussion during these meetings, PG&E will report out on streetlight problems, including results of follow up inspections and action taken to resolve the reported problem or a status j report of pending resolution. Providing safe and reliable service is one of my top priorities. Please contact me at any time that you have concerns about PG&E service. Sincerely, RUCE . SLOE Director, aintenance &Construction Area 2 BJM:alm Attachments Streetlight Service Level Commitment z F To Contra Costa Coun February 22, 2008 PG&E is committed to delivering a high level of service to customers. To ensure a i high level of responsiveness to Streetlight maintenan s C tra Costa County, PG&E is committed to the following (for Streetlight facilit' s i i d by PG&E): 1. Reporting Streetlight Problems and trac r PG&E will continue to utilize its web baked system where Streetlight service requests and problems can be reported via on-line request form. Original on-tine reports are acknowledged via automated email response when received. PG&E is committed to improving this system, and developing more robust on-line reporting and tracking systems that will serve to improve communication with all customers. 2. Responding to Streetlight outages. a. Initial response to reported Streetlight outages. PG&E will respond to and complete an initial assessment of reported Streetlight outages within 14 days of being notified of the outage. b. Streetlight"burn outs". PG&E will complete repairs of Streetlight'bum-outs"within 14 days of notification of the"burn- out"when the outage can be resolved by simple lamp replacement or similar repair. i c. Streetlight outages—other than"bum out". Where the Streetlight outage is not the result of"bum-out"and additional work is required, PG&E will complete required repairs within 90 days of assessment of the Streetlight outage. This includes repair of lights damaged due to vandalism, and repairs of wiring problems (including subsurface wiring issues). If PG&E, for any reason, will not be able to complete repairs within 90 days PG&E will notify the customer and will provide an estimated date of completion for repairs. d. Outages resulting from poles that are"knocked down". Where a PG&E owned or maintained Streetlight pole is"knocked down", PG&E will provide immediate response to the"knock-dow n� ", and will secure the site, and make the situation safe prior to leaving the site. PG&E will complete any remaining required repairs within 90 days. If PG&E, for any reason, will not be able to complete repairs within 90 days PG&E will notify the customer and will provide an estimated date of completion for repairs. 3. Pole painting. For Streetlight poles that were manufactured to be painted, PG&E will complete one cycle of pole painting by the end of 2008, and will then move to a ten year painting cycle. PG&E is scheduled to complete the initial cycle of pole painting in Contra Costa County by the end of 2007. After the current pole painting cycle is complete, PG&E will (if resources are available) , accommodate "off-cycle" pole painting requests for poles manufactured for painting, on a time and material cost basis. 1 k _ Streetlight Service Level Commitment To Contra Costa County,'. ` February 22, 2008 4. Group Lamp Replacement Program. PG&E will perform Group Lamp Replacements based on f r s dule to replace all lamps maintained by PG&E. When group lamp replace performed, PG&E will also perform other maintenance work, such as testing a e t of photocells (as required) and cleaning of glassware, reflector, or refractor. i 5. New product choices. Recognizing that some of the PG&E owned Streetlight infrastructure is aging, and will require replacement, PG&E will work with Contra Costa County to discuss options available for replacement lighting. When replacement of existing lighting facilities is required, as determined by PG&E. PG&E will work closely with Contra Costa County to provide information related to new product choices selected for characteristics related to improved energy efficiency, reduced glare and control of upward directed light as they become available and are approved for use in ' the PG&E Streetlight rate schedules. On-going communication and reporting: To ensure open communications, validate progress in our efforts to establish and maintain a high level of responsiveness related to the items specified above, and identify new or unresolved issues, PG&E will propose and establish a.regular monthly meeting schedule with Contra Costa County. i To facilitate discussion during the proposed monthly meetings, PG&E will report out on Streetlight problems, including results of follow up inspections and action taken to resolve the reported problem or a status report of pending resolution. j i I ruce J. ASL ey Director, aintenance & Construction Area 2 i i 2 . 4 -- Streetlight Service Level Commitment Summary of Goals and Target Dates (?122/2008) Area of Focus—Service CommitmintlProgress on Goals Target Date 2007 Streetlight Summary Report 1 • Detail of poles painted O January 2008 • 2007 Burnout Lamp Replacements Completed 2008 Forecast—Group Lamp Replacement Work 2 Notify Contra Costa County of forecast of total laft§to be replaced January 2008 in Contra Costa.County Completed 3 Goals and Progress to be Re orted�As Needed—to the Ci unty Group Lamp Replacement PG&E to perform a study of the feasibility of performing group lamp 3a replacement by City. Report Results of Feasibility Study to Contra March, 2008 Costa County, Standard Maintenance Cycles 3b • Lamps to be scheduled on a 5 year cycle basis. On-going • Photo controls to be scheduled on a 10 year basis. g • Pole painting scheduled as needed. Replace deteriorated facilities 3c • PG&E owned(Streetlight only)centerbore wood poles. On-going • PG&E will report quarterly status of planned and actual centerbore g wood ole replacements. Current! scheduled through 12/31/2012 PG&E to streamline processes related to providing new Streetlight service 3d installations. April 2, 2008 ? • PG&E to report status of streamlined process to Contra Costa County by Aril 2, 2008 New Product Choices • PG&E to provide more Streetlight options including decorative poles On-going and fixtures. 3e . When PG&E determines that it is operationally necessary to replace a cobra head fixture, consistent with rate schedule LS1, PG&E will Requires approval of install a standard cut-off fixture as a replacement. County or City for replacement proposal Streetlight maintenance reporting and'tracking system February 2008 3f Monthly detail report showing progress of goals Completed and will be on-going Repair Streetlight Outages 3g • "Burnout Repairs" —Lamp, photo control or similar repair. 14 Days from Report Repair Streetlight Outages 3h Non-burnout repairs— Repair required more extensive than lamp, 90 Days from photo control or ballast. Report Streetlight Repairs "Knockdowns" 3i • "Make Safe"—Immediate Response 90 Days • Complete repairs —within 90 da Paint"Missed"Poles • For Streetlight poles manufactured for painting,and included under rate schedule LS2-C prior to the elimination of the separate pole painting charge 31 in PG&E's tariffs,PG&E will complete one cycle of pole painting by the end 90 days from report of 2008. (Will complete by the end of 2007 in Contra Costa County.) If any Streetlight poles meeting these tariff criteria were missed in this painting cycle,PG&E willrespond to missed poles and Paint as required. TO: BOARD OF SUPERVISORS y``" . Contra FROM: JULIA R. BUEREN, PUBLIC WORKS DIRECTO - Costa DATE: May 13,2008 County SUBJECT: APPROVE and AUTHORIZE the Public Works Director, or designee, to execute a contract amendment with Hams & Associates, Inc., Countywide (County Service Area L-100 Funds)(All Districts)Project No.: 7394-6X5002 SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION RECOMMENDED ACTION: APPROVE and AUTHORIZE the Public Works Director,or designee,to execute a contract amendment with Harris &Associates, Inc. effective January 1, 2008 to extend the contract term from January 1,2008 to August 31, 2008 with no change to the payment limit for the provision of Streetlight Acquisition and Implementation of Maintenance Management System. i I FINANCIAL IMPACT: There is no impact to the County General Find. Services are paid by County Service Area L-100 Funds (100°/x). CONTINUED ON ATTACHMENT: ❑ SIGNATURE: RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD AIITTEE APPROVE OTHER SIGNATURE(S): . ACTION OF BOAR(4 Sut Z'/0 z APPROVED AS RECOMMENDED OTHER -+,o -tu .���-�s 1P,-t4-v^ VOTE OF SUPERVISORS: � C�IHwER i#�CE�FY THAT THIS ISATRUEANDCORRECT COPY OF AN ACTION TAKEN AND ENTERED ON UNANIMOUS(ABSENT MINUTES OF THE BOARD OF SUPERVISORS ON THE '—C— AYES: NOES: DATE SHOWN. ABSENT: ABSTAIN: Contact: Warren Lai (313-2180) VZ:ab G:\SpDist\Board Orders\2008\5-13-08 BO Harris Associates Streetlight contract.doc ATTESTED JOHN CULLEN,Clerk/of theBoardof Supervisors and County Administrator cc: G.Huisingh,Engineering Services W.Lai,Engineering Services Harris&Associates,Inc. 120 Mason Circle BY: Deputy Concord,CA 94520-1214 Y SUBJECT: APPROVE and AUTHORIZE the Public Works Director, or ftsignee, to execute a contract amendment with Harris & Associates, Inc., Countywide (C Tice Area L-100 Funds)(All l Districts)Project No.: 7394-6X5002 DATE: May 13,2008 PAGE: 2 I REASONS FOR RECOMMENDATIONS AND BACKGR D: The.Public Works Department commissioned a study in 2002 entitled, "Acquisition of Pacific Gas and Electric (PG&E) Streetlights Feasibility Study Phase I" (Study). The Study revealed that the County could provide better customer service with faster response times at a lower cost than that which is currently being provided by PG&E. As part of the Study,the County's consultant conducted interviews with several agencies that have already formed partnerships with other agencies to maintain the acquired streetlights. It was concluded that implementing this strategy would be beneficial to Contra Costa County. On December 6,2005,the Board approved a contract with Harris and Associates to provide services related to the acquisition and maintenance of streetlights Countywide. Customer service has been greatly improved and new programs and improvements requiring further maintenance and assistance are being developed. This contract amendment is required to complete the efforts to improve services related to streetlight acquisition and maintenance. CONSEQUENCES OF NEGATIVE ACTION: Without Board of Supervisors' approval, customer service response time and program administration will be delayed.