Staff Report. St Francis Electric Contract Amendment
PREPARED BY: WooJae Kim
Town Manager
Reviewed by: Town Manager, Assistant Town Manager, Town Attorney, Finance Director, and Director
of Parks and Public Works
110 E. Main Street Los Gatos, CA 95030 ● (408) 354-6832
www.losgatosca.gov
TOWN OF LOS GATOS
COUNCIL AGENDA REPORT
MEETING DATE: 08/03/2021 ITEM NO: 10
DATE: July 21, 2021
TO: Mayor and Town Council
FROM: Laurel Prevetti, Town Manager
SUBJECT: Authorize the Town Manager to Execute a Contract First Amendment with St.
Francis Electric, Inc. for the Traffic Signal and Streetlight Maintenance and
Underground Service Alert Locating Services in the Amount of $8,567, to be
Funded from Fiscal Year 2020/21 Parks and Public Works Department –
Engineering Development Services Program (5202), for a Total Revised
Contract Amount Not to Exceed $683,567
RECOMMENDATION:
Authorize the Town Manager to execute a contract first amendment with St. Francis Electric,
Inc. for the Traffic Signal and Streetlight Maintenance and Underground Service Alert (USA)
Locating Services in the amount of $8,567, to be funded from Fiscal Year (FY) 2020/21 Parks and
Public Works Department – Engineering Development Services Program (5202), for a total
revised contract amount not to exceed $683,567.
BACKGROUND:
The Town of Los Gatos utilizes contractual services for the maintenance and repair of traffic
signals and streetlights and for the USA locating services within the Town jurisdiction. Traffic
signal and streetlight contractual services include repairs on as needed basis, periodic
inspections, testing of the equipment, and lamp replacements. USA locating services involve
identifying and marking Town underground infrastructure on site for USA request calls received
prior to any digging operations. Municipalities and utility companies are responsible to locate
and mark their underground utilities present within the area of digging operations specified
with each USA call. Staff has determined that contractual services would be the most cost-
effective delivery method due to technical expertise and specialty equipment required.
PAGE 2 OF 3 SUBJECT: Contract First Amendment with St. Francis Electric, Inc. DATE: July 21, 2021
BACKGROUND (Continued):
On September 15, 2020, the Town Council authorized an execution of a five-year agreement
with St. Francis Electric, Inc. to provide traffic signal and streetlight repair/maintenance and
USA locating services for a total agreement amount not to exceed $675,000. For the five fiscal
years starting FY 2020/21, the annual contract or purchase order amount to St. Francis Electric
would be limited to $135,000. A new purchase order would be issued at the beginning of each
fiscal year through FY 2024/25.
DISCUSSION:
Due to an exceptionally busy construction year in the Town in FY 2020/21, the number of USA
request tickets received well exceeded the number anticipated relative to past years. The
annual purchase order amount of $135,000 for St. Francis Electric was exceeded by $8,567,
mainly due to a large number of USA location services provided for private developments, work
by utility companies, and Town capital improvement projects.
The Parks and Public Works Department FY 2020/21 Operating Budget for Engineering
Development Program (5202) has sufficient funds remaining to cover the $8,567 overage in the
annual purchase order amount. Additional funds are needed to pay the final invoice from St.
Francis Electric for the FY 2020/21 purchase order.
Staff will continue to closely monitor the contractual services provided by St. Francis Electric to
anticipate potential cost overages in a timely manner for Council considerations.
CONCLUSION:
The Town Council’s authorization of the contract amendment for the traffic signal and
streetlight maintenance and USA locating services would allow staff to pay the final FY 2020/21
invoice from St. Francis Electric and continue their services through the next fiscal year.
COORDINATION:
This report is coordinated with the Finance Department
FISCAL IMPACT:
There are sufficient funds available in the FY 2020/21 Parks and Public Works Engineer
Development Program (5202) Operating Budget for the contract amendment.
PAGE 3 OF 3 SUBJECT: Contract First Amendment with St. Francis Electric, Inc. DATE: July 21, 2021
ENVIRONMENTAL ASSESSMENT:
The actions associated with this item are not a project defined under CEQA, and no further
action is required.
Attachments:
1. First Amendment to Agreement for Services Including Original Agreement.