TO: Honorable Mayor and Members of the City Council
THRU: Jarad Hildenbrand, City Manager
FROM: Christopher Cash, Public Works Director
1. Subject
title
Second Amendment to Agreement with Crosstown Electrical & Data, Inc. for On-Call Maintenance and Repair Services for Advance Traffic Management System and Communication System
body
2. Summary
The City currently has an agreement with Crosstown Electrical & Data, Inc. to provide routine maintenance, minor upgrades, and emergency repair services necessary to maintain and operate the City’s Advanced Traffic Management and Communication systems. The amount of the original agreement and First Amendment has been expended. The proposed Second Amendment will increase the amended agreement amount by $130,000 for a total amount not to exceed $220,000 and extend the term of the contract by an additional year.
3. Recommended Action
recommendation
Approve the Second Amendment to Agreement with Crosstown Electrical & Data, Inc. (Agreement No. 7616) for On-Call Maintenance and Repair Services for Advance Traffic Management System and Communication System; and authorize the Mayor and the City Clerk to execute on behalf of the City.
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4. Fiscal Impact
The total expense for this amendment is $130,000 and will be funded through General Fund (100):
100-5702-56999- Other Repair/Maintenance Services $30,000
100-5702-55999- Other Prof./Technical Services $100,000
Total $130,000
5. Strategic Plan Goals
Goal 5: Improve Infrastructure, Mobility, and Technology
6. Discussion and Background
The City’s Advanced Traffic Management System (ATMS) comprises the Traffic Management Center (TMC), Closed Circuit Television (CCTV) system, and communications network. These systems utilize a combination of copper wire, fiber optics, and wireless broadband to provide communication between the TMC and field equipment. The network also provides connections to and from various city facilities, including fire stations and parks. The communication system requires routine maintenance, minor upgrades, and emergency repairs resulting from malfunctions or damage that occur due to obsolete equipment, traffic collisions, or construction activities. Moreover, as the city lays the groundwork for a future real-time crime center that will rely on the functionality of many of the above-mentioned components, communication system maintenance is critically important.
A two-year, $60,000 maintenance agreement with Crosstown Electrical & Data, Inc. was approved by City Council on November 14, 2023, after a competitive procurement process. That agreement also contained provisions for three separate one-year, $30,000 extensions that, if exercised, would result in a five-year, $150,000, contract.
The First Amendment to the agreement, approved by the City Manager on July 31, 2025, increased contract capacity by $30,000 and extended the term by one additional year. A Second Amendment is now required to: (1) extend the term into a fourth year, (2) provide contract capacity to handle recurring maintenance needs for the new fiscal year, and (3) provide additional contract capacity necessary to implement certain field upgrades that are expected to extend the life expectancy of the city’s aging communications system.
The Second Amendment would extend the term of the contract by one year and increase the limits by $130,000, of which $30,000 is for recurring annual maintenance and $100,000 is for the field upgrades, for an agreement total of $220,000. Council action is being requested because the resulting contract limit exceeds the amount originally approved. Funding for the Second Amendment was included in the approved Fiscal Year 2026-2027 (FY27) operating budget. No additional appropriation is being requested.
7. ATTACHMENTS
• Second Amendment