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Home My WebLink About07-16-2013 c3 broad st signal conversions spec FROM: Daryl R. Grigsby, Director of Public Works Prepared by: Jake Hudson, Traffic Operations Manager Matt Crisp, Engineer II - Traffic SUBJECT: GRANT FUNDED BROAD STREET TRAFFIC SIGNAL CONVERSION, SPECIFICATION NO. 90875 RECOMMENDATIONS 1. Approve plans and specifications for the grant funded Broad Street Traffic Signal Conversion Project, Specification No. 90875, and authorize staff to advertise for bids. 2. Authorize City Manager to award a contract for the Broad Street Traffic Signal Conversion Project, Specification No. 90875, if the lowest responsible bid is within the Engineer’s Estimate of $210,000. 3. Authorize a sole source contract award to Iteris in the amount of $131,015.92 to procure equipment and configure systems for an upgrade to the City’s Traffic Signal Vehicle Detection System along the Broad Street corridor as a part of the Broad Street Traffic Signal Conversion Project, Specification No. 90875. 4. Appropriate $238,700 in additional State Highway Account (SHA) grant funding in support of equipment acquisition and construction of the Broad Street Traffic Signal Conversion Project, Specification No. 90875. BACKGROUND On November 18, 2010 a section of HWY 227 / Broad Street was officially relinquished by the State to the City. As part of that relinquishment the City took ownership and control of traffic signals along the roadway. As previously identified for the Council, the equipment and operating systems of those traffic signals are incompatible with City signal systems . These signals have operated independently from the City’s master management system significantly limiting maintenance abilities and operations. As a result staff has relied on CalTrans’s generous assistance with their equipment and software until it can be converted to City standard equipment. One example of this situation is recently the intersection of Broad & Orcutt was in “flash-mode” for three days before the problem could be corrected. The City entered into an agreement with CalTrans to allow the City temporary legal use of operating software licensed to CalTrans until the signals are converted. This agreement was allowed with the intent that the City would actively pursue this conversion and discontinue the use of CalTran’s operating system in the longer term. July 16, 2013 C3 - 1 Broad Street Signal Conversion Project Page 2 The City currently operates 65 traffic signals; of these only the 7 which were relinquished by the state are not interconnected or operating standardized equipment and software. The purpose of this project is to convert the older CalTrans operating systems and vehicle detection equipment on relinquished signals to the City standard equipment and interconnect these 7 traffic signals. This will improve service to the community by reducing maintenance response times, duration and cost of maintenance activities, operations response times, and improved signal functionality which all equate to less delay and better traffic flow for drivers on Broad Street. Construction documents are now completed and the project is ready for construction advertising. Equipment Contract Award to Iteris - Sole Source Justification Iteris is the sole manufacturer of the standard City vehicle detection system, as approved in the City’s 2012 Standards & Specifications. Iteris is the original equipment manufacturer (OEM) and no other manufacturer is authorized to produce this equipment. Therefore this sole source purchase is justified under the City’s purchasing policy, Section 201 Introduction to Purchasing System of the Financial Management Manual. Per section 3.24.060 – Bidding Procedures, of the City’s Municipal code allows sole source procurement if certain conditions exist. As noted in sections 3.24.060 C and D, no bidding is required when the equipment is available from only one vendor or the City has adopted a standard for the equipment. Municipal Code section 3.24.060 is as follows: Section 3.24.060 - Bidding procedures Purchase of those items listed in Section 3.24.010 (including general services not subject to Charter Section 901) shall be by bid procedures set forth in this chapter. Such procedures may be dispensed with, at the discretion and judgment of the purchasing authority as to the best interests of the city, as follows: A. When the amount to be expended is less than the bid requirement amount which shall be specified by resolution of the council; B. When an emergency requires that an order be placed with the nearest available source of supply; C. When the item(s) to be purchased can be obtained from only one vendor or supplier; D. When supplies or equipment have been uniformly adopted in the city or otherwise standardized; E. When the purchase will be made cooperatively with one, or more, other units of government; F. When reasonably necessary for the preservation or protection of public peace, health, safety or welfare of persons or property; or G. When, given the indeterminate nature of the city’s need, a request for proposal will result in a more favorable and efficient comparison of supplies, equipment and/or services. Both sections 3.24.060 C and D are applicable in this case. C3 - 2 Broad Street Signal Conversion Project Page 3 Estimated Project Schedule Tasks Date 1. Council approves contract award for signal conversion and sole-source purchase award for signal hardware. 7/16/13 2. Execute sole-source contract to Iteris for purchase of signal hardware 8/15/13 3. Iteris provides system 9/19/13 4. Contractor completes system upgrade 11/15/13 FISCAL IMPACT As part State Highway Account (SHA), grant funding totaling $358,700 has been identified by the San Luis Obispo Council of Governments (SLOCOG) and is available for this signal conversion project. At present, only $120,000 of this grant funding has been recognized and adopted into the City’s budget. Staff is recommending Council approve the appropriation of $238,700 in additional SHA grant funding in support of the Broad Street Signal Conversion project. Project Cost by Funding Sources SHA GRANT Hwy 227 Signal Conversion (90875) New SHA Grant Funding Total Equipment Acquisition:$0$132,000 $132,000 Construction:$120,000 $90,000 $210,000 Constr. Contingencies:$0 $16,700 $16,700 Total Project Budget:$120,000$238,700$358,700 Total Funding Available:$120,000$238,700$358,700 HWY 227 SIGNAL CONVERSION (90875) Fiscal Impact Summary Cost by Type HWY 227 Signal Conversion Phase CurrentChangeProposed Equipment Acquisition90875.956 - 132,000 132,000 Construction 90875.953120,000 106,700 226,700 120,000 238,700 358,700 Total The Broad Street Signal Conversion Project is 100% SHA grant funded. ALTERNATIVES 1. Defer or deny the project. The Council may choose to defer or deny the project. However this is not recommended by staff due to the substantial limitations on operations and C3 - 3 Broad Street Signal Conversion Project Page 4 maintenance, at this time staff is not able to respond to all types of operational and maintenance type issues without assistance from CalTrans. Also if there is an indication that the City is not actively pursuing this conversion the State could terminate the temporary agreement allowing legal use of the CalTrans operating software. 2. Deny the sole source procurement of detection equipment. The Council may choose to deny the sole source procurement of detection equipment from Iteris and direct staff to initiate competitive bidding. However staff does not recommend this because Iteris is the OEM of standard video detection equipment and is the only venue for which this City can dispose of unused obsolete systems in exchange for a 50% discount on the systems needed for this project. ATTACHMENTS 1. Iteris, Inc. Proposal 2. Iteris, Inc. Purchase Order Plans & Specifications are available in the Council Reading File T:\Council Agenda Reports\2013\Pending Items\Broad Street Signal Conversions (Grigsby-Hudson-Crisp)\CAR.docx C3 - 4 Terms:Subject to Credit Approval Shipping: FOB ITERIS, SANTA ANA, CA Part Number Description Qty Unit Unit Price Ext. Price EDGE2-1N Iteris Vantage Edge 2 Processor - Single camera input, 24 VDC - p# Edge 2-1 CH 39 ea 2,500.00$ 97,500.00$ TRADE IN CREDIT 39 ea (850.00)$ (33,150.00)$ CAM-RZ4AWDR Iteris Vantage Camera Assembly - Model CAM-RZ4 COLOR - WIDE DYNAMIC RANGE, 115 VAC 40 ea 1,595.00$ 63,800.00$ TRADE IN CREDIT 40 ea (845.00)$ (33,800.00)$ EDGE2-2N Iteris Vantage Edge 2 Processor - Dual camera input, 24 VDC - p# Edge 2-2 CH 1 ea 4,200.00$ 4,200.00$ TRADE IN CREDIT 1 ea (1,428.00)$ (1,428.00)$ EDGE2-EM2 ITERIS 2 CH. EXTENSION MODULE 9 ea 325.00$ 2,925.00$ TRADE IN CREDIT 9 ea (110.50)$ (994.50)$ MON-10LCD 10" COLOR LCD SHELF MOUNTED MONITOR 4 ea 400.00$ 1,600.00$ EP-BB58INT ENCOM BB5.8GHZ INTEGRATED RADIO/RECEIVER WITH PANEL ANTENNA BRACKET, 150' CAT 5, SURGE, P.O.E.6 ea 1,650.00$ 9,900.00$ EDGECONNET ITERIS EDGECONNECT CABINET HUB AND ETHERNET CONVERTER 6 ea 1,565.00$ 9,390.00$ CAMBRKT4 ITERIS UNIVERSAL CAMERA BRACKET 20 ea 125.00$ 2,500.00$ LEGACY DISCOUNT 20 ea (42.50)$ (850.00)$ SUBTOTAL 121,592.50$ FREIGHT -$ TAX 9,423.42$ TOTAL 131,015.92$ 4/10/13 Promised Date:as req F.O.B. ITERIS; Freight is included. Freight does not include any insurance. 1700 CARNEGIE AVE. STE 100 SANTA ANA, CA 92705 909.921.3958 ; 909.626.0725 FAX email: rodefx@verizon.net EQUIPMENT QUOTATION RodefX is authorized to quote on the Vantage product line for Iteris. Projects that excede $80,000.00 will require and authorized Iteris Signature: Signature_________________________________ Date______/_____/_____ All Purchase orders shall be made out to Iteris and faxed/emailed to RODEFX INC.Questions regarding this quote contact Michael Girardot RodefX 909.921.3958; 909.626.0725fax;rodefx@verizon.net See Terms and Conditions attached Important: Prices are valid for 30 days from the Quote Date on quantities only unless extended in writing. All terms are "net 30 days" unless otherwise listed and negotiated with Iteris. -All Prices are FURNISH ONLY unless otherwise stated. Terms and Conditions attached RodefX Signature: CITY OF SAN LUIS OBISPO SURVIVOR TRADE IN OFFER INCLUDING EDGECONNECT OFFER C3 - 5 ITERIS, INC. 1700 CARNEGIE AVENUE, STE 100 SANTA ANA CA 92705 06/25/13 Send copy to vendor with any attachments City of San Luis Obispo Date VENDOR ADDRESS AmountDescriptionDateNumber Quote Account # X Vendor #PURCHASE ORDER PURCHASE ORDER NO. Bus: 909-921-3958 Fax: 909-626-0725 260961 Do not send to vendor CITY OF SAN LUIS OBISPO 919 PALM STREET SAN LUIS OBISPO, CA 93401 JAKE HUDSON, TRANSP OPS MGR SHIP TO ADDRESS Bus: 805-781-7255 Fax: 805-781-7537 Purchase of forty (40) signal camera processesors and assembly units per vendor's quotation dated 4/10/13 in accordance with the City's "survivor trade-in offer including edgeconnect". 121,592.5004/10/134/10/13 QUOTE 40050500-90875956-90875400-90875956 Qty: 39 - EDGE2-1N Processor Single Camera input $0.0004/10/13 $97,500 Trade-in credit $0.0004/10/13 $-33,150 Qty: 40 - CAM-RZ4AWDR Iteris Vantage Camera Assembly $0.0004/10/13 $63,800 Trade-in credit $0.0004/10/13 $-33,800 Qty: 1 - Iteris Vantage Edge 2 PRocessessor Dual Camera Input $0.0004/10/13 $4,200 Trade-in credit $0.0004/10/13 $-1,428 Qty: 9 - EDGE2-EM2 Iteris 2 Ch Ext Module $0.0004/10/13 $2,925 Trade-in credit $0.0004/10/13 $-994.50 Qty: 4 - Mon-10LCD, 10" color LCD Shelf mounted monitor $0.0004/10/13 $1,600 Qty 6: EP-BB58INT, Integrated radio receiver and antenna bracket $0.0004/10/13 $9,900 Qty 6 - EDGECONNET, cabinet hub and ethernet $0.0004/10/13 $9,390 Qty: 20 - CAMBRKT4 Iteris Universal Camera Bracket $0.0004/10/13 $2,500 Legacy Discount $0.0004/10/13 $-850 Sales Tax $9,423.4204/10/13 40050500-90875956-90875400-90875956 SHIP TO: CITY OF SLO CORP YARD, 25 PRADO ROAD, SAN LUIS OBISPO, CA. 93401. ATTN: Jake $0.00 / / 131,015.92TOTAL Requesting Department Prepared By Dept Approval MMUDGETTPublic Works Finance/Administration Approval Verified By Instructions: Department: Complete form and obtain departmental approval. Attach quotes, bid summaries, or CAO report as required by purchasing guidelines). Route to Finance or Admin for approval. Finance: After final approval, assign PO number and return copy to department. Process encumbrance. ACCOUNTING USE ONLY C3 - 6 ITERIS, INC. 1700 CARNEGIE AVENUE, STE 100 SANTA ANA CA 92705 06/25/13 Send copy to vendor with any attachments City of San Luis Obispo Date VENDOR ADDRESS AmountDescriptionDateNumber Quote Account # X Vendor #PURCHASE ORDER PURCHASE ORDER NO. Bus: 909-921-3958 Fax: 909-626-0725 260961 Do not send to vendor CITY OF SAN LUIS OBISPO 919 PALM STREET SAN LUIS OBISPO, CA 93401 JAKE HUDSON, TRANSP OPS MGR SHIP TO ADDRESS Bus: 805-781-7255 Fax: 805-781-7537 Hudson 131,015.92TOTAL Requesting Department Prepared By Dept Approval MMUDGETTPublic Works Finance/Administration Approval Verified By Instructions: Department: Complete form and obtain departmental approval. Attach quotes, bid summaries, or CAO report as required by purchasing guidelines). Route to Finance or Admin for approval. Finance: After final approval, assign PO number and return copy to department. Process encumbrance. ACCOUNTING USE ONLY C3 - 7 Page intentionally left blank. C3 - 8