Loading...
HomeMy WebLinkAboutItem 4.06 AwardCntrctIDCTraconexCITY CLERK Signal Systems Upgrades & Coordination Project 9645 TJKM AGENDA STATEMENT CITY COUNCIL MEETING DATE: May 14, '1996 SUBJECT: Waiver of Provision of City's Purchasing Ordinance for City-Wide Traffic Signal Upgrade, and Award of Contract to IDC Traconex. Report Prepared by: Lee S. Thompson, Public Works Director EXHIBITS ATTACHED: 1) 2) 3) 4) Draft Resolution Breakdown of funding sources and anticipated expenditures. Cost quote for signal upgrade items from IDC Traconex. Copy of City Purchasing Ordinance. RECOMMENDATION: ~)~ 121 Adopt Resolution Authorize Public Works Director to execute contract. FINANCIAL STATEMENT: All costs for this project are borne by an ISTEA/TSM grant. The cost to upgrade traffic signal equipment as shown in Attachment 2 is $36,239.94. This cost does not include a computer and software (estimated cost $12,795) to run the signal coordination, which is the subject of a separate agenda item at this Council meeting.' The City of Dublin will be reimbursed for up to $49,701 from Caltrans for the upgrade and coordination of signal lights at various locations as stipulated in the City of Dublin Traffic Signal Coordination and Update Project. The City also has received a grant through AB 434 to update the timing and coordination of the traffic signals. The AB434 portion of the project will be completed next fiscal year upon completion of Dublin Boulevard Widening and this signal equipment upgrade. DESCRIPTION: Dublin and Caltrans have executed the supplementary agreement ~or the traffic signal upgrade project, and the City is now approved to commence the bid process to supply and install an upgraded and coordinated signal system. As stated in the City Purchasing Ordinance under Section 2.36.030(B), the City is required'to invite bids for purchases greater than or equal to $5,000. Currently, the City is using traffic signal equipment that is exclusively manufactured by IDC Traconex. Given this circumstance, Staff is unable to solicit bids for this project, but must contract with a sole source supplier. Under Section 2.36.030(A)(2) of the City's purchasing ordinance, the City can purchase g:\miscp roj~sign als~agstbid COPIES TO: ITEM NO. Staffhas obtained quotes for the signal equipment from Traconex and feels that they are reasonable. Staff recommends that the City Council adopt the resolution approving the waiver to solicit bids and authorize the Public Works Director to retain IDC Traconex as the supplier for the traffic signal upgrade hardware. Also, Staff recommends that $200 be put aside for contingency. P~e2 RESOLUTION NO. - 96 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN APPROVING WAIVER OF BID PROCESS AND AWARDING CONTRACT TO IDC TRACONEX WHEREAS, the City of Dublin received ISTEA and TSM grants in the amount of $49,701 for City wide traffic signal update and coordination project; and WHEREAS, the current hardware used for signal control is exclusively compatible with one type of traffic signal controller, of which ID C Traconex is the sole supplier; and WHEREAS, the City Purchasing Ordinance Requires staffto compile bids for purchases of greater than or equal to $5,000; and WHEREAS, the above mentioned conditions stipulate a sole source supplier and also conflicts with the Purchasing Ordinance condition of bidding for costs greater than or equal to $5,000; NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin does hereby waive conditions set by the City Purchasing Ordinance and award contract to IDC Traconex for a bid of thirty-six thousand, four hundred thirty-nine dollars and ninety-four cents(S36,439.94) which includes a $200 contingency, the particulars of which bid are on file in the office of the City Engineer. PASSED, APPROVED AND ADOPTED this 14th day of May, 1996. AYES: NOES: ABSENT: ABSTAIN: ATTEST: Mayor C. ity Clerk g:Lmt ceproj~sidewalk~resowvbd BREAKDOWN OF FUNDING SOURCES AND EXPENDITURES The following is a revised refined budget for the Traffic Signal Coordination Project, CIP #9645, based on the best information that we now have on the grant funding: SI__I_I~NA L UPGRADE: GRANT ISTEA TSM TOTAL: COORDINATION/TIMING: GRANT AB 434 TOTAL: AMOUNT EXPENDITURE $ 44,000 5.701 Computer & Software Controller Upgrade (sole source) Staff Time $ 49,701 TOTAL: AMOUNT EXPENDITURE $19.250 TJ KM Staff Time $19,250 TOTAL: AMOUNT $12, 795 400 $ 49,435 AMOUNT $ 16,000 3.000 $ 19,000 g:~miscproj~signals~budget 1 C) IDC TraconexlMultisonics MAY 3, 1996 Mr. Mehran Sepehri CITY OF DUBLIN 100 Civic Drive Dublin Ca. 94568 Dear Mr. Sepehri, IDC is pleased to provide the City of Dublin with the following prices to up-grade the Cities controllers and cabinets with our latest hardware and software. We have also supplied a list of material and cost to add the ADA pedestrian buttons and signs. There are 16 intersections under consideration. We have listed each of these intersections, the material, and labor requirements for each. 5 traffic signals have been up dated on Dublin Blvd. 1 DUBLIN BLYD. AT CLARK AVE. QTY. DESCRIPTION PRICE (1) 390 CONTROLLER SOFTWARE UP GRADE TO (1) 390 CJ UP GRADE (1) 390 MEMORY MODULE (1) CONTROLLER MODEM (11) ADA PEDESTRIAN BUTTONS "V4" $125.00 $595.00 NOT REQUIRED $550.00 $675.00 TOTAL $1,945.00 2 DUBLIH BLVD. AT SIERRA COURT QTY DESCRIPTION PRICE (1) 390 CONTROLLER SOFTWARE up grade to (1) 390 CJ UP GRADE (1) 390 MEMORY MODULE (1) CONTROLLER MODEM (11) ADA PEDESTRIAN BUTTON "V4" $125.00 $595.00 NOT REQUIRED $550.00 $675.00j TOTAL $1.945.00 575 Dado Street · San Jose, CA 95131 · TEL: (408) 955- 3 DUBLIN BLVD. AT DUBLIN COURT QTY. DESCRIPTION (1) 390 CONTROLLER UP GRADE TO (1) 390 CJ UPGRADE (1) 390 MEMORY MODULE (1) CONTROLLER MODEM (10) ADA PEDESTRIAN BUTTON ~'OTAL 4 DUBLIN BLVD. AT Di}UGHERTY ROAD QTY. DESCRIPTION (1) 390 CONTROLLER UP GRADE TO "V4" (I) 390 CJ UP GRADE (1) 390 MEMORY MODULE (1) CONTROLLER MODEM (8) ADA PEDESTRIAN BUTTON TOTAL 5 AHADON VA~J~EY BLVD. AT SAH RAMON ROAD QTY. DESCRIPTION TOTAL (1) 390 CONTROLLER SOFTWARE "V4" (1) 390 CJ UP GRADE (1) 390 MEMORY MODULE (1) CONTROLLER MODEM (9) ADA.PEDESTRIAN BUTTONS PRICE 6 SILVERGATE DRIVE AT £;AN RAHON ROAD QTY. DESCRIPTION (1) 390 CONTROLLER UP GRADE TO "V4" (1( 390 CJ UP GRADE (1) 390 MEMORY MODULE (1) CONTROLLER MODEM (2) ADA PEDESTRIAN BUTTONS $125.00 $b95.00 N£1T REQUIRED $550.00 $625.00 NOT $],895.00 PRICE $]25.00 $595.00 REQUIRED $550.00 $525.00 $1,795.00 PRICE $125.00 $595.00 NOT REQUIRED $550.00 $575.00 845.00 PR] CE $125.00 $595.00 N[~T REQUIRED $550.00 TOTAL $1,495.00 7 AMADOR VALLEY BLVD. AT REGIONAL STREET QTY. DESCRIPTION (1) 390 CONTROLLER UP GRADE TO "V4" (1) 390 CJ UPGRADE (1) 390 MEMORY MODULE (1) CONTROLLER MODEM (8) ADA PEDESTRIAN BUTTONS NOT PR]CE $]25.00 $595.00 REQUIRED $550.00 $525.00 TOTAL $1,795.00 8 AMADOR VALLEY BLVD. AT DONORUE DRIVE QTY. DESCRIPTION PRICE (1) 390 CONTROLLER UP GRADE (1) 390 CJ UP GRADE (1) 390 MEMORY MODULE (1) CONTROLLER MODEM (8) ADA PEDESTRIAN BUTTONS TO "V4" $125.00 $595.00 NOT REQUIRED $550.00 $525.00 TOTAL $1,79h. 00 9 AMADOR VALLEY BLVD. AT AMADOR PLAZA ROAD QTY. DESCRIPTION PR]CE (1) 390 CONTROLLER UP GRADE TO "V4" (1) 390 CJ UP GRADE (1) 390 MEMORY MODULE (1) CONTROLLER MODEM (8) ADA PEDESTRIAN BUTTONS $125.00 $59b.00 NOT REQUIRED $b50.00 $525.00 TOTAL 795.00 10 AMADOR VALLEY BLVD. AT VILLAGE PARKWAY QTY. DESCRIPTION PRICE (1) 390 CONTROLLER UP GRADE TO (1) 390 CJ CONTROLLER (1) 390 MEMORY MODULE (1) CONTROLLER MODEM (10) ADA PEDESTRIAN BUTTONS $125.00 $595.00 NOT REQUIRED $550.00 $625.00 TOTAL $1,895.00 1! VILLAGE PARKWAY AT LEWIS AVE. QTY. DESCRIPTION (i) 390 CONTROLLER UP GRADE TO (1) 390 CJ UP GRADE (1) 390 MEMORY MODULE (1) CONTROLLER MODEM (10) ADA PEDESTRIAN BUTTONS TOTAL ~2 SAN RAMON BLVD. AT SHANNUK AVE. QTY. DESCRIPTION (1) 390 CONTROLLER UP GRADE TO "V4" (1) 390 CJ UP GRADE (1) 390 MEMORY MODULE (1) CONTROLLER MODEM (10) ADA PEDESTRIAN BUTTONS TOTAL 13 SAN RAMON BLVD. AT VOMAC RGAD QTY. DESCRIPTION (1) 390 CONTROLLER UP GRADE TO (1) 390 CJ UP GRADE (1) 390 MEMORY MODULE (1) CONTROLLER MODEM (9) ADA PEDESTRIAN BUTTONS TOTAL 14 DOUGHERTY ROAD AT $~ERRA LANE QTY. DESCRIPTION (10) ADA PEDESTRIAN BUTTONS TOTAL PRICE $125.00 $295.00 N£}T REQUIRED $550.00 $625.00 PR] CE $125.00 $595.00 NOT REQUIRED $550.00 $625.00 $1~ 895.00 PRICE $125.00 $595.00 NOT REQUIRED $550.00 $575.00 $1,8~15.00 PRICE $625.00 {;625.00 15 DOUGHERTY ROAD AT AMADOR VALLEY BLVD. QTY. DESCRIPTION (7) ADA PEDESTRIAN BUTTONS AMADOR VALLEY BLVD. AT QTY. DESCRIPTION (10) ADA PEDESTRIAN BUTTONS PRICE $475.00 T£~TAL $475.00 STAGECOACB DRIVE PRICE $625.00 TOTAL $625.00 (50) PHILP HEAD SCREWS FOR PEDESTRIAN SIGNS (10) FLASH FEED BACK PANELS (THIS MODIFICATION WILL BRING THE FLASH SIGNAL BACK TO THE CENTRAL COMPUTER) (2) CENTRAL COMPUTER £~OFTWARE (1) TMM-500 MASTER SOFTWARE (1) MODEM FOR TMM-500 MASTER (10) SPARE ADA PEDESTRIAN (4) COUNTERS (1) UP GRADE C[~MPUTER BUTTONS $15.00 $1~150.00 INCLUDED INCLUDED $550.00 $500.00 $5~578.00 $125.00 SUB TOTAL TAXES 8.25% TOTAL $33~478.00 $2,761.94 ~36~239.94 Taxes: Not included in the above prices Delivery: 60 Days or sooner Terms: Net 30 Days Shipping: FOB IDC San Jose All the above equipment and prices will be honored until May 30, 1996. IDC's responsibility will be to modify 16 controllers and cabinets with the above list of material. We will up grade the local controllers software and the P.C. computers as required. We will also mount the ADA pedestrian buttons and signs. Responsibility of the signal interconnect between cabinets will belongs to the city. If you require any additional information or assistance please contact me at your earliest convenience. Sincerely, ~ File: Dublinl3 2.36.030 2.36.030 Purchases by City Council--Competitive bidding. When the amount or value involved is at least five thousand dollars ($5,000), the purchase or disposal shall be made by the City Council through competitive bid as outlined below: A. Notice inviting bids shah include a general description of the services and/or articles to be purchased or sold, where bid blank~ and specifications may be obtained, the time and place for bid openings, and whether bid deposit or bond and fa/fitful performance bond will be required. B. Notice inviting bids shall be posted in at least three (3) public places in the city that have been designated by ordinance as the place for posting public notices, at least ten (10) days before the date of opening the bids. C. The Purchasing Agent shall also solic- it sealed bids from all responsible prospec- tive suppliers whose names are on the bidder's list and may advertise the notice inviting bids in applicable publications. D. When deemed necessary by the Pur- chasing. Agent or City Council, any bidder may be required to submit a bid deposit or bond in aa mount determined by the Pur- chasing Agent or City Council. A successful bidder (and his surety, if a bond is fur- nished) shall be liable for any damages upon the bidder's failure to enter into a contract with the city or upon the bidder's failure to perform in accordance with the tenor of his bid. E. When deemed necessary by the Pur- chasing Agent or City Council, any person or entity entering into a contract with the city may be required to furnish a faittfful performance deposit or bond in an amount determined by the Purchasing Agent or Council. F. Bids shall be opened in public at the dine and place stated in the public notices. A tabulation of all bids received shall be open for public inspection during regular business hours for a period of not less than thirty (30) calendar days after the bid open- ing. G. At its discretion, the City Council may reject all bids presented and readvertise for bids. H. Contracts shall be awarded by the City Council to the lowest responsible bid- der, except as otherwise provided herein. I. If two or more bids received from responsible bidders are for the same total amount or unit price, quality and service being equal, preference shall be ~ven to the local vendor, or the City Council may ac- cept the lowest bid made by negotiation with the tie bidders and the Purchasing Agent at the time of the bid opening. (Ord. 16-83 § 3) 2.36.040 Purchasing award-- Factors to be considered. Purchases shall be awarded after consid- eration of the following factors: A. The amount of bid price; B. The ability, capacity and skill of the bidder to perform the contract or provide the service required; C. The ab'ffity of the bidder to perform the contract or provide the service promptly, or within the time specified, without delay or interference; 36 D. The reputation and experience of the bidder; E. The previous experience of the city with the bidder; F. The ~cvious and existing compliance by the bidder with thc laws and ordinances; G. The sufficiency of the financial re- sources and ability of the bidder to perform the contract or provide the service; H. The quality, availability, and ~dapt- ability of the applies or contractual servic- es to the particular use required; I. The ability of the bidder to provide future maintenance and service for the use of the subject of the cona-act; J. The number and scope of conditions attached to the bid. (Ord. 16-83 § 4) 2.36.050 Exceptions to competitive bidding requirements. A. The provisions of this chapter requir- ing competitive bidding shall not apply to the following: 1. Contracts involving the acquisition of professional or specialized services, such as, but not limited to, services rendered by architects, attorneys, engineers, and other specialized consultants; 2. Where the city's requirements can be met solely by a single patented article or process; 3. To situations where no bids have been received following bid announcements under other provisions of this chapter; 4. When the amount involved is less than two hundred dollars ($200); 5. When an emergency requires that an order be placed with the nearest source of supply; 6f When a purchase involves goods of a technical nature, where it would be diffi- cult for a vendor to bid on a standard set of 2.36.040 specifications, the Purchasing Agent shall undertake a thorough review of known products and a comparison of features which would most closely meet the city's needs at the least cost; (~ Forjanitorial services for city build- ings and facilities; Q~ For maintenance and repair of bu/ld- ings and facilities; 9. For maintenance and repair of public streets, including street sweeping. B. When the procurement falls into any of the categories listed above, the Purchas- ing Agent may authorize contracts made by negotiation; provided, that the amount does not exceed five thousand dollars ($5,000). When the amount exceeds five thousand dollars ($5,000), the action must be autho- rized by the City Council. C. Any request for an exception under this section shall include the nature of the contract, amount of the contract, and the reasons why competitive bidding is not feasible. (Ord. 5-91 § 1: Ord. 16-83 § 5) 2.36.060 Purchases of less than five thousand dollars ($5,000)--Procedure. Where the mount or value involved is more than two hundred dollars ($200), but less than five thousand dollars ($5,000), the purchase or disposal may be made by the Purchasing Agent, without written bid, a~d by informal price checking through tele- phone or mail inquiry, comparison of prices on file or otherwise. Every attempt shall be m~e to receive at least three (3) price quotations. At the discretion of the Purchas- ing Agent, the acquisition of goods and services where the value is at least two hundred dollars ($200) but less than five thousand dollars ($5,000), the formal corn- 37 2.36.060 pefifive bid process may be used. (Ord. 16- 83 § 6) 2.36.070 Purchase orders. All purchases shall be documented by a purchase order prepared by the Purchasing Agent. The original copy shall be directed to the vendor and one (1) copy shall be retained for the purchase order file. The final copy shall be directed to the depart- meat for whose benefit the purchase is being made to be used as a receiving report. (Ord. 16-83 § 7) 2.36.080 Availability of sufficient funds. No purchase order shall be issued until it has been ascertained that there is to the credit of the department of the city for whose benefit such purchase is to be made, a sufficient unappropriated balance in ex- cess of all unpaid obligations to defray the amount of such order. (Ord. 16-83 § 8) 2.36.090 Inspection and review. The Purchasing Agent shall require the inspection of supplies and equipment deliv- ered, and contractual services performed, to determine their conformance with the speci- fications and requirements set forth in the order or contract. (Ord. 16-83 § 9) 2.36.100 Surplus supplies and equipment. At such times as determined by the Pur- chasing Agent, reports shall be prepared showing all supplies and equipment which are no longer used or which have become obsolete or worn out. The Purchasing Agent shall have the authority to sell, trade or exchange all said supples and equipment. Such sales will be made pursuant to Section 2.36.030 or Section 2.36.060 of this chapter, whichever is applicable. (Ord. 16-83 § 10) 2.36.110 Splitting orders prohibited. It is unlawful to split or separate into smaller orders the purchase of supplies, materials, equipment or services for the purpose of evading the competitive bidding provisions of this chapter. (Ord. 16-83 § I 1) 2.36.120 Exceptions--Public projects. This chapter is expressly made inapplica- ble to bids for public projects as defined by Public Contracts Code Section 20161 and where the expenditure required for the pub- lic project exceeds the limit set by Public Contracts Code Section 20162. The provi- sions contained in Public Contracts Code Section 20161 et seq., establish contract procedures the city shall follow regarding public projects. (Ord. 5-91 § 2: Ord. 16-83 § 12) 2.36.130 Exceptions--Contracting for emergency cleanup of hazardous materials. When, in the discretion of the Public Works Director/City Engineer or his or her designee, it is determined that a hazardous spill has occurred and that immediate clean- up is required to prevent the spill from entering the city storm drain system or any watercourse, the. City Manager, or his or her designee, may contract for the clean up of the spill. Any such contract in the mount of five thousand dollars ($5,000) or under may be entered into on behalf of the city by the City Manager, or his or her designee, without prior City Council approval; how- ever, no such contract exceeding five thou- sand dollars ($5,000) in amount shall be executed without prior approval of the City Council. (Ord. 9-92 § 3) 38 Chapter 2.36 Sections: 2.36.010 2.36.020 2.36.030 2.36.040 2.36.050 2.36.060 2.36.070 2.36.080 2.36.090 2.36.100 2.36.110 2.36.120 2.36.130 PURCHASING Adoption of a purchasing system. Purchasing Agent designated. Purchases by City Council--Competitive bidding. Purchasing award-- Factors to be considered. Exceptions to competitive bidding requirements. Purchases of less than five thousand dollars ($5,000)--Procedure. Purchase orders. Availability of suiTmient funds. Inspection and review. Surplus supplies and equipment. Splitfihg orders prohibited. Exceptions--Public projects. Exceptions-- Contracting for emergency cleanup of hazardous mater/als. 2.36.010 Adoption of a purchasing system. A purchasing system is adopted in order to establish efficient procedures for the purchase of supplies, services and equip- meat to secure for the city supplies, services and equipment at the lowest possible cost 35 2.36.010 cormmensurate with the level of quality required, to exercise financial control over purchases, and to clearly define authority for the purchasing function. (Ord. 16-83 § 1) 2.36.020 Purchasing Agent designated. The City Manager is designated as Pur- chasing Agent. The City Manager may delegate all or a portion of the purchasing duties to any city staff member. The Pur- chasing Agent shall have the authority to: A. Purchase or contract for supplies, services and equipment required by the city, in accordance with purchasing procedures outlined in this chapter; B. Negotiate and recommend execution of contracts for the purchase of supplies, services and equipment; C. Act to procure for the city the neces- sary quality in supplies, services, and equip- ment at the lowest cost to the city; D. Prepare and recommend to the City Council revisions and amendments to the purchasing roles; E. Establish and maintain such forms as reasonably necessary to the operation of purchasing guidelines; F. Supervise the inspection of all sup- plies, services, and equipment purchased to insure conformance with specifications; G. Recommend the sale or disposal of all supplies and equipment which cannot be used by the city, or which have become unsuitable for city use; H. Maintain a bidder's list and other records necessary for the efficient acquisi- tion of goods and services. (Ord. 16-83 § 2) (Da blla 8-92)