The URL can be used to link to this page

Home My WebLink About4.8 Signal Communications Upgradeor 19 82 /ii � 111 DATE: TO: FROM: STAFF REPORT CITY COUNCIL May 21, 2013 Honorable Mayor and City Councilmembers Joni Pattillo City Manager""' CITY CLERK File #380 -10 SUBJECT: Approve Purchase of Software and Hardware, and Signal Communications Equipment through Sole Source Vendors for the Citywide Signal Communications Upgrade Project (Capital Improvement Program — CIP 960020) Prepared by Obaid Khan, Senior Civil Engineer (Traffic /Transportation) EXECUTIVE SUMMARY: This item seeks City Council approval for the purchase of software and hardware, and communication equipment through sole source vendors to implement the Citywide Signal Communications Upgrade (CIP - 96002). The City Council approved this CIP project at the April 2, 2013 meeting. The City of Dublin's Municipal Code Section 2.36.090 requires formal bid process for purchases equal or above $45,000, but also provides exception (Dublin Municipal Code Section 2.36.100) in cases when the purchase involves proprietary article and /or requires technical expertise that may not be acquired through standard specifications. The City's current traffic communication software and traffic controllers are proprietary in nature. Furthermore, the integration of software with computer hardware and signal communication equipment requires a high level of technical expertise, and knowledge of the City's existing system. Western Pacific Signal, LLC is the sole source vendor for the software and signal communication hardware, and Novani, LLC is the technical consultant desired for procurement due to their expertise and familiarity with the City's systems. FINANCIAL IMPACT: The total project cost is $390,237, and the requested sole source purchase is estimated at $345,000. Funding for this CIP project was approved by the City Council at the April 2, 2013 meeting and no additional funding is requested. RECOMMENDATION: Staff recommends that the City Council authorize Staff to use sole source purchase exceptions as per the City's Municipal Code Section 2.36.100 in procuring software and hardware upgrades, and signal communications equipment from Western Pacific Signal, LLC and Novani, LLC for the Citywide Signal Communications Upgrade (CIP - 960020) project. Page 1 of 3 ITEM NO. 4.8 Submitted By Director of Public Works DESCRIPTION: Reviewed By Assistant City Manager The City of Dublin's Transportation Operations Center (TOC) was constructed in 2002 as part of a joint project with the Cities of Livermore and Pleasanton using grant funds secured by the City of Pleasanton. The intent of the project was to implement signal communication infrastructure to interconnect the cities and to allow for greater efficiency with respect to day -to -day operations, and the ability to respond to unexpected traffic incidents in a timely manner. As part of this project, Arterial Traffic Management System (ATMS) — commonly referred to as "Streetwise" — was installed in each jurisdiction. This software communicates and manages the traffic signals from the TOC located at the Civic Center. The Streetwise software package is still in place today and is in need of an upgrade. The City of Dublin's Municipal Code Section 2.36.090 requires a formal bid process for purchases equal to or above $45,000. However, the Dublin Municipal Code Section 2.36.100 allow exceptions in cases when the City's purchase can be met solely by a single patented article or when a purchase involves goods of a technical nature where it would be difficult for a vendor to bid on a standard set of specifications. DISCUSSION: The current version of the Streetwise software is called ATMS.now. This proprietary software is manufactured by Trafficware (formerly Naztec), which is also the current manufacturer for the traffic signal controllers for City's traffic signals. In order for our signal communication system to work effectively, it is critical to maintain compatibility between software and traffic signal controllers. The City of Pleasanton migrated to the upgraded version of this software in 2010, and maintaining software compatibility with Pleasanton would also improve coordination between the two cities on traffic related issues and in responding to unexpected traffic incidents in a timely manner. The communication between the TOC equipment is accomplished through Ethernet switches and modems that are installed at the TOC and in traffic signal controllers. These switches must be compatible with the existing system. The City's current Ethernet switches are manufactured by Actelis. Western Pacific Signal, LLC is the sole vendor of both ATMS.now and Actelis (Attachments 1 and 2) for the City of Dublin, and has exceeded performance and customer service expectations. The Computer hardware at the TOC will be upgraded as part of the Citywide Signal Communication Upgrade project and it would need to be integrated with the field communication elements and the ATMS.now software discussed above. Staff is requesting that the City Council also approve Novani, LLC as the sole vendor to procure the TOC hardware elements. At its April 2, 2013 meeting, in connection with its approval of the Citywide Signal Communication Upgrade project, the City Council approved an amendment to Novani, LLC's on -call consultant services agreement to provide computer system integration services. Recently Novani, LLC, has provided a high level of technical expertise to the City in integrating and managing the TOC and has performed above expectations. Because of this company's knowledge of and familiarity with Page 2 of 3 the City's computer systems installed at the TOC, staff believes Novani, LLC would be able to appraise and purchase the necessary system elements most efficiently and at the lowest cost to the City. NOTICING REQUIREMENTS /PUBLIC OUTREACH: None Required. ATTACHMENTS: 1. Letter of Exclusivity for Western Pacific Signal, LLC from Trafficware 2. Letter of Exclusivity for Western Pacific Signal, LLC from Actelis Page 3 of 3 F4 r ,7- April 26, 2013 Obaid Khan City of Dublin 100 Civic Plaza Dublin CA 91568 Re: Exclusive Distribution Rights for ATMS.now Obaid, Thank you for your interest in Naztec products. This letter is to confirm that Naztec (D /B /A Trafficware) uses Western Pacific Signal as our sales partner in northern California. As such, our ATMS.now central management system is sold exclusively through Western Pacific Signal. Please don't hesitate to contact me with any questions. Kindest regards, el X �- r � Chris Peddie Director of Sales and Marketing, Trafficware Traffiewafe 522 Gillingham Sugar Land, TX 77478 281 -240 -7233 281- 240 -7238 fax Trafficwarexom 4kleoo ® Actelis Networks, Inc.® 111 S 47800 Westinghouse Drive, The Broadband Acceleration Company Fremont, CA 94539 Tel f1 510.545.1045 o Fax +1 510.657.8006 www.Actelis.com 18 April 2013 William Lai City of Dublin Traffic Dept. William, Western Pacific Signal is our exclusive dealer for the City of Dublin. They are factory trained and certified on our equipment and should be able to fully support any issues you might have. If you have any questions please call me at the contact numbers below. Best Regards, Charles Clawson Associate Vice President ITS Sales Actelis networks 916 -729 -4430 Office cclawson @actelis.com