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Home My WebLink AboutItem 4.7 - 2524 Sole Source Vendors Jam Services and Cubic Page 1 of 3 STAFF REPORT CITY COUNCIL DATE: April 2, 2019 TO: Honorable Mayor and City Councilmembers FROM: Christopher L. Foss, City Manager SUBJECT: Approve JAM Service Inc., as a Sole Source Vendor for Traffic Signal, Communications and Streetlight Equipment and Cubic Trafficware as a Sole Source Vendor for Trafficware Hardware and Software Prepared by: Sai Midididdi, Associate Civil Engineer (Traffic) EXECUTIVE SUMMARY: The City Council will consider approving Jam Services Inc. as a sole source vendor for the purchase and maintenance of traffic signal, communications, and streetlight equipment, and will consider approving Cubic Trafficware as a sole source vendor for the purchase and maintenance of Trafficware hardware and software, including the adaptive traffic signal system "Synchrogreen". STAFF RECOMMENDATION: Adopt the Resolution Approving Jam Services Inc., as a Sole Source Vendor for the traffic signal, communications and streetlight equipment; and , adopt the Resolution Approving Cubic Trafficware as a sole source vendor for the Trafficware hardware and software including adaptive traffic signal system "Synchrogreen". FINANCIAL IMPACT: There are sufficient funds available in adopted Capital Improvement Program (CIP) and operating budgets for the purchase of equipment and services. The following CIP projects will include such purchases: • Amador Valley Boulevard and Wildwood Road Intersection Improvements (CIP No. ST0317) • Citywide Bicycle and Pedestrian Improvement Program (CIP No. ST0517) • Dougherty Road Improvements (CIP No. ST0911) • Citywide Signal Communication Upgrade (CIP No. ST0713) • Intelligent Transportation System Upgrade (CIP No. ST0519) Operating budget funds would be used to purchase equipment as needed, such as to replace a street light that is knocked down during an accident. To meet anticipated CIP and operational needs, Staff recommends purchases from JAM Services Inc. for an amount not-to-exceed $300,000, and from Cubic Trafficware for an amount not-to- Page 2 of 3 exceed $900,000. DESCRIPTION: The Municipal Code requires contracts or purchases of general services, supplies, or equipment in excess of $45,000, are subject to competitive bidding. However, the Municipal Code allows City Council to make an exception “Where the City’s requirements can be met solely by a single patented article or process .” Municipal Code Section 2.36.100(B)(1). In order to implement planned capital improvements and continue current traffic operations, Staff recommends City Council approve an exception to competitive bidding and authorize purchase of equipment and services from JAM Services Inc. and Cubic Trafficware as sole source vendors. JAM Services Inc. The City’s current traffic signal, communication and streetlight equipment is proprietary in nature. The traffic signal, communications and streetlight equipment such as, luminaires, pedestrian push buttons, LED vehicle and pedestrian indications, traffic signal battery backup systems, lighted crosswalks, traffic signal poles, streetlight poles, flashing beacons, network communication devices, and illuminated street name signs are needed to implement improvements through various CIPs. JAM Services Inc. is a leading and trusted supplier providing a diverse variety of high - quality products, including those that are proprietary in nature. The following products are currently installed in the City and sold solely by JAM Services: illuminated street name signs, audible pedestrian push buttons, lighted crosswalks , and traffic signal battery backup systems. Letters of Exclusivity from several manufacturers, naming Jam Services Inc. as the sole or authorized distributor, are attached as Attachment 2. Jam Services has consistently provided products and services that meet industry and City standards. Staff is recommending approval of JAM Services as the sole source vendor for traffic signal, communications and streetlight equipment for a not-to-exceed (NTE) amount of $300,000. This NTE shall be applicable individually or collectively for purchases with funds that have been approved and appropriated for CIP projects or operating needs. Cubic Trafficware The City of Dublin uses Trafficware hardware and software for managing and operating traffic signals, including adaptive traffic signals on Dublin Boulevard between San Ramon Road and Hacienda Drive. This system gathers real-time traffic data and automatically adjusts the timing of traffic signals along Dublin Boulevard to reduce delay and increase safety. The adaptive traffic signal system uses Synchrogreen software that runs within the City’s Advanced Traffic Management System (ATMS) which is called ATMS.Now. Trafficware hardware, Synchrogreen and ATMS.Now are proprietary signal equipment and systems of Cubic Trafficware. Trafficware hardware, ATMS.Now and Synchrogreen has performed exceptionally well in coordinating signals along Dublin Boulevard, prioritizing transit, and reducing travel time and delays. A Letter of Exclusivity from Cubic Trafficware, as the sole, authorized vendor of Trafficware hardware an d software, Page 3 of 3 is attached as Attachment 4. Staff is now proposing to expand adaptive traffic signal system to the remainder of Dublin Boulevard, Hacienda Drive, Tassajara Road and to Dougherty Road. As such, Staff recommends approval of Cubic Trafficware a s a sole source vendor of the Trafficware hardware, adaptive traffic signal system Synchrogreen and ATMS.Now for an NTE amount of $900,000. This NTE shall be applicable individually or collectively for purchases with funds that have been approved and appro priated for CIP projects or operating needs. STRATEGIC PLAN INITIATIVE: Strategy 3: Pursue efforts to help strengthen the City's infrastructure and technology. Strategic Objective 3b: Continue to embrace technology to improve traffic, street and engineering infrastructure. NOTICING REQUIREMENTS/PUBLIC OUTREACH: None. ATTACHMENTS: 1. Resolution Approving JAM Services Inc., as a Sole Source Vendor for the Traffic Signal, Communication and Streetlight equipment 2. Letter of Exclusivity for JAM Services 3. Resolution Approving Cubic Trafficware as a Sole Source Vendor for the Trafficware Hardware, Software and Adaptive Traffic Signal System "Synchrogreen" 4. Letter of Exclusivity for Cubic Trafficware RESOLUTION NO. - 19 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN * * * * * * * * * APPROVING JAM SERVICES, INC. AS A SOLE SOURCE VENDOR FOR TRAFFIC SIGNAL, COMMUNICATIONS AND STREETLIGHT EQUIPMENT WHEREAS, new traffic signal, communications and street light equipment is necessary for the implementation of Capital Improvement Program (CIP) projects and for City of Dublin operations; and WHEREAS, the firm JAM Services, Inc. is the leading and trusted supplier of high-quality traffic signal, communications and streetlight equipment; and WHEREAS, Staff has determined that JAM Services, Inc. is qualified to be a Sole Source Vendor as per the City of Dublin’s Municipal Code Section 2.36.100; and WHEREAS, the vendor will be compensated for the traffic signal, communications and streetlight equipment supplied on a task-by-task basis and for a not to exceed amount of $300,000 applicable individually or collectively. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin does hereby approve JAM Services, Inc. as a sole source vendor of the traffic signal, communications and streetlight equipment for a not-to-exceed amount of $300,000, with funds that have been approved and appropriated for Capital Improvement Program projects or City operations. BE IT FURTHER RESOLVED that the City Manager is authorized to execute purchase agreements with Jam Services, Inc., as long as the purchase amount individually or collectively is within the not-to-exceed amount and take any other actions as may be necessary or appropriate to carry out the intent of this Resolution. PASSED, APPROVED AND ADOPTED this 2nd day of April 2019, by the following vote: AYES: NOES: ABSENT: ABSTAIN: ________________________________________ ATTEST: Mayor _______________________________________ City Clerk Carmanah Technologies Corp. 250 Bay Street, Victoria, BC Canada V9A 3K5 Toll-Free: 1-877-722-8877 General: (250) 380-0052 www.carmanah.com 5 October, 2015 JAM Services, Inc. 958 E. Airway Blvd. Livermore, CA 94551 RE: Carmanah representation in California, USA Dear Sir or Madam, Please be advised that JAM Services, Inc. is the authorized Preferred Reseller for Carmanah solar traffic products in northern California. JAM Services has been authorized to provide product training, technical support, sales, warranty and overall support. Please feel free to contact the undersigned for more information. Sincerely, Matt Robson Traffic Sales Manager Carmanah Technologies Corp. T: +1 (250) 412-8318 Enterprises, LLC 100 Maple Street Phone 903.366.0310 Commerce, TX 75428 ● ● rdeshay@polaraent.com Fax 903.366.0399 http://www.polara.com March 2, 2017 To Whom It May Concern: This letter is to serve as notification that as of April 4, 2017, JAM Services, Inc. is Polara Enterprises, LLC’s exclusive distributor for the counties of Monterey, Kings, Tulare, Inyo and all counties to the north of them, in the state of California. If you have any questions, please feel free to give me a call. Sincerely, Rachel Kamphuis August 23, 2016 Re: Authorized Temple Edge‐Lit IISNS Distributor Notification Temple Edge‐Lit Internally‐Illuminated LED Signs is proud to partner with JAM Services, Inc. as its sole distribution partner in the State of California. Temple Edge‐Lit Internally‐Illuminated LED Signs is committed to employing a local workforce, and Temple Edge‐Lit Signs are built, down to the component level, at our manufacturing facility in Decatur, Alabama. For questions of details, please contact Adrian Baker, Temple Edge‐Lit National Accounts Manager, at adrian.baker@temple‐inc.com or by phone at 256.318.7549 (mobile). Thank you, Adrian S. Baker National Accounts Manager Temple Edge‐Lit 800.633.3221 toll free RESOLUTION NO. - 19 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN * * * * * * * * * APPROVING CUBIC TRAFFICWARE AS A SOLE SOURCE VENDOR OF THE TRAFFICWARE HARDWARE, SOFWARE AND ADAPTIVE TRAFFIC SIGNAL SYSTEM “SYNCHROGREEN” WHEREAS, Trafficware hardware, software and adaptive traffic signal system “Synchrogreen” has been implemented on Dublin Boulevard between S an Ramon Road and Hacienda Drive to gather real-time traffic data, to automatically coordinate and adjust the timing of traffic signals and prioritize transit; and WHEREAS, there is a need to expand adaptive traffic signal system to major corridors, such as but not limited to, Dublin Boulevard, Fallon Road, Hacienda Drive, Tassajara Road and Dougherty Road, to reduce travel time, reduce delays, and, if warranted, prioritize transit; and WHEREAS, Cubic Trafficware is the proprietary owner of Trafficware hardware, software and adaptive traffic signal system “Synchrogreen”; and WHEREAS, Trafficware hardware, software, and Synchrogreen have performed exceptionally well in not only coordinating signals along Dublin Boulevard but also in prioritizing transit and reducing travel time and delays; and WHEREAS, Cubic Trafficware has demonstrated professional qualifications and the ability to install and support Trafficware hardware, software and Synchrogreen as required; and WHEREAS, Staff has determined that Cubic Trafficware is qualified to be a Sole Source Vendor as per the City of Dublin’s Municipal Code Section 2.36.100; and WHEREAS, the vendor will be compensate d for Trafficware and Syncrogreen hardware and software supplied on a task-by-task basis and for a not to exceed amount of $900,000, applicable individually or collectively. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin does hereby approve Cubic Trafficware as sole source vendor of the Trafficware hardware, software, and adaptive traffic signal system Synchrogreen for a not-to-exceed amount of $900,000, with funds that have been approved and appropri ated for Capital Improvement Program projects or City operations. BE IT FURTHER RESOLVED that the City Manager is authorized to execute purchase agreements with Cubic Trafficware, as long as the purchase amount individually or collectively is within the not-to-exceed amount and take any other actions as may be necessary or appropriate to carry out the intent of this Resolution. PASSED, APPROVED AND ADOPTED this 2nd day of April 2019, by the following vote: AYES: NOES: ABSENT: ABSTAIN: ________________________________________ ATTEST: Mayor _______________________________________ City Clerk February 1, 2019 City of Dublin Sai Midididdi 100 Civic Plaza Dublin, Ca 94568 SUBJECT: Procurement of Trafficware Hardware & Software in Northern California Dear Sai, Trafficware Group, Inc. is the sole, authorized source for procuring Trafficware hardware and software in Northern California. Should you have any questions, please contact Liam Flynn at liamflynn@trafficware.com. I can also be reached by phone at 661-435-6032 or by email at stangarren@trafficware.com. Sincerely, Stanley P. Garren Director of Business Development Western Region