HomeMy WebLinkAboutPW Procure Traffic Signal EquipmentAgenda Item No: 3. h
Meeting Date: April 6, 2015
SAN RAFAEL CITY COUNCIL AGENDA REPORT
Department: Public Works
Prepared by: ��� fill City Manager Approvaln W944
Acting Director of Public Works
File No.: 18.01.76
SUBJECT: A RESOLUTION ACCEPTING A PROPOSAL FROM ECONOLITE
CONTROL PRODUCTS, INC. FOR THE PROCUREMENT OF TRAFFIC
SIGNAL EQUIPMENT FOR THE REGIONAL TRANSPORTATION
SYSTEM ENHANCEMENTS PROJECT, CITY PROJECT NO. 11237, IN
THE AMOUNT OF $49,295.79, AND AUTHORIZING THE PUBLIC
WORKS DIRECTOR TO EXECUTE THE PURCHASE AGREEMENT.
RECOMMENDATION:
Adopt resolution and authorize the Public Works Director to execute the purchase agreement.
BACKGROUND:
Sonoma Marin Area Rail Transit (SMART) is constructing a new commuter rail to downtown San Rafael
with operations scheduled to begin in 2016. Ultimately, the rail will continue through San Rafael to
Larkspur. The new rail station in downtown San Rafael is currently being constructed between Third and
Fourth Streets.
SMART rail operations will have an impact on traffic flows in the downtown area. In order to mitigate
and minimize the expected impacts, coordination and communication between SMART's rail signal
controls and the controllers for the City's traffic signal system must occur. In addition, quick
maintenance and real-time monitoring are essential to ensure timely responses to events and malfunctions
in the field.
The City's Regional Transportation Safety Enhancements project includes, among other items, upgrades
to the equipment at fourteen of the seventeen existing signalized intersections between Mission Avenue
and Second Street (north to south) and Irwin Street to Lincoln Avenue (east to west). These upgrades will
allow cross communication between traffic signal controllers and SMART rail signal controllers,
communication within the traffic signal network, and communication with the traffic monitoring center to
maximize bicycle, pedestrian and vehicular safety. The upgrades will also provide the tools needed to
minimize the overall traffic and operational impacts expected to occur on the downtown roadway
network.
FOR CITY CLERK ONLY
File No.:
Council Meeting: (b f 2-L^/ _
Disposition: RE_ 1,.0 rf 12. o
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2
Currently, 23 of the 49 traffic signals located in Central San Rafael are interconnected as one and operate
with "local" controllers communicating to two "master" controllers which in turn communicate to the
Traffic Operations Center (TOC) located at the Department of Public Works. The individual intersections
are connected with copper wires which were installed many years ago. The copper connections between
the "master" controllers and each of the "local" controllers have limited bandwidth which prohibits the
transmission of large amounts of data to the TOC. In addition, many of the existing copper connections
are partially damaged, further limiting their capabilities.
The Regional Transportation System Enhancement Project will remove the copper cables between the 17
traffic signals located between Mission Avenue, Second Street, Lincoln Avenue and Irwin Street, and
install fiber optic cables. The fiber optic cables will significantly increase bandwidth and will allow high
resolution, high speed data (such as live video feed) to be transmitted back to the TOC for real-time
traffic monitoring and event responses.
The installation of switches is required to connect the fiber and allow the data to transmit over a modern
network system. These network switches, coupled with the installation of fiber optic cable, will provide
the City with a seamless, integrated, state of the art system for monitoring, troubleshooting, and remote
operational changes and modifications.
At this time, 25 switches are required at the 17 intersections located within the Regional Transportation
System Enhancements project limits.
Proposals were solicited in accordance with San Rafael's Municipal Code Section No. 11.50.170. The
following three proposals were received:
NAME OF BIDDER AMOUNT
Econolite Control Product, Inc. $49,295.79
Western Pacific Signal $49,585.52
Actelis Networks $53,146.00
ANALYSIS:
The referenced proposals have been reviewed by Public Works staff and found to be both responsive
and responsible. The low bid of $49,295.79 was received from Econolite Control Products, Inc. and
falls within the allocated project budget.
FISCAL EUPACT:
The cost of the traffic signal equipment (switches) for this project is $49,295.79 and is included in the
overall project budget.
This project is funded through various sources as depicted in the table below:
Funding Source
OBAG Grant
Traffic Mitigation Funds, #246
Gas Tax Funds, #206
Total Available Funds
Amount
Note(s)
$1,900,000 Federal Congestion Management and Air
Quality (CMAQ) funds
.._.._, ._.... ....
__..._....,
$528,835
$654,265
$3,083,100
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 3
Expenses
Category -Eden Expense Code
Amount
Note(s)
Design -01
$399,977
Kimle -Horn & Associates
Construction -02
$1,765,057
Estimated construction cost
Estimated miscellaneous construction
Construction -02
$60,000
services (i.e., document reproduction;
material testing, etc.)
Construction Inspection -02
$217,000
Estimated construction inspection cost
Econolite Control Products, Inc.
Equipment Purchase -07
$509,804.80
(Traffic Si al E ui ment
Econolite Control Products, Inc.
Equipment Purchase -07
$49,295.79
(Current Council Action
Estimated Miscellaneous Expenses (i.e.,
batteries, fiber equipment, server hardware,
permit fees, wireless communication
Equipment Purchase -07
$81,965.41
a ui ment, etc.
Total Expenses
$3,083,100
OPTIONS:
1. Adopt resolution and authorize the Public Works Director to execute the purchase agreement with
Econolite Control Products, Inc., the lowest responsive and responsible proposal, in the amount
of $49,295.79;
2. Reject the purchase agreement and direct staff to include the procurement of this equipment as
part of the construction contractor's scope of work. This will increase the overall cost of the
project, delay construction commencement and require additional staff time to ensure the
contractor procures the correct equipment; or
3. Reject the purchase agreement and direct staff to stop the work on the project. This option will
result in the loss of rail coordination capabilities and may result in additional traffic impacts to the
downtown area once SMART service begins; it will also result in the loss of $1,900,000 in grant
funds.
ACTION REQURED:
Adopt resolution and authorize the Public Works Director to execute the purchase agreement following
Caltrans construction approval.
Enclosures: Econolite Control Products, Inc. Proposal
Resolution
RESOLUTION NO. 13900
A RESOLUTION ACCEPTING A PROPOSAL FROM ECONOLITE CONTROL
PRODUCTS, INC. FOR THE PROCUREMENT OF TRAFFIC SIGNAL EQUIPMENT
FOR THE REGIONAL TRANSPORTATION SYSTEM ENHANCEMENTS PROJECT,
CITY PROJECT NO. 11237, IN THE AMOUNT OF $49,295.79, AND AUTHORIZING
THE PUBLIC WORKS DIRECTOR TO EXECUTE THE PURCHASE AGREEMENT.
WHEREAS, construction has commenced on the Sonoma Marin Area Rail Transit
(SMART) project consisting of passenger rail operations between Santa Rosa and San Rafael,
and ultimately to Larkspur; and
WHEREAS, the SMART rail line will cross the City of San Rafael's downtown roadway
network at five locations; and
WHEREAS, upgrades to the City's traffic signal system are necessary for coordination
between SMART's rail system and the City of San Rafael's traffic signal system; and
WHEREAS, installation of twenty-five switches are necessary to transmit information
across the new fiber optic cable (to be installed as part of the City's Regional Transportation
Safety Enhancement Project) to the City's Traffic Operations Center; and
WHEREAS, the City solicited proposals for the interconnect switches in accordance
with San Rafael Municipal Code Section No. 11.50.170; and
WHEREAS, Econolite Control Products, Inc. submitted the lowest responsive and
responsible proposal in an amount not to exceed $49,295.79; and
WHEREAS, there are sufficient funds within the existing project budget for this
purchase.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SAN RAFAEL
RESOLVES as follows:
1. The proposal from Econolite Control Products, Inc. is hereby accepted at said price
and the contract for traffic signal equipment is hereby awarded to Econolite Control
Products, Inc. in an amount not to exceed $49,295.79.
2. The Public Works Director is authorized to enter into a purchasing agreement with
Econolite Control Products, Inc. in a form approved by the City Attorney and in an
amount not to exceed $49,295.79.
3. The Public Works Director is hereby authorized to take any and all such actions and
make changes as may be necessary to accomplish the purpose of this resolution.
I, ESTHER C. BEIRNE, Clerk of the City of San Rafael, hereby certify that the
foregoing Resolution was duly and regularly introduced and adopted at a regular meeting of the
City Council of said City on the 6th day of April, 2015 by the following vote, to wit:
AYES: COUNCILMEMBERS: Bushey, Colin, Gamblin & Mayor Phillips
NOES: COUNCILMEMBERS: None
ABSENT: COUNCILMEMBERS McCullough
G • R -e -ex
ESTHER C. BEIRNE, City Clerk
File No.: 18.01.76
a
d
Quote
Date: February 19, 2015
To:
amity of San Rafael, CA; Re: San Rafael-Actelis-Copper and Fiber Switches -PHASE 1
111 Morphew St. 022015
San Rafael, CA 94915-1560 Econolite Reference: 0-12172-Q2W9
kttn: Leslie Blomquist
Leslie, Here is the updated quote for PHASE 1- REVISED 3/18/15
Item # Part # Qty Description Extended
Actelis LS Actelis Copper and Fiber Network Switches $45,122.00
1 501 RG0220 10 ML684D; 4 pairs -2+2 Add -Drop Mux
2 501 RG0221
25 ML680DF - Fiber Switch
3 506R00006
35 AC -DC Adapter for ML500/ML600/ML740/ML58N RevB;
110/220VAC Feed. North American type power cord
4 506R00002
44 1000Base-LX SMF SFP module (10km); 1.25Gbps, Single
Mode, 1310nm, 10 km, LC connector
5 504R60101
10 DSL dual port cable 2 X RJ45 to open end solid; DSL dual port
cable 2 X RJ45 to open end solid; For connecting 4 pairs
ML648D Industrial CPE DSL lines to a terminal block
Subtotal $45,1
Shipping & Handling"
Taxes" $4,173.79
TOTAL $49,295.79
Tax Rate figured at 9.25%
Econolite/Actelis will provide 3 days of full installation/turn-up support to include on site overview and
hands on training of field personnel. Actelis will also provide 1 full day of personnel training at the San
Rafael facility. Actelis will also ensure their equipment is working properly and help trouble shoot any
issues that come up. Actelis will provide contact numbers and support at no charge during the entire
project installation of their equipment.
Note: Each product listed in this quotation is available for purchase separately at the itemized price listed.
Unless specifically requested or noted on this quotation, the product(s) quoted herein may or may not
comply with any Buy America requirements.
The information transmitted is intended only for the person or entity to which it is addressed and may
contain confidential and/or legally privileged material. Any review, retransmission, dissemination or
other use of, or taking of any action in reliance upon, this information by persons or entities other
than the intended recipient is prohibited except as required by law.
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Page 1 of 1
Quote
Quote Valid For: 60 Days
FOB: Econolite Factory
Terms: Net 30 days from date of shipment
*Shipping: Included
"Taxes: Estimated
Marc- L-Ltii/yf 'N
Marc Lichty-Account Manager
Mobile: 603-550-7964
mlichty@econolite.com
Shipping Date: 5 weeks ARO, approved credit terms and submittal approval when applicable
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Page 1 of 1
CITY OF SAN RAFAEL
ROUTING SLIP / APPROVAL FORM
INSTRUCTIONS: USE THIS FORM WITH EACH SUBMITTAL OF A CONTRACT, AGREEMENT,
ORDINANCE OR RESOLUTION BEFORE APPROVAL BY COUNCIL / AGENCY.
SRRA / SRCC AGENDA ITEM NO. �\
DATE OF MEETING: 4/6/15
FROM: Kevin McGowan
DEPARTMENT: Public Works
DATE: March 18, 2015
TITLE OF DOCUMENT:
A RESOLUTION ACCEPTING A PROPOSAL FROM ECONOLITE CONTROL
PRODUCTS, INC. FOR THE PROCUREMENT OF TRAFFIC SIGNAL EQUIPMENT
FOR THE REGIONAL TRANSPORTATION SYSTEM ENHANCEMENTS
PROJECT, CITY PROJECT NO. 11237, IN THE AMOUNT OF $49,295.79 AND
AUTHORIZING THE PUBLIC WORKS DIRECTOR TO EXECUTE THE
PURCHASE AGREEMENT.
Department Head (signature)
*** *** *** *** *** *** *** *** *** *** *** *** *** *** *** ***
(LOWER HALF OF FORM FOR APPROVALS ONLY)
APPROVED AS COUNCIL / AGENCY APPROVED AS TO FORM:
AGENDA ITEM:
A,W
City Manager (signature) City Attorney (signature)
NOT APPROVED
REMARKS:
File No.: 18.01.76