REPORT TO THE CITY COUNCIL
December 13, 2018
FROM: SCOTT L. MOZIER, PE, Director
Public Works Department
BY: RANDALL W. MORRISON, PE, Assistant Director
Public Works Department, Engineering Division
JOHN STANBOULIAN, Public Works Manager
Public Works Department, Traffic Operations Center
SUBJECT
Title
Actions pertaining to the Herndon Avenue Adaptive Intelligent Transportation System (ITS) (Golden State Blvd to Willow Ave) Traffic Signals Synchronization Project adaptive modules (Council Districts 2 and 6)
1. RESOLUTION - To dispense with the competitive bidding requirements and authorize the Public Works Director to enter into a contract for the purchase of traffic signal adaptive modules for central processing unit, licenses, configuration, training, and warranty (Requires 5 affirmative votes)
2. Award a purchase contract in the amount of $586,000 to Trafficware Group Inc., for the purchase of Synchro Green modules for the 28 intersections included in the Herndon Avenue ITS Traffic Signals Synchronization Project
Body
RECOMMENDATION
Staff recommends that the City Council authorize the Public Works Director to specify Trafficware Group, Inc., for the purchase of Synchro Green Adaptive Signal Control Technology (ASCT), under the sole-source competitive bidding exception, and award a contract in the amount of $586,000 to Trafficware Group Inc., for the purchase of Synchro Green modules for the 28 intersections included in the Herndon Avenue ITS Traffic Signals Synchronization Project.
EXECUTIVE SUMMARY
On June 14, 2018, the City Council awarded a construction contract to Kertel Communications, Inc., dba Sebastian of Fresno, CA in the amount of $1,039,477 as the lowest responsive and responsible bidder for the Herndon Avenue Adaptive ITS and Traffic Synchronization Project. The construction contract included the installation of ITS infrastructure to prepare the corridor for the deployment of the Trafficware Synchro Green ASCT. The Staff Report to the City Council indicated that staff will also be bringing to Council a sole-source contract for the purchase of Trafficware Synchro Green adaptive modules for 28 intersections which will be an addition to the Traffic Operations Center’s (TOC) existing Trafficware Synchro Green ASCT System. The recommended action is the remaining sole-source contract necessary to complete the Herndon Avenue Adaptive ITS and Traffic Synchronization Project.
BACKGROUND
On June 14, 2018, the City Council awarded a construction contract to Kertel Communications, Inc., dba Sebastian of Fresno, CA in the amount of $1,039,477 as the lowest responsive and responsible bidder for Herndon Avenue Adaptive Intelligent Transportation System and Traffic Synchronization Project from Golden State Boulevard to Willow Avenue, Bid File 3593. The construction contract included the installation of ITS infrastructure, including communication conduits, fiber optic cables, vaults, communication cabinets, networking equipment, cameras, signal loop detectors, conductors and cables, and traffic signal controllers. The construction project is constructing the necessary ITS infrastructure improvements and will prepare the corridor for the deployment of the Trafficware Advanced Transportation Management System (ATMS) Synchro Green ASCT.
The June 14, 2018 Staff Report to the City Council indicated that separate from the ITS infrastructure construction contract to Sebastian, but as part of the overall Herndon Avenue Adaptive ITS Project, staff will be bringing to Council a sole-source contract for the purchase of ATMS Synchro Green ASCT modules for 28 intersections. The Herndon Ave Synchro Green ASCT licenses will be an addition to the Traffic Operations Center’s existing Synchro Green ASCT System which has been in operation since 2013 along east Shaw Avenue corridor. The Shaw Avenue corridor travel time study indicates 23% improvements during the AM peak and 31% improvement during the PM peak.
In 2012, the City’s Traffic Operations Center ASCT System was competitively bid as part of the east Shaw Ave Intelligent Transportation System (SR41 to 168) Project, Bid File 3192-11381. In 2013, the System Engineering Management Plan (SEMP) for the deployment of Trafficware ATMS Synchro Green ASCT System was reviewed and approved by Caltrans and Federal Highway Administration (FHWA). On June 18, 2018, Caltrans Cost Effectiveness/Public Interest Finding (Caltrans LAPM Exhibit 12-F PIF) was filed with Caltrans Local Assistance and FHWA’s Propriatary.PIF@dot.ca.gov <mailto:Propriatary.PIF@dot.ca.gov> web site for the sole source procurement Trafficware Synchro Green ASCT modules for ITS Herndon Ave and West Shaw Ave, citing the addition of Trafficware Synchro Green ASCT modules are essential for synchronization with the existing City’s System, safe interoperability, and cost effectiveness.
The Trafficware Synchro Green module is manufactured, distributed, configured, and maintained only by Trafficware Group Inc The Trafficware ATMS Synchro Green ASCT module includes traffic signal controller central processing unit boards (2070-1C CPU), intersection licenses, configuration, training, and a 5 year warranty. The Trafficware price list for South Carolina DOT, Local Governments, 2013, was used to assess the Trafficware quote for the City of Fresno. The 2018 Synchro Green quoted prices for City of Fresno are 14.8% higher as compared with 2013 prices which accounts for a 2.8% annual price inflator if a similar California state-wide contract were negotiated today.
Staff recommends Council award a sole-source contract to Trafficware Group Inc., in the amount of $586,000 and authorize the Public Works Director or Purchasing Manager to sign and execute the purchase order on behalf of the City of Fresno. The associated memorandum has been reviewed and approved as to form by the City Attorney’s Office.
ENVIRONMENTAL FINDINGS
On June 14, 2018, the City Council adopted a finding of Categorical Exemption per staff’s determination, pursuant to Section 15301(c)(1) of the California Environmental Quality Act Guidelines (CEQA). The June 14, 2018 Staff Report to the City Council indicated staff had performed a preliminary environmental assessment of these projects and has determined that it falls within the Categorical Exemption set forth in CEQA Guidelines Section 1530(c)(1) (existing facilities), which exempts the repair, maintenance, or minor alteration of existing structures or facilities, including existing streets, sidewalk and gutters, with no further expansion of existing use. Furthermore, staff has determined that none of the exceptions to Categorical Exemptions set forth in the CEQA Guidelines, Section 15300.2 apply to this project.
LOCAL PREFERENCE
Local preference was not implemented based on conditions of the federal funding for the project.
FISCAL IMPACT
The project will have no impact to the General Fund. The Herndon Ave Adaptive ITS System and Synchronization Project from Golden State Blvd to Willow Avenue is located in Council Districts 2 and 6. The overall cost of the project is $2,129,100 and is funded by a Federal grant from the Congestion Mitigation and Air Quality Improvement Program (CMAQ) and Proposition 111 Gas Tax as the local match. Of the overall budget of the project, $586,000 will be used for the sole-source purchase order.
Attachments:
Resolution
Sole Source Memorandum