Title
Recommendation to Authorize the City Manager to Purchase Ten (10) Video Detection Systems for Traffic Signals from Econolite Control Products, Inc. in an Amount Not to Exceed $199,950 and Authorize Future Purchases of Up to Twenty (20) Additional Video Detection Systems by the End of Calendar Year 2023, for a Total Cumulative Amount Not to Exceed $599,850; and
Adoption of Resolution Amending the Fiscal Year 2019-21 Capital Budget by Reducing Revenue and Expenditure Appropriations in Capital Improvement Program 91812 by $779,448 and Increasing Revenue and Expenditure Appropriations for Capital Improvement Program 96012 by $779,448 (Public Works 310)
Body
To: Honorable Mayor and Members of the City Council
EXECUTIVE SUMMARY
The City of Alameda’s (City) traffic signal system is functionally obsolete for many intersections throughout the city. The average traffic signal system is over 40 years old and has aged beyond its design life cycle. Modernization of the traffic signal system includes a reliable detection system. The City has moved from using loops for detection to video detection on a project-by-project basis. Procurement of the City’s standard video detection system will allow for an efficient upgrade of detection at our most aged intersections and will provide more accurate detection of vehicles and cyclists at signalized intersections. Staff would like to purchase ten (10) video detection systems at the cost of $199,950 and will coordinate with Econolite through the end of 2023 to purchase up to twenty (20) additional video detection systems at the current bid price, for a total cumulative amount not to exceed $599,850.
BACKGROUND
The City has an ongoing need to repair and replace traffic signal infrastructure. The City’s traffic signal system is comprised of approximately ninety (90) signalized traffic signals, seventy-seven (77) within the City’s right-of-way and thirteen (13) within Caltrans right-of-way.
Effective and efficient signal operations at an intersection depend greatly on the type of detection system running the intersection. Currently, the City’s approximately ninety (90) traffic signals rely on a couple of methods to detect the presence of vehicles, cyclists, and pedestrians. Induction loops under the pavement are used for most intersections and only recently modified or new traffic signals are equipped with a video detection system. These systems consist of four cameras on poles and a central unit housed in the controller cabinet. Video detection is used to replace aged and unreliable loop detection currently in place. Since 2010, the City has evaluated several video detection systems and have determined that the Econolite video detection system as the City’s standard for detection system, based on reliability of detection calls, bicycle detection, ease of use, equipment maintenance, remote management, and feedback from other municipal users. Currently, out of the ninety (90) signalized intersections in Alameda, only about 25 of them are equipped with a current video detection system, leaving about 65 intersections in need of video detection. Modernization of traffic signal equipment is inclusive of standardized signal equipment, software, and design.
The procurement of this equipment will allow staff to begin the modernization process of our traffic signal infrastructure by replacing old detection systems at our most aged intersections with new video based detection. These improvements will help the City better serve all users of the road and implement efficient operation for transit, pedestrians, bicyclists, emergency vehicles, and automobiles. Additionally, this upgrade will improve overall traffic signal timing, reduce traffic congestion and delays, and improve air quality by reducing idle time of vehicles at intersections.
DISCUSSION
To solicit the maximum number of bids and most competitive price, an invitation for bid was provided to 16 separate builders’ exchanges throughout the Bay Area. In addition, notices were placed on the City’s web page and published in the Alameda Sun on January 14, 2021. After a bidding period of 22 days, three bids were received. The bids were opened on February 4, 2021 and the results for the procurement of ten (10) video detection systems are listed below:
|
Bidder |
Location |
Bid Amount |
|
ITS Plus Inc. |
Plano, TX |
$135,579 |
|
Econolite Control Products, Inc. |
Anaheim, CA |
$199,950 |
|
Western Pacific Signal, LLC. |
San Leandro, CA |
$262,300 |
While the lowest bidder is ITS Plus Inc., they were not the lowest, responsible bidder because the product they proposed did not meet the technical specifications included in the bid package. The second lowest, responsible bidder was determined to be Econolite Control Products, Inc. with a bid amount of $199,950.00 for ten (10) video detection systems. The City may purchase an additional twenty (20) video detection systems over a two-year period at its discretion, and as needed. The fixed unit cost for each additional video detection system the will be at the bid unit price of $19,995 as detailed in the bid tabulation (Exhibit 1).
The intersections most in need of video detection have been identified to lack the necessary functionality to accommodate vehicle and bicycle detection for better signal operations. The locations are geographically spread throughout the city and have been identified through an equity lens, Vision Zero data to be high injury locations, and other considerations.
ALTERNATIVES
• Approve the purchase as recommended.
• Approve purchase with amendment.
• Do not approve the purchase of video detection system purchase. The implication of not taking any action would result in aged and obsolete traffic signal system and aged loops installed under pavement with limited functionality operating traffic signals in Alameda.
FINANCIAL IMPACT
The Traffic Signals and Calming Systems CIP 91812 currently has an available budget of $779,448. Staff is requesting to transfer the remaining budgeted funds in CIP 91812, from the Fiscal Year (FY) 2017-2019 capital budget cycle, to the Traffic Signals and Systems CIP 96012 under the FY 2019-2021 capital budget, which will provide $1,070,390 in available funding to complete this project. The funding sources for CIP 96012 are Measure B Local Streets and Roads (Fund 215.1) and Transportation Improvement (Fund 350).
|
Fund/Account |
Amount |
|
CIP 91812 FY 17-19 Traffic Signals and Calming Systems |
|
|
Reduce Contractual Services Expense |
$779,448 |
|
CIP 96012 FY 19-21 Traffic Signals and Systems |
|
|
Increase Contractual Services Expense |
$779,448 |
The project is budgeted in the Public Works Department’s CIP Program (96012), with available funds in the amount of $1,070,390, as of March 11, 2021, if the budget transfer is approved.
The City is expecting to purchase another twenty (20) units over the next two years. These quantities may vary according to the City’s needs. The costs expended for the additional twenty (20) video detection systems under this contract will be paid for with individual capital improvement project funds as required, provided that sufficient funds are available in the applicable projects. Purchase orders encumbering funds under this contract will not exceed a cumulative total of $599,850.
There is no impact to the General Fund.
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
There is no impact to the Alameda Municipal Code.
ENVIRONMENTAL REVIEW
In accordance with the California Environmental Quality Act (CEQA), this project is Categorically Exempt pursuant to CEQA Guidelines Section 15301(c), Existing Facilities, Section 15378, Project.
CLIMATE IMPACT
The installation of new video detection system will allow for accurate detection of vehicles and bicyclists which will help transit, bicyclists, and vehicles travel efficiently through a corridor with less idling, delay, and emissions of greenhouse gases because signal timing will be dependent of accurate detection of intersection demand.
RECOMMENDATION
Authorize the City Manager to purchase ten (10) video detection systems from Econolite Control Products, Inc. in an amount not to exceed $199,950 and authorize future purchases of up to twenty (20) additional video detection systems by the end of calendar year 2023, for a total cumulative amount not to exceed $599,850; and adoption of resolution amending the FY 2019-21 capital budget by reducing revenue and expenditure appropriations in capital improvement program 91812 by $779,448 and increasing revenue and expenditure appropriations for capital improvement program 96012 by $779,448.
CITY MANAGER RECOMMENDATION
The City Manager recommends approval to purchase ten (10) video detection systems from Econolite Control Products, Inc in an amount not to exceed $199,950 and a cumulative amount not to exceed $599,850.
Respectfully submitted,
Erin Smith, Public Works Director
By,
Donya Amiri, Principal Engineer
Financial Impact section reviewed,
Annie To, Finance Director
Exhibit:
1. Bid Tabulation
cc: Eric Levitt, City Manager