Title
Recommendation to Authorize the City Manager to Purchase Ten (10) Battery Backup Systems for Traffic Signals from JAM Services in an Amount Not to Exceed $107,555 and Authorize Future Purchases of Up to Twenty (20) Additional Battery Backup Systems by the End of Calendar Year 2023, for a Total Cumulative Amount Not to Exceed $322,665. (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 in Alameda is over 40 years old and has aged beyond its design life cycle. Modernization of the traffic signal system includes the installation of reliable battery backup systems. The City has standardized the installation of battery backup systems and has installed them on a project-by-project basis. Procurement of the City’s standard battery backup systems will allow for an efficient upgrade to our system where they are needed the most. Staff would like to purchase ten battery backup systems at the cost of $107,555 and will coordinate with JAM Services through the end of 2023 to purchase up to twenty (20) additional battery backup systems at the current bid unit price, for a total cumulative amount not to exceed $322,665.
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.
Traffic signal battery backup systems eliminate the unavoidable traffic safety and traffic operation issues as a result of power outages. All of the City’s traffic signals should have emergency battery backup systems in order to ensure continuous operation during and after power failures or interruption. Currently, out of the ninety (90) signalized intersections in Alameda, only about twenty-five (25) of them are equipped with battery backup systems, leaving about sixty-five (65) intersections in need of battery backup systems. 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 critical traffic signal infrastructure by installing battery backup systems at intersections in order to be prepared when there are interruptions in power. Power outages cause all intersection lights to be dark, unless there is a battery system integrated in the cabinet to kick in when an outage is about to occur. When battery backup systems are in place, the signals continue to operate and help us better serve all users of the road while the impacted areas remain dark. This upgrade will improve traffic safety, reduce traffic congestion and delays, and improve air quality by reducing idle time of vehicles at intersections during a power outage.
DISCUSSION
Key features of this battery backup system include its nickel-zinc battery chemistry, low maintenance, longer operational life than lead-acid battery systems, and compact design to fit the City’s standard cabinet. All new intersection modification projects and newly installed traffic signals are built to include battery backup systems. However, only a few intersections are modified each year and the need to install battery backup systems is great. This investment will help ensure the continuous operation of traffic signals, during and after power failures or interruptions, will keep intersections safe and reduce Police and staff response to dark intersections.
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 twenty-two (22) days, three bids were received. The bids were opened on February 4, 2021 and the results for the procurement of ten (10) battery backups are listed below:
|
Bidder |
Location |
Bid Amount |
|
OB Traffic |
Roanoke, VA |
$67,190 |
|
Total Online Protection |
Temecula, CA |
$83,400 |
|
JAM Services |
Livermore, CA |
$107,555 |
Both the lowest bidder, OB Traffic, and the second lowest bidder, Total Online Protection, did not meet the technical specifications of the bid. Thus, the only responsive bidder was determined to be JAM Services with a bid amount of $107,555 for ten battery backup systems per required specifications included in the bid. The City may purchase up to twenty (20) additional battery backup systems over a two-year period at its discretion and as needed. The fixed unit cost for each additional battery backup system will be at the bid unit price of $10,755 as detailed in the bid tabulation (Exhibit 1).
The intersections most in need of battery backup systems have been identified to be the most aged and with higher risk of power interruptions. 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 the purchase with amendment.
• Do not approve the purchase of battery backup systems. The implication of not taking any action would result in aged and obsolete traffic signal system without battery backup systems to keep them operating during a power outage in Alameda.
FINANCIAL IMPACT
The purchase of the initial ten battery backup systems are budgeted in the Public Works Department’s Capital Improvement Project (CIP) Program (96012), Traffic Signal and Systems (Fund 310). No additional budget appropriation is needed.
The City is expecting to purchase up to another twenty (20) battery backup systems over the next two years. These quantities may vary according to the City’s needs. The costs expended for the additional twenty (20) battery backup systems under this contract will be paid for with future appropriation of capital improvement project funds, provided that sufficient funds are available. Purchase orders encumbering funds under this contract will not exceed a cumulative total of $322,665. 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
There are positive climate impacts as a result of replacing obsolete traffic signal equipment at the intersection with modern traffic signal equipment. The installation of battery backup systems will allow for traffic signals to continue to operate during a power outages, helping reduce idling, delay, and emissions of greenhouse gases.
RECOMMENDATION
Authorize the City Manager to purchase ten battery backup systems from JAM Services in an amount not to exceed $107,555 and authorize future purchases of up to twenty (20) additional battery backup systems by the end of calendar year 2023, for a total cumulative amount not to exceed $322,665.
CITY MANAGER RECOMMENDATION
The City Manager recommends the City Council authorize purchase of the ten battery backup systems from JAM Services in an amount not to exceed $107,555 and a cumulative amount of $322,665.
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