HomeMy WebLinkAbout2011-07-26; City Council; 20648; MASTER PRICE AGREEMENT TRAFFIC SIGNAL EQUIPMENTCITY OF CARLSBAD - AGENDA BILL 11
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AB# 20,648
MTG. 7/26/1 1
DEPT. TRANS
ACCEPTANCE OF BIDS AND AWARD OF MASTER
PRICE AGREEMENT FOR THE PROCUREMENT OF
TRAFFIC SIGNAL TELECOMMUNICATIONS
EQUIPMENT FOR CIP PROJECT NO. 6320
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DEPT. DIRECTORC^'
CITY ATTORNEY /~Vfj§£^
CITY MANAGER ( <||j\
RECOMMENDED ACTION:
Adopt Resolution No. 2011-192 accepting bids and awarding a master price agreement for
the procurement of traffic signal telecommunications equipment for the 2011 Traffic Signal Program,
CIP Project No. 6320.
ITEM EXPLANATION:
As part of the City's continued investment in traffic signals, staff will be installing telecommunications
equipment linking all of the traffic signals in the city to a centralized Traffic Management Center (TMC)
located in the Faraday building. This equipment will allow staff to monitor the traffic signal operations
remotely which will reduce congestion by lowering maintenance response times. Traffic signal
telecommunications equipment (e.g., wireless radios) will be procured using this master price
agreement.
The bids establish unit prices that were used for the master price agreement. The engineer's estimate
for this bid was $307,000. City staff and the traffic signal maintenance contractor will install this
equipment that may involve a separate contract. Two (2) bids were received on May 26, 2011, but
only one of the bids was responsive. The two bids that were submitted are summarized as follows:
CONTRACTOR
1. Iteris, Incorporated
2. Econolite (non-responsive)
BID TOTAL
$199,533
$203,454
The lowest bidder, Iteris, Incorporated (Iteris) submitted a bid in the amount of $199,533. The third-
party consultant that prepared the equipment specifications reviewed the bid documents and
determined that the Iteris bid is a responsive bid. The bids were to be evaluated using a "best value"
approach, but only one bid was responsive so the evaluation process is not relevant. Therefore, staff
recommends that Iteris be awarded the contract.
ENVIRONMENTAL IMPACT:
The project is exempt from the California Environmental Quality Act (CEQA) per CEQA Guidelines
Section 15301(c) - minor alteration of existing facilities including streets, sidewalks, gutters, and
similar facilities involving negligible or no expansion.
DEPARTMENT CONTACT: Doug Bilse 760-802-7504 douq.bilse@carlsbadca.gov
FOR CITY CLERKS USE ONLY
COUNCIL ACTION: APPROVED
DENIED
CONTINUED
WITHDRAWN
AMENDED
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CONTINUED TO DATE SPECIFIC
CONTINUED TO DATE UNKNOWN
RETURNED TO STAFF
OTHER -SEE MINUTES
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FISCAL IMPACT:
The Traffic Signal Program will upgrade equipment and link 170 traffic signals in the City of Carlsbad
to the TMC. The first phase of this project will upgrade and link the 47 traffic signals along El Camino
Real, Palomar Airport Road and Carlsbad Village Drive to the TMC. The second phase of the project
will upgrade and link 58 intersections along Rancho Santa Fe Road, College Boulevard, Cannon
Road, Aviara Parkway, Melrose Drive, and Faraday Avenue. At the completion of the first two project
phases, staff will prepare a report identifying how to best use the remaining funds towards equipment
upgrades at the remaining 65 signals throughout the city and link as many of these signals to the TMC
as possible.
This agenda bill addresses the procurement of traffic telecommunications equipment. The enclosed
bid items established unit costs to procure traffic telecommunications equipment for 30 signals (this
quantity was used for bidding purposes only). The total number of signals for phase 1 and 2 will be
105. The resolution allows the City Manager to use the master price agreement on a unit cost basis to
authorize the purchase of traffic telecommunications equipment from Iteris for phases 1 and 2, up to a
total acquisition cost of $600,000. Following is the cost estimate for telecommunications equipment
including installation and other related expenses for the first two project phases based on unit prices
from the Iteris bid:
2011 TRAFFIC SIGNAL PROGRAM: TELECOMMUNICATIONS EQUIPMENT
Equipment Costs (Iteris Incorporated)
Contract Installation Estimate
Inspection, Testing, and Contingency (15%)
TOTAL COST PHASE 1 & 2
COSTS
$600,000
$200,000
$120,000
$920,000
A total of $3,154,974 has been appropriated for the traffic signal program (Project No. 6320). The
current balance for the traffic signal program is $ 3,062,709. To date $92,265 has been spent with
most of those funds used to implement the Traffic Management Center Pilot Project The Traffic Signal
Program (CIP No. 6320) has sufficient General Capital Construction (GCC) and Infrastructure
Replacement Funds (IRF) available to fund the proposed equipment procurement for traffic
telecommunications equipment. Prevailing wages are not required for this contract.
EXHIBITS:
1. Resolution No. 2011-192, accepting bids and awarding a master price agreement
for the procurement of traffic signal telecommunications equipment for the 2011
Traffic Signal Program, CIP Project No. 6320.
2. Unit Costs from Bid No. 11-04 Traffic Signal Communications Equipment
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RESOLUTION NO. 2011-192
2
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
3 CARLSBAD, CALIFORNIA, ACCEPTING BIDS AND AWARDING
A MASTER PRICE AGREEMENT FOR THE PROCUREMENT
4 OF TRAFFIC SIGNAL TELECOMMUNICATIONS EQUIPMENT
FOR THE 2011 TRAFFIC SIGNAL PROGRAM CIP PROJECT
5 NO. 6320.
6 WHEREAS, the City Council of the City of Carlsbad, California, has determined it
7 necessary, desirable, and in the public interest to maintain the traffic signals and improve signal
operations; and8
WHEREAS, the project is exempt from the California Environmental Quality Act (CEQA)g
pursuant to CEQA Guidelines Section 15301(c); and
10 WHEREAS, two (2) sealed bids were received on May 26, 2011 for the project; and
11 WHEREAS, the only responsive bid for the project was submitted by Iteris, Incorporated
in the amount of $199,533; and
WHEREAS, there are sufficient funds available in the Traffic Signal Program (CIP
13 Project No. 6320) account for this project.
14 NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad,
15 California, as follows:
.g 1. That the above recitations are true and correct.
2. That the bid submitted by Iteris, Incorporated in the amount of $199,533 is
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hereby accepted and the Mayor is hereby authorized to execute a master price agreement based
1R on this bid for the procurement of the Traffic Signal Program CIP Project No. 6320, in accordance
19 with the specifications, contracts, and master price agreement documents on file with the
20 Purchasing Officer.
3. That the City Manager is hereby authorized to approve additional equipment
procurement up to the amount of $600,000 to Iteris, Incorporated for the Traffic Signal Program,
22 CIP Project No. 6320 based on the unit prices included in the master price agreement with Iteris,
23 incorporated.
24 4. That the award of this contract in a form as approved by the City Attorney is
__ contingent upon Iteris, Incorporated executing the required master price agreement and submitting25
the required bonds and insurance policies, as described in the contract, within twenty (20)
26 calendar days of adoption of this resolution. The City Manager may grant reasonable extensions of
27 time.
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1 PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council
2 of the City of Carlsbad on the 26th day of July, 2011, by the following vote to wit:
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AYES: Council Members Hall, Blackburn, Douglas and Packard.
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5 NOES: None.
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ABSENT: Council Member Kulchin.
MATT HALL, Mayor
12 ATTEST:
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tdRRAtNE M. WOOD, City Clerk
16 (SEAL)
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Table 1: Bid Chart
ITEM*ITEM DESCRIPTION QTY UNIT UNIT PRICE (*)
Total Cost
(QTY) * (Unit
Doci Item Fully
Meet Specs (Y/N)Space available for explanation of Items In speclflcatlIons not met.
FURNISH BACKHAUL RADIO -F
FURNISH SECTORAL ANTENNA t.'y
FURNISH 2.4 GHz LOCAL INTEGRATED
RADIO/ANTENNA
FURNISH 5.8 GHz LOCAL INTEGRATED
RADIO/ANTENNA
FURNISH REPEATER fOCQ.CQ
FURNISH REPEATER ANTENNA . 00
FURNISH STREET LIGHT POWER ADAPTER -P*-FURNISH MOUNTS, BRACKETS, AND
CONNECTORS
FURNISH 5' RISER
FURNISH OUTDOOR RATED CAT5E CABLE
APPROX 150' EA)
FURNISH POE INJECTOR
FURNISH SURGE SUPPRESSOR
FURNISH POWER STRIP
FURNISH SWITCH: Z BONDED PAIRS AND 4
10/100 PORTS
FURNISH SWITCH:4 BONDED PAIRS AND 4
10/100 PORTS
FURNISH SWITCH: 8 BONDED PAIRS AND 4
10/100 PORTS
FURNISH MANAGED ETHERNET SWITCH
FURNISH TYPE 170 CONTROLLER ETHERNET
METWORK CARD INSERT
FURNISH SPARE PARTS
EQUIPMENT SUB-TOTAL
FURNISH INSTALLATION SUPPORT STAGE 1
FIELD TEST AND/OR FIRST FIVE LOCATIONS
FURNISH ON-SITE TECHNICAL SUPPORT
FURNISH SITE SURVEY AS NEEDED
Notes:
Do not include sales tax in the unit cost or total cost entries.
* The TOTAL COST figure will be used in the bid evaluation under the TOTAL COST BID PRICE criteria.
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Please provide the following information based on the data in Table 1 (Bid Chart) using the
information provided under the TOTAL COST column in the TOTAL COST row. The undersigned
declares he/she has carefully read the Request for Bids, examined all specifications, and hereby
proposes to furnish all materials, equipment, transportation, and services required to do all the
work in this Request for Bids in accordance with the specifications of the City of Carlsbad, and
the General Provisions and that he/she will take in full payment therefore the following unit
prices for each item complete, to wit:
Total Cost reflected in Bid Chart in words: (Items 1-23
Total Cost reflected in Bid Chart in numbers: W / // 3 ^ J * '°V (Items 1-23)
In the event of a discrepancy between the total amount of bidder's proposal written in words or
numbers, the amount written in words shall govern.
Price(s) given above are firm for 90 days after date of bid opening.
Addendum(a) No(s). "' '*/'* ' "' ^ ^ / has/have been received and is/are included in this
bid. ndn is p tcii(,(_
The Undersigned has checked carefully all of the above figures and understands that the City will
not be responsible for any error or omission on the part of the Undersigned in preparing this
proposal.
Will successful bidder agree to hold unit prices firm through the initial contract period?
(One year from date of award by City Council)
Yes No
Print Nartie TI .Title
Signatun
OPENED, WITNESSED AND RECORDED:
DATE ' SIQNATURE^—^N> (p
Traffic Signal Communication Equipment RFB11-04
6. EXEMPTIONS/EXCEPTIONS
No exemptions or exceptions are taken to the specification.
7. OPTION TO RENEW
OPTION TO RENEW
The City may desire to exercise an option to renew the Contract for two (2) additional one (1) year periods. The
City proposes that such renewal be contingent on a mutual agreement between the City and the successful
bidder herein, such agreement to be confirmed sixty (60) days prior to the termination of the contract period.
Either the City or the bidder may at that time decline to confirm the renewal of the Contract, for any reason
whatever, and such declination would render the renewal option null and void.
Would the bidder accept an option to renew, subject to the above stated conditions?
Would the bidder accept an option to renew, subject to the above stated conditions?
Yes
^8. PUBLIC AGENCY CLAUSE
PUBLIC AGENCY CLAUSE
It is intended that any other public agency (i.e., city, district, public authority, public agency, municipal utility and
other political subdivision or public corporation of California) located in the State of California shall have the
option to participate in any award made as a result of this solicitation. The City of Carlsbad shall incur no
financial responsibility in connection with purchase by another public agency. The public agency shall accept
sole responsibility for placing order or payments to the contractor. Option shall not be considered in bid
evaluation. Indicate below whether said option is or is not granted.
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