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HomeMy WebLinkAbout2011-07-26; City Council; 20649; MASTER PRICE AGREEMENT TRAFFIC VIDEO EQUIPMENTCITY OF CARLSBAD - AGENDA BILL 12 \^^/ AB# 20,649 MTG. 7/26/11 DEPT. TRANS ACCEPTANCE OF BIDS AND AWARD OF MASTER PRICE AGREEMENT FOR TRAFFIC SIGNAL VIDEO DETECTION EQUIPMENT FOR CIP PROJECT NO. 6320 DEPT. DIRECTOR gd^ CITY ATTORNEY r^^^- CITY MANAGER ( (jj^ - RECOMMENDED ACTION: Adopt Resolution No. 2011-193 accepting bids and awarding a master price agreement for the procurement of traffic signal video detection equipment for CIP Project No. 6320. ITEM EXPLANATION: As part of the City's continued investment in traffic signals, staff will be upgrading traffic signal video detection equipment. The video detection equipment is used to notify the traffic signal controller that a vehicle is waiting to be served. This project will improve traffic signal operations by ensuring that vehicles are properly detected. For example, the equipment upgrade will help address a common complaint made by drivers that false calls (i.e., "phantom vehicles") are being served in inclement weather (e.g., fog, glare, rain). Video detection equipment is currently in use throughout the City of Carlsbad. Most of the video detection equipment in use along El Camino Real and Palomar Airport Road has reached its expected service life. The first phase of this project will replace all existing video detection equipment along El Camino Real and Palomar Airport Road, and existing equipment will be salvaged where possible for use as spare parts. This project will systematically upgrade all video detection equipment being used in the City of Carlsbad. The engineer's estimate for this bid was $425,000. Four (4) bids were received on May 6, 2011, and all of the bids were responsive. City staff and the traffic signal maintenance contractor will install this equipment that may involve a separate contract. The bids are summarized as follows: CONTRACTOR 1. McCain, Incorporated 2. Econolite 3. Iteris, Incorporated 4. Southwest Traffic Systems, Inc BID TOTAL $314,793 $404,330 $414,446 $570,611 The lowest bidder, McCain submitted a bid in the amount of $314,793. The bids were ranked using a "best value" approach in which price was the highest scoring criteria in addition to responsiveness to specifications. Staff determined that the McCain bid ranked highest. The third-party consultant that prepared the equipment specifications reviewed the bid documents and determined that the McCain bid is a responsive bid. Staff recommends that McCain be awarded the contract. DEPARTMENT CONTACT: Doug Bilse 760-802-7504 doug.bilse@carlsbadca.gov FOR CITY CLERKS USE ONLY COUNCIL ACTION: APPROVED DENIED CONTINUED WITHDRAWN AMENDED XD D D D CONTINUED TO DATE SPECIFIC CONTINUED TO DATE UNKNOWN RETURNED TO STAFF OTHER -SEE MINUTES D D D D Page 2 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. 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 signal video detection equipment. The enclosed bid items establish unit costs to procure video detection 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 procurement of traffic signal video detection equipment for phases 1 and 2 up to a total acquisition cost of $700,000. Following is the cost estimate for video detection equipment from McCain for the first two project phases including installation and other related expenses based on unit prices from the McCain bid: 2011 TRAFFIC SIGNAL PROGRAM: VIDEO DETECTION EQUIPMENT Equipment Costs (McCain Incorporated) Contract Installation estimate Inspection, Testing, and Project Management (15%) TOTAL COST PHASE 1 & 2 COSTS $ 700,000 $160,000 $129,000 $989,000 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 signal video detection equipment. Prevailing wages are not required for this contract. EXHIBITS: 1. Resolution No. 2011-193 accepting bids and awarding contract for traffic signal video detection equipment procurement of the 2011 Traffic Signal Project CIP NO. 6320. 2. Unit Costs from Bid No. 11-05 Traffic Video Detection Equipment 1 RESOLUTION NO. 2011-193 2 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF 3 CARLSBAD, CALIFORNIA, ACCEPTING BIDS AND AWARDING A CONTRACT FOR TRAFFIC SIGNAL VIDEO DETECTION 4 EQUIPMENT PROCUREMENT OF THE 2011 TRAFFIC SIGNAL PROJECT CIP NO. 6320. 5 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, four (4) sealed bids were received on May 6, 2011 for the project; and 11 WHEREAS, the highest ranking bid was submitted by McCain, Incorporated in the amount of $314,793; and WHEREAS, there are sufficient funds available in the Traffic Signal Program (CIP No. 13 6320) account for this project. 14 NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, 15 California, as follows: 16 1. That the above recitations are true and correct. 2. That the bid submitted by McCain, Incorporated for the amount of $314,793 is hereby accepted and the Mayor is hereby authorized to execute a master price agreement based 18 on this bid for the procurement of the Traffic Signal Project No. 6320, in accordance with the 19 specifications, contract and master price agreement documents on file with the Purchasing Officer. 20 3. That the City Manager is hereby authorized to approve additional equipment procurement up to the amount of $700,000 to McCain, Incorporated for the Traffic Signal Program, Project No. 6320 based on the unit prices included in the master price agreement with McCain, 22 Incorporated. 23 4. That the award of this contract in a form as approved by the City Attorney is 24 contingent upon McCain, Incorporated executing the required master price agreement and __ submitting the required bonds and insurance policies, as described in the contract, within twenty25 (20) calendar days of adoption of this resolution. The City Manager may grant reasonable 26 extensions of time. 27 /// 28 3 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: 3 .. AYES: Council Members Hall, Blackburn, Douglas and Packard. 4 " 5 NOES: None. 6 ABSENT: Council Member Kulchin. s" 9 10 11 MATT HALL, Mayor 12 ATTEST: 13 14 15 VINE M. WOOD, City Clerk 16 (SEAL) 17 18 19 20 21 22 23 24 25 26 27 28 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: "Wfti 1. 2. 3. 4. 5. . 7. 8. _ .,• v- '-j.,i ^-<v*i«-"'f'' . •'• Camera Assemblies Single-channel video processors 2-channel Extension Modules Pelco extension brackets 17" color monitor Remote communications module Technical Support v~ Quantity and Units 123 Each 120 Each 20 Each 120 Each 12 Each 12 Each Lump Sum Sales Tax @ 8.75% Unit Price 1 - • ,>fjjf^^se->", * "" -Sj- ( ; ^1 • , s-7lt.-° Each s/^/d,"1 Each S J^c3L*° Each $ /o/. -° Each s H5." Each s d^croy." Each s^cfOO.*0 Each - ^,|i;{;i||4j^te^ '.W s^?^,^ (Extended Amount) $/^A^,-V (Extended Amount) S ^6^.^1/ (Extended Amount) s/ayj^>/J (Extended Amount) s/aote.** (Extended Amount) sjy.ovr.", (Extended Amount) $ 6.<nft~ (Extended Amount) « ay ^5 **/ * Estimate based on estimated City needs and is for bid comparison purposes only. The actual payments made to the Vendor will be based on the actual items delivered to the City consistent with the terms and conditions of the contract documents, and may be different from the prices estimated above. T 4. I * rw J _> n-J- JTotal amount of Vendors Bid in words:.(Items 1-8) (Items 1-8)Total amount of Vendor's Bid in numbers: ~-j!>'/, / / • J . OPENED, WITNESSED AND RECORDED: City of Carlsbad Bid No. 11-05 Traffic Video Detection Equipment n DATE SI In the event of a discrepancy between the total amount of Vendor'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). j has/have been received and is/are included in this bid. 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)/Lounc Yes No Print Name / ', „ Title Signature City of Carlsbad Bid No. 11 -05 Traffic Video Detection Equipment 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 renpw', subject to the above stated conditions? v Yes No 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 vendor. Option shall not be considered in bid evaluation. Indicate below whether said option is or is not granted. Yes No There will be no minimum order and all items must be available for the initial contract period (One year from date of award by City Council). All item(s) delivered F.O.B. Destination, Freight Prepaid and Allowed, and at the prices set forth in the bid proposal. READ THE ATTACHED GENERAL PROVISIONS CAREFULLY, THEY ARE A PART OF YOUR BID. Terms__//e/_30__ GUARANTEE OF GOOD FAITH REQUIRED: S None Required (FAILURE TO SUBMIT GUARANTEE OF GOOD FAITH WILL VOID THE BID. SEE PARAGRAPH 3, GENERAL PROVISIONS.) Firm Address City- State, Zip.CA Print Name Signature Telephonjer/4 6 - / -J f T -> —j City of Carlsbad / Bid No. 11-05 Traffic Video Detection Equipment