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Home My WebLink About2013-06-11; City Council; 21249; Approval Amendment 2 McCain Inc PN 6320CITY OF CARLSBAD - AGENDA BILL AB# 21.249 APPROVAL OF AMENDMENT NO. 2 WITH DEPT. DIRECTOR MTG. 6/11/13 MCCAIN, INC. FOR THE MASTER PURCHASE CITYATTY. DEPT. PW AGREEMENT FOR THE TRAFFIC SIGNAL PROGRAM, PROJEa NUMBER 6320 CITY MGR. 1^ RECOMMENDED AaiON; Adopt Resolution No. 2013-129 approving Amendment No. 2 to extend and amend the Master Purchase Agreement with McCain, Inc. for the purchase of vehicle detection equipment for the traffic signal program. Project No. 6320. ITEM EXPLANATION; The 2012-2013 Capital Improvement Program includes the Traffic Signal Program (project No. 6320) to upgrade traffic signal equipment including vehicle detection equipment. Video cameras are used to detect vehicles at most of the signalized intersections in the City of Carlsbad. In 2011 the city selected McCain, Inc. to provide vehicle detection equipment for the traffic signal program. A $700,000 spending limit was placed on the original agreement (Agenda Bill No. 20,649; Resolution 2011-193) so that staff could install and evaluate the video detection equipment before returning to City Council to increase the spending limit and complete the project. Staff has completed the evaluation and concluded that the video vehicle detection equipment meets the required specifications and the performance has exceeded expectations. Staff recommends amending the agreement to increase the spending authority for purchasing vehicle detection equipment by $500,000. The proposed equipment would be installed in existing traffic signal cabinets or mounted on existing traffic signal poles. FISCAL IMPACT: The spending limit for the master purchase agreement to procure vehicle detection equipment is recommended to be increased by $500,000 for a total not to exceed amount of $1.2 million with a five- year contract extension. There are adequate funds remaining in the CIP Infrastructure Replacement Fund for this amount. ENVIRONMENTAL IMPACT: The project is exempt from the California Environmental Quality Act (CEQA) per State CEQA Guidelines Section 15301(c) - minor alteration of existing facilities, including streets, sidewalks, gutters, and similar facilities involving negligible or no expansions. DEPARTMENT CONTACT: Doug Bilse 760-688-8600 Doug.Bilse(5)carlsbadca.gov FOR CLERK USE. COUNCIL ACTION: APPROVED DENIED CONTINUED WITHDRAWN AMENDED • • • CONTINUED TO DATE SPECIFIC CONTINUED TO DATE UNKNOWN RETURNED TO STAFF OTHER - SEE MINUTES REPORT RECEIVED • • • • • EXHIBITS: 1. Resolution No. 2013-129 approving Amendment No. 2 to amend the master purchase agreement with McCain, Inc. for the procurement of vehicle detection equipment for Project No. 6320 and possible other projects to be determined. 2. Amendment No. 2 to extend and amend the Master Purchase Agreement with McCain, Inc. 27 28 11 1 RESOLUTION NO. 2013-129 2 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, APPROVING AMENDMENT NO. 2 TO AMEND THE MASTER PURCHASE AGREEMENT WITH MCCAIN, INC FOR THE 4 PROCUREMENT OF VEHICLE DETECTION EQUIPMENT 5 II WHEREAS, the City Council of the City of Carlsbad, California, has determined it o 7 necessary and in the public interest to approve Amendment No. 2 to the master purchase 8 agreement with McCain, Inc., for the procurement of vehicle detection equipment; and WHEREAS, On November 1, 2011, the City entered into an agreement with McCain, Inc. in the amount of $700,000 to provide vehicle detection equipment; and WHEREAS, City staff and McCain, Inc. have negotiated unit prices as described in this Amendment No. 2 to master purchase agreement; and WHEREAS, funds have been appropriated in the 2012-13 Capital Improvement Program from the Infrastructure Replacement Fund and sufficient funds are currently available. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California, as follows that: 19 20 21 22 23 24 // 2. That Amendment No. 2 to Master Purchase Agreement with McCain, Inc. with a spending limit increase of $500,000 for the procurement of vehicle detection equipment is approved and the Mayor is hereby authorized and directed to execute said amendment. // 25 // 26 // // 3 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of Carlsbad on the 11^^ day of June , 2013, by the following vote to wit: AYES: NOES: ABSENT: Council Members Hall, Packard, Wood, Blackburn and Douglas. None. None. MATT Hy\LL, Mayor ATTEST: (SEAL) TRAN850 AMENDMENT N0.2 TO EXTEND AND AMEND MASTER PURCHASE AGREEMENT FOR TRAFFIC SIGNAL VEHICLE DETECTION EQUIPMENT (McCAIN, INC.) This Amendment No.2 is entered into and effective as of the ^/'^ day of Aid^mj^ , 2013, extending and amending the master purchase agreeit)eht dated November 1, 2011 (the "Agreement") by and between the City of Carisbad, a municipal corporation, ("City"), and McCain, Inc., a California corporation, hereinafter referred to as "Seller" or "Contractor" for the purchase of traffic signal vehicle detection equipment. RECITALS A. On October 23, 2012, the Parties executed Amendment No. 1 to the Agreement to extend the Agreement for a period of one (1) year; and B. The Parties desire to extend the Agreement for a period of two (2) years; and C. The Parties have negotiated and agreed to a supplemental master purchase and fee schedule, which is attached to and incorporated in by this reference as Exhibit "A", Master Purchase and Fee Schedule. NOW, THEREFORE, in consideration of these recitals and the mutual covenants contained herein, City and Contractor agree as follows: 1. In addition to those services contained in the Agreement, as may have been amended from time to time. Contractor will provide those equipment and services per the Master Purchase and Fee Schedule described in Exhibit "A". With this Amendment, the total Agreement amount shall not exceed one million two hundred thousand dollars ($1,200,000). 2. City will pay Contractor for all work associated with those services described in Exhibit "A" on a time and materials basis not-to-exceed five hundred thousand dollars ($500,000). Contractor will provide City copies of invoices sufficiently detailed to include related activities and costs for approval by City. 3. Contractor will complete all work described in Exhibit "A"' by October 31, 2015. 4. All other provisions of the Agreement, as may have been amended from time to time, will remain in full force and effect. 5. All requisite insurance policies to be maintained by the Contractor pursuant to the Agreement, as may have been amended from time to time, will include coverage for this Amendment. /// /// /// City Attorney Approved Version 1/30/13 5 6. The individuals executing this Amendment and the instruments referenced in it on behalf of Contractor each represent and warrant that they have the legal power, right and actual authority to bind Contractor to the terms and conditions of this Amendment. CONTRACTOR McCAIN, INC., a California corporation CITY OF CARLSBAD, a municipal corporation of the State of California By: Cl (sign/fiere) (print ihcime/titlej ^ ATTEST: By (sign here) ^ JA^A City Clerk (print name/title) = Oi — •_ If required by City, proper notarial acknowledgment of execution by ContBapH attached. If a corporation. Agreement must be signed by one corporate officer frb}f\ following two groups: ^^^f^,, i^ -^^^yy Group A Chairman, President, or Vice-President Group B Secretary, Assistant Secretary, CFO or Assistant Treasurer Otherwise, the corporation must attach a resolution certified by the secretary or assistant secretary under corporate seal empowering the officer(s) signing to bind the corporation. APPROVED AS TO FORM: CELIA A. BREWER, City Attorney BY: Assistant City Attorney City Attorney Approved Version 1/30/13 Table 1: Master Purchase and Fee Schedule ITEM I ITEM DESCRIPTION Optional Items 1 Traficon Camera Assembly 2 Traficon Single Channel Video Processor 3 Traficon 2 Channel Extension Module 4171'ColorMonilor^lteris) 5 Techincal Support (Iteris) 6 itetfs Camera Asembly 7 Iteris Single Channel Video Processor 8 iteris 2 Channel Bctensbn Module 9 Peico Extension Brackets (Iteris) 10 £themet Communications Module (Iteris) Part Number/ Description Part Number Rainbow Vehicle Detection Camera Traficon Single Slot Processor Traficon 2 Channel Expansion Module 17" Fiat Panel Monitor for Video Detection Traficon Technical Support RZ4AW0R Edge 2 Processor Edge 2 Extension Module PeIco 5' Extension Camera Mount Iteris Edgeconnect Ethernet Comm. Module CL054DT VIP3D.1 2 I/O Expansion module CAM-RZ4AWDR EDGE2-1N ED6E2EM2 PELCO AB-0175 EDGECONNET Total Unit Price 7X6.00 1 210 00 332.00 6,000,00 1,2X0.00 332.00 XOX.OO 2,054.00 "7 Submitted by Mehdi Sarram at 6/11/13 City Council Meeting re Agenda Items 1-3 March 18, 2013 Meeting with Doug Bilse, Bryan and Skip Data points in city traffic signals The following are actual data points as I drove through the city of Carlsbad in the past few months, mostly on ECR and PAR. Date/Time/Day Direction Traffic light at Status Comments 12/7/12, 3:30 pm, Fri ECR-south Town Garden Red Camino Robles Red Poinsettia Red 12/21/12, 7:00 am, Fri ECR-north PAR Red College Red Cannon Red 1/2/13, 9:30 am, Wed ECR -north Faraday Red Cassia Red Poinsettia Red Alga Red Alga is the biggest problem-mostly red on either direction any day in the past 5 years 1/4/13, 3 pm, Fri ECR-south Poinsettia Red Dove Red Alga Red Costa Del.. Red Alga Red 1/6/13, 9 am. Sun ECR-north Camino Del. Red Poinsettia Red 1/7/13, 4 pm, Mon Estrella de Mar to Poinsettia Poinsettia Red No cars on either directions on Poinsettia, yet red light for 12 sec 1/9/13, 10:30 am, Wed ECR-north College Red Jackson Par Red Cannon Red Kelly Red Chestnut Red 1/9/13, 3:10 pm, Wed ECR-south Hosp way Red This does not look good Chestnut Red Kelly Red Cannon Red College Red Faraday Red PAR Red Cassia Red 1/14/13,2 pm, Mon ECR-north Garden view Red PAR Red Faraday Red 1/18/13,3 pm, Fri ECR-north Town Garden Red No one on opposite sides PAR Red College Red Tamarack Red Village drive Red Marron Red 1/18/13,4 pm, Fri College south Marron Red Tamarack Red Cont on ECR south College Red Faraday Red PAR Red Cassia Red 1/25/13,4 pm, Fri ECR-north La Costa Red Alga Red 2/3/13,10 am. Sun ECR-north Town Garden Red PAR Red Jackson Par Red Cannon Red Tamarack Red Chestnut Red Village Drive Red 2/18/1/3,2 pm, Wed ECR-north Camino.. Red Town Garden Red PAR Red Faraday Red 3/11/13, 5 pm, Mon ECR-south Camino.. Red Cassia Red 3/12/13, 3pm,Tu ECR-north Calla Barcelona Red La Costa Red 3/15/13,9 am, Fri ECR-north Camino.. Red PAR Red College Red Caimon Red Questions: I like to know the improvements in traffic lights synchronization in our city, schedule to completion, data collection on improvements so far and by which methods. Do we have someone like me driving around the city observing how the lights work or do not work? Total money spent so far excluding salaries of staff. Have we achieved the goals our mayor set a few years ago? What the percent improvement is roughly as compared when the project started? My personal views on the city traffic improvements. Traffic Signal Program Doug Bilse, T.E. Senior Traffic Engineer City Council Meeting June 11, 2013 Proof in the Concept Award Winning Planning Why This Project is Needed •City Council Strategic Goal: - Provide and support a safe and efficient transportation system that moves people, services and goods throughout the city •Transportation Mission: - We Keep Carlsbad moving by providing a transportation system valued by all… •Transportation Vision: - Be a fiscally responsible and professionally managed organization How We Created a SMART Program •Safe •Measurable •Accountable •Reliable •Team What This Project Accomplished •World Class Traffic Signal Program •Accountable maintenance program •Asset inventory •Traffic Management Center (TMC) •Wireless network •Auto/bike detection •Upgrade equipment •Signal timing plans •Village Street Lights •Carlsbad Scrambles Project Status •6 months ahead of schedule •$1.2M under budget Ahead of Schedule Project Phase (months) Traffic Signals Linked to TMC Originally Scheduled Actually Completed Exceeded Expectations Phase I (6) 41 55 14 Phase II (8) 56 75 19 Total : (14) 97 130 33 Under Budget Phase Costs Original Cost Estimate Current Estimated Costs Project Savings Pilot project $0.7M $0.6M $100,000 Phase I $1.4M $0.9M $475,000 Phase II $1.6M $1.1M $525,000 Phase III (in progress) $1.75M $1.75M $0 TMC Upgrades (in progress) $0.25M $0.15M $100,000 Total Cost $5.7M $4.5M $1.2M Under Budget Phase Costs Original Cost Estimate Current Estimated Costs Project Savings Pilot project $0.7M $0.6M $100,000 Phase I $1.4M $0.9M $475,000 Phase II $1.6M $1.1M $525,000 Phase III (in progress) $1.75M $1.75M $0 TMC Upgrades (in progress) $0.25M $0.15M $100,000 Total Cost $5.7M $4.5M $1.2M Remaining Work Item Estimated Cost Communications equipment $550,000 Video detection equipment $400,000 Emergency Vehicle Pre-emption $800,000 TOTAL $1,750,000 Potential Projects Potential Project Estimated Cost Battery Back-Up (major corridors) $550,000 Smart Map $150,000 Fiber Optic $500,000 TOTAL $1,200,000 Measuring Success Category Before After Traffic Signal Program D+ B+ Peak Hour Traffic Flow C B Doing Things Differently Old Way: Design-Bid-Build •Lowest Cost Bid •Build •Minimize risk •Finger pointing •Look for mistakes New Way: Design/Build •Best Value Bids •Master Purchase Agreements •Share risk •Team solutions •Anticipates issues Questions Emergency Vehicle Pre-emption •Used by emergency vehicles to pre-empt signal operations to get a green •Improves response time and safety •Illegal units widespread •Favorable bids Traffic Signal Program Report Card NTOC Traffic Signal Program Report Card Category Before CIP Project After Phase II National Results Management C- A- D Traffic Signal Operations: Isolated Intersections D+ A- C Traffic Signal Operations: Corridors F C- C Signal Timing Practices C- A C Traffic Monitoring and Data Collection C- B- F Maintenance D B+ C Overall Results D+ B+ D+