April 20, 2004

SUBJECT: Award of Bid #F0302-50 for Traffic Signal Controller Cabinets 

REPORT IN BRIEF

Approval is requested for the award of a contract to Traffic Safety Supply, Inc., of Dublin to furnish six traffic signal controller cabinets for the Department of Public Works Traffic Engineering Division. 

BACKGROUND

The requested procurement includes six traffic signal controller cabinets to replace existing cabinets at the intersections of Mary/California/Buena Vista, Mary/Corta Madera, Mary/Washington, Mary/Olive, Mary/Iowa and Evelyn/Aster Avenues.  The existing equipment is old, outdated and no longer supported by the manufacturers; and parts are becoming increasingly difficult to find.  In addition, the existing equipment is incapable of interconnection between intersections and cannot be coordinated with surrounding traffic signals.

The requested controller cabinets will be capable of communicating with the City's Traffic Management Center for realtime monitoring, adjustment of operations and signal coordination and include Model 170E signal controllers, Bitran traffic monitoring software, internal modems, fire preemption receivers and associated relays, cards, and switches.  This contract is to furnish equipment only; Traffic Engineering staff will perform the equipment installation.

DISCUSSION

Bid specifications were prepared by Public Works and Purchasing staff.  Direct notice was given to five Northern California traffic signal cabinet suppliers, and notice of the bidding opportunity was broadcast to potential suppliers through the DemandStar by Onvia procurement network.  Eleven suppliers requested bid documents.

Sealed bids were publicly opened on March 31, 2004.  Five responsive bids were received. 

Bidders	Total Bid
Engineer's Estimate	$120,000
Traffic Safety Supply, Inc., of Dublin	$101,459
Western Pacific Signal, LLC, of San Leandro	$103,784
McCain Traffic Supply of Sacramento	$107,756
Pacific Lighting Sales, Inc., of Suisun City	$118,180
Jam Services, Inc., of Livermore	$127,627

Staff recommends acceptance of the bid from Traffic Safety Supply, the lowest responsive and responsible bidder.

FISCAL IMPACT

The total cost of this procurement is $101,459 (includes sales tax).  Funds are available in Infrastructure Project No. 820180 - Traffic Signal Controller Replacement.

RECOMMENDATION

It is recommended that Council award a contract, in substantially the same form as the attached draft purchase order and in the amount of $101,459, to Traffic Safety Supply for six traffic signal controller cabinets.

Prepared by:

Elaine Wesely
Purchasing Officer

Reviewed by:

Mary J. Bradley
Director, Finance

Reviewed by:

Marvin Rose
Director, Public Works

Approved by:

Amy Chan
City Manager

Attachments

1. Draft Purchase Order #DP001571 (pdf format)