Agenda Item A.7
CONSENT CALENDAR
Meeting Date: August 15, 2023
TO: Mayor and Councilmembers
FROM: Charles W. Ebeling, Public Works Director
CONTACT: Derek Rapp, Contract Traffic Engineer
SUBJECT: Approval of Sole Source Purchase List of Special Traffic Signal and Lighting Equipment and Supplies
RECOMMENDATION:
Approve a sole source list to purchase specialized traffic signal and lighting equipment and supplies in accordance with Section 3.05.090 of the Municipal Code for the acquisition of the listed equipment and supplies for the for the next f our fiscal years, through Fiscal Year 2027/28.
BACKGROUND:
Goleta’s Municipal Code Section 3.05.080 establishes equipment purchasing procedures for City Departments. These procedures cha nge based on the dollar value of the purchase, with purchases over $2,500 but under $10,000 requiring informal quotes and purchases over $10,000 requiring bids from prospective vendors. Municipal Code Section
3.05.090 provides exceptions to the above bidding requirements and allows for sole source purchases for special equipment or supplies that have a documented need to be compatible with existing equipment and/or perform complex or unique functions.
It is essential for the safe and efficient operation of the City’s traffic signal system that staff has efficient access to traffic signal equipment that is compatible with the existing equipment. When existing equipment fails, any delay in securing equipment necessary to restore proper operation has significant safety and mobility impacts on Goleta’s traveling public. Traffic signal equipment cannot always be easily interchanged since the equipment must be compatible with existing systems and familiar to our contract maintenance staff. An approved sole source list will allow Public Works to make purchases over the course of the year for emergency repairs and to keep frequently used equipment on hand for efficient repairs.
The Public Works Department believes the above constitutes a satisfactory justification and recommends that City Council find that it is in the City’s best interest to exempt traffic signal and lighting equipment listed in Attachment 1 from the standard purchasing procedures through June 30, 2028.
Meeting Date: August 15, 2023
DISCUSSION:
It is in the City’s best interest for the Public Works Department to standardize several pieces of equipment used to operate the City’s traffic signal and lighting systems. Doing so ensures that traffic signal control equipment functions with the City’s existing traffic signal control system, ensures equipment compatibility, and minimizes the need for additional staff tra ining on installation, maintenance and use of a wide variety of equipment. It also reduces the need to stock an array of specialized tools and minimizes parts inventories necessary for equipment maintenance. Standardizing provides better response time with making repairs and responding to urgent timing changes.
Section 3.05.090 of the Municipal Code authorizes purchase s of certain supplies, equipment and services without complying with the formal bid procedure. Creation of a standard list of traffic signal and lighting equipment meets the criteria for a best interest waiver from the formal bid procedure. Staff recommends that Council approve the attached list of equipment as the approved standard for traffic signals and lighting through June 30, 2028.
FISCAL IMPACTS:
There are no direct fiscal impacts as a result of this action. All work and related expenditures for traffic signals and lighting components have been budgeted under account nos. 101- 50-5700-51076 and 205-50-5700-51076 as part of mainten ance and repair activities.
ALTERNATIVES:
Council may elect to not approve the Traffic Signal and Lighting Standard Equipment List.
Doing so could potentially result in a diverse collection of equipment that may n ot be interchangeable and may be unfamiliar to maintenance staff. It would also increase the time required to purchase replacement equipment, potentially impacting the operation of the City’s electronic traffic control devices and adversely impacting the traveling public.
Reviewed By: Legal Review By: Approved By:
___________________ ___________________ _________________ Kristine Schmidt Megan Garibaldi Robert Nisbet
Assistant City Manager City Attorney City Manager
ATTACHMENTS:
1. Traffic Signal and Lighting Standard Equipment List
ATTACHMENT 1
Traffic Signal and Lighting Standard Equipment List
Traffic Signal and Lighting Standard Equipment List
Manufacturer Vendor Description
SWARCO McCain, Inc. SWARCO McCain, Inc. Controllers, Cabinets, Heads, Software and Support Iteris, Inc. RodefX Video Detection
Myers EPS JTB Supply Battery Backup and Batteries
Ameron Del Sol Resources Traffic Signal / Streetlight Poles Current Del Sol Resources LED Streetlight Fixtures
Polara McCain. Inc. Accessible Pedestrian Signals
Carmanah Technologies Corp. NexTech System
Tapco Tapco RRFB, Radar Feedback and Ancillary equipment