DATE: September 2, 2025
TO: Mayor and City Council
FROM: Director of Public Works
SUBJECT: Adopt a Resolution Authorizing the City Manager to Execute Amendment No. 1 to the Agreement with Western Systems, Inc., to Increase the Agreement by $400,000, for a Total Not-to-Exceed Amount of $550,000 for the Battery Backup Program, Project Nos. 05233 and 05856
RECOMMENDATION
That Council adopts a resolution (Attachment II) authorizing the City Manager to execute Amendment No. 1 to the agreement with Western Systems, Inc., (Western Systems) to increase the agreement by $400,000, for a total not-to-exceed amount of $550,000 for the Battery Backup Program.
SUMMARY
The purpose of the Battery Backup Program is to replace worn-out battery backup system (BBS) and other signal equipment at signalized intersections in the City. On March 14, 2025, the City executed an agreement with Western Systems and Econolite Control Products, Inc., (Econolite) in an amount not-to-exceed $150,000 and $400,000, respectively, to supply and support the installation of BBS, controller, and cabinets. The initial planned purchase of BBS included Alpha BBS from Econolite, which is a regular BBS with 4 hours of operation, and much more expensive Hymax BBS from Western Systems, which uses a hydrogen fuel cell for extended operations of 5 days at a minimum.
However, on March 24th, 2025, Econolite notified the City that they could no longer supply the Alpha BBS as Western Systems has been designated as an exclusive preferred distributor for Alpha BBS by Alpha Technologies Ltd. Therefore, to purchase additional Alpha BBS from Western Systems, Staff recommends that the Council adopt a resolution authorizing the City Manager to transfer encumbrance from the agreement with Econolite to the agreement with Western Systems and execute Amendment No.1 to the agreement increasing the amount by $400,000 for a total not-to-exceed of $550,000 for the Battery Backup Program to upgrade or install specified equipment at more signalized intersections to better prepare traffic signals for potential power outages.
BACKGROUND
The City’s Public Works & Utilities Department maintains 147 traffic signals and other traffic control devices such as flashing beacons, radar feedback signs, high intensity activated crosswalk beacons, and rectangular rapid flashing beacon signs. Staff maintain an inventory of all of the City’s signals, including detailed information about the infrastructure in place at each signal, the signal controller, and other relevant information that staff use to manage the City’s signal assets. From the signal inventory list, staff prioritizes intersections with dead or no BBS based on street classification and number of lanes. These prioritized intersections were then also evaluated for any additional signal equipment such as signal controllers and cabinets.
On August 1, 2024, the City released an RFQ to purchase Alpha BBS, Hymax BBS, and other specific signal equipment such as controllers and cabinets. The Alpha BBS is the regular BBS with 4 hours of operations and has been widely used in the City. Hymax BBS is the newer technology that utilizes the hydrogen fuel cell for extended operational hours of 5 days at a minimum. On August 30, 2024, the last day of RFQ, two submittals were received from Western Systems and Econolite.
After staff evaluation, it was determined that both Econolite and Western Signals should be awarded. Econolite proposed lower pricing for most of the requested signal equipment, including Alpha BBS; the more expensive, longer-lasting Hymax BBS was only available at Western Systems. On March 14th, 2025, the City executed a 3-year agreement with Western Systems and Econolite in an amount not-to-exceed $150,000 and $400,000, respectively.
On March 24, 2025, Econolite notified the City that they can no longer supply the Alpha BBS, which is the main traffic signal equipment to be installed via the Battery Backup Program, as Western Systems has been designated as an exclusive preferred distributor for Alpha BBS by Alpha Technologies, Ltd. Because both Alpha and Hymax BBS are only available at Western Systems, the agreement with Econolite was subsequently terminated.
DISCUSSION
Based on the current agreement with Western Systems, 11 Alpha BBS have been purchased and will be installed at the 11 prioritized intersections. The cost for 11 Alpha BBS is $142,383, which is close to the not-to-exceed contract amount of $150,000.
To continue the replacement or installation of the Battery Backup System at more signalized intersections in the City over the 3-year contract term, staff recommends transferring the encumbrance from the agreement with Econolite to the agreement with Western Systems and execute Amendment No. 1 to upgrade or install specified equipment at more intersections to better prepare traffic signals for potential power outages.
ECONOMIC IMPACT
Providing battery backup for City signal equipment upgrade will help ensure the continued operation of signals for a limited duration during power outages, mitigating traffic operation issues that could cause significant delays to the traveling public and also reduce the risk of collisions, all which have an economic cost.
FISCAL IMPACT
This agenda item has no impact on General Fund. The funding for this equipment purchase is from Capital Improvement Plan (CIP) budgets allocated for Traffic Management (Measure BB- Local Transportation, Fund 212, Project No. 05233), Controller Cabinet Replacement and Battery Backup Program (Transportation System Improvement, Fund 460, Project No. 05856). The source of funds are Transportation measures, Measure BB and Fund 460, Transportation System Improvement, and include no General Fund component.
With staff’s request that the existing contract encumbrance for Econolite be transferred to increase the not-to-exceed contract amount for Western Systems, no additional funding will be needed.
STRATEGIC ROADMAP
This agenda item supports the Strategic Priority of Invest in Infrastructure. This item is not specifically related to a project identified in the Strategic Roadmap. Staff is bringing forth this item to maintain operations of the City’s traffic signals during future power outages.
SUSTAINABILITY FEATURES
This agenda item supports the emergency operation of traffic signal infrastructure, which indirectly supports the City’s sustainability initiatives by reducing unnecessary vehicle stopping and acceleration during power outages, which can reduce emissions.
PUBLIC CONTACT
No public contact has been made related to this agenda item.
NEXT STEPS
If Council approves this request, the City Manager will execute Amendment No. 1 to the agreement with Western Systems, Inc., to increase the agreement amount by $400,000, for a total not-to-exceed amount of $550,000 for the Battery Backup Program.
Prepared by: Jade Kim, Assistant Transportation Engineer Byron Tang, Principal Transportation Engineer
Recommended by: Alex Ameri, Director of Public Works
Approved by:
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Jayanti Addleman, Interim City Manager