ITEM 4. 6
CITY MANAGER' S REPORT
OCTOBER 10, 2022 CITY COUNCIL REGULAR MEETING
ITEM: APPROVE PURCHASE OF ITERIS PRODUCTS FOR
CITY- WIDE TRAFFIC SYSTEMS AND SAFETY
UPGRADES PRO7ECT, CIP PS 23- 01, AND APPROVE
BUDGET AMENDMENT
RECOMMENDATION: Adopt Resolution Approving the Purchase of Iteris Products for the City- Wide Traffic Systems and
Safety Upgrades Project, CIP PS 23- 01, and Approve
Budget Amendment
SUMMARY:
On July 11, 2022, Council approved the creation of Capital Improvement Project ( CIP) PS 23- 01 for City- Wide Traffic Systems and Safety Upgrades Project for various upgrades that will maintain and improve the reliability, safety and function of various trafFic control devices in the City. These upgrades include the replacements of obsolete traffic controllers, installation of video and radar detection systems, communication upgrades, and safety upgrades including guard rails, signs, striping and bicycle facilities. Staff requested a proposal from Iteris, Inc. ( Iteris) for 12 Vantage Next Vector video and radar detection systems and associated components as shown in Attachment " B".
PS 23- 01 was approved with a budget of $ 312, 000 per fiscal year for the next three years for a total budget of $ 936, 000. Staff originally planned to complete the upgrades over the next three years to manage the workload associated with these upgrades. However, Iteris has offered a 20% discount of $ 76, 392 on materials if the City orders all 12 intersections at one time and staff now has the ability to complete these upgrades in one year, therefore approval of a budget amendment is proposed to fully fund the project for completion in FY 22/ 23.
Staff requests Council approve the purchase of the Iteris products for a total cost of 332, 305. 20 and a budget amendment to provide the three- year funding in FY 22/ 23 for advance completion of the project.
BACKGROUND:
On July 11, 2022 Council approved the creation of CIP PS 23- 01 for City- Wide Traffic Systems and Safety Upgrades. A component of this project is to improve the traffic signal technology throughout the City. Staff requested a proposal from Iteris for 12 Vantage Next Vector video and radar detection systems and associated components as shown in Attachment " B".
The Iteris Vantage Next Vector video and radar detection systems are currently required for new traffic signal installations as stated in the City Design and CITY MANAGER' S REPORT PAGE 2
OCTOBER 10, 2022 CITY COUNCIL REGULAR MEETING
APPROVE PURCHASE OF ITERIS PRODUCTS FOR CITY- WIDE TRAFFIC SYSTEMS AND SAFETY UPGRADES PRO7ECT, CIP PS 23- 01, AND APPROVE
BUDGET AMENDMENT
Construction Standards. This product is proprietary and therefore, Iteris has provided a Sole Source Documentation, included as Attachment C".
PS 23- 01 was approved with a budget of $ 312, 000 per fiscal year for the next three years for a total budget of $ 936, 000. Staff originally planned to complete the upgrades over the next three years to manage the workload associated with these upgrades. However, Iteris has offered a 20% discount of $ 76, 392 on materials if the City orders all 12 intersections at one time and staff now has the ability to complete these upgrades in one year, therefore approval of budget amendment is proposed to fully fund the project for completion in FY 22/ 23.
Staff requests Council approve the purchase of the Iteris products for a total cost of 332, 305. 20 and a budget amendment to provide the three- year funding in FY 22/ 23 for advance completion of the project.
RECOMMENDATION:
A component of the City- Wide Traffic Systems and Safety Upgrade Project is to improve the traffic signals throughout the City, which will help improve traffic flow and level of service. Staff requests Council approve the purchase of the Iteris Products listed in Attachment B" for CIP PS 23- 01.
FISCAL IMPACT:
The purchase of the Iteris products listed in Attachment B" has a subtotal cost of 305, 568. 00 plus any applicable taxes and delivery fees. The adopted Fiscal Year 2022/ 23 Budget included sufficient funds for City- Wide Traffic Systems and Safety Upgrades Project, CIP PS 23- 01 to purchase the products.
Staff requests City Council approve a budget amendment transferring $624, 000 from the Street Reserve Fund ( 1010) to the Streets CIP Fund ( 3310) as follows:
Increase Transfer Out
1010- 9900- 990- 9010 624, 000
Increase Transfer In
3310- 9900- 393- 0000 PS 23- 01 624, 000
Increase Expenditures
3310- 8000- 420- 75- 00 ( Labor) PS 23- 01 60, 000
3310- 8000- 430- 37- 00 ( Materials) PS 23- 01 564, 000 Decrease Reserve
1010- 251- 03- 00 624, 000
CITY MANAGER' S REPORT PAGE 3
OCTOBER 10, 2022 CITY COUNCIL REGULAR MEETING
APPROVE PURCHASE OF ITERIS PRODUCTS FOR CITY- WIDE TRAFFIC SYSTEMS AND SAFETY UPGRADES PROJECT, CIP PS 23- 01, AND APPROVE
BUDGET AMENDMENT
ATTACHMENTS:
A. Resolution Approving the Purchase of Iteris Products for the City- Wide Traffic Systems and Safety Upgrades Project, CIP PS 23- 01, and Approve Budget Amendment
B. Quote - Iteris, Inc.
C. Sole Source Letter - Iteris, Inc.
CITY MANAGER' S REPORT PAGE 4
OCTOBER 10, 2022 CITY COUNCIL REGULAR MEETING
APPROVE PURCHASE OF ITERIS PRODUCTS FOR CITY- WIDE TRAFFIC SYSTEMS AND SAFETY UPGRADES PROJECT, CIP PS 23- 01, AND APPROVE
BUDGET AMENDMENT
APPROVALS:
i/ 1/ 5/ z Z
Bellal Nabizadah Date
Assistant Engineer
0 2022
Brad lor Dat
City Engineer
C Ct 1 2
ony Fernand Date
Information Systems Director
ruK C o S Z ZZ
Cari James Date
Finance Director
a zo z.
Michael King Date
Assistant City Man ger
D 5' • ZOZZ
Salvador Navarrete Date
City Attorney
fe•S•ZZ
phen J. Salvatore Date
City Manager
RESOLUTION NO. 22-
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LATHROP
APPROVING THE PURCHASE OF ITERIS PRODUCTS FOR THE CITY- WIDE TRAFFIC SYSTEMS AND SAFETY UPGRADES PRO7ECT, CIP PS 23- 01, AND
APPROVE BUDGET AMENDMENT
WHEREAS, on July 11, 2022 Council approved the creation of Capital Improvements Project ( CIP) PS 23- 01 for City- Wide Traffic Systems and Safety Upgrades; and
WHEREAS, a component of this project is to improve the traffic signals throughout the City; and
WHEREAS, staff requested a proposal from Iteris for 12 Vantage Next Vector video and radar detection systems and associated components; and WHEREAS, the Iteris Vantage Next Vector video and radar detection systems are currently required for new traffic signal installations as stated in the City Design and Construction Standards; and
WHEREAS, this project is proprietary and therefore, Iteris has provided a Sole Source Documentation; and
WHEREAS, CIP PS 23- 01 was approved with a budget of $ 312, 000 per fiscal year for the next three years for a total budget of $ 936, 000. Staff originally planned to complete the upgrades over the next three years to manage the workload associated with these upgrades.
WHEREAS, staff now has the ability to complete these upgrades in one year and therefore approval of budget amendment is proposed to fully fund the project for completion in fiscal year 22/ 23; and
WHEREAS, staff requests Council approve the purchase of the Iteris products for a total cost of $ 332, 305. 20 and a budget amendment transferring $624, 000 from the Street Reserve Fund ( 1010) to the Streets CIP Fund ( 3310) as follows:
Increase Transfer Out
1010- 9900- 990- 9010 624, 000
Increase Transfer In
3310- 9900- 393- 0000 PS 23- 01 624, 000
Increase Expenditures
3310- 8000- 420- 75- 00 ( Labor) PS 23- 01 60, 000
3310- 8000- 430- 37- 00 ( Materials) PS 23- 01 564, 000 Decrease Reserve
1010- 251- 03- 00 624, 000
NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Lathrop does hereby approve the purchase of the Iteris Products listed in Attachment B" of the City Manager' s Report from Iteris Inc. for an amount of $ 332, 305. 20; and BE IT FURTHER RESOLVED, that City Council of the City of Lathrop does hereby approve the a budget amendment transferring funds from the Street Reserve Fund ( 1010) to the Streets CIP Fund ( 3310) as detailed above.
The foregoing resolution was passed and adopted this lOt" day of October, 2022, by the following vote of the City Council, to wit:
AYES:
NOES:
ABSENT:
ABSTAIN:
Sonny Dhaliwal, Mayor
ATTEST: APPROVED AS TO FORM:
Teresa Vargas, City Clerk Salvador Navarrete, City Attorney
ATTACHMENT
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ATTACHMENT
949. 270. 9400 1700 Carnegie Avenue, Suite 100 *^^
iteris.com Santa Ana, CA 92705
September 14, 2022
Brad Taylor
City of Lathrop
390 Towne Centre Dr
Lathrop, CA 95330
Re: Sole Source Documentation
To Whom it may Concern:
Within the normally defined geographic region of Northern California lteris is the sole distributor of Iteris manufactured products to public agencies. The City of Lathrop is considered a public agency, within the normally defined geographic region as Northern California. Iteris is the sole source of Iteris manufactured products to public agencies within this region. If you have any other questions, please contact the undersigned.
Sincerely,
d! Cu/t2r Cql u;c fzc
Lauren Olsufka
Western Regional Sales Director
916. 342. 9884
lolsufka@iteris. com