ITEM 4. 12
CITY MANAGER' S REPORT
OCTOBER 9, 2023 CITY COUNCIL REGULAR MEETING
ITEM: APPROVE PURCHASE AND INSTALLATION OF
SWARCO MCCAIN, INC. PRODUCTS FOR CITY- WIDE
TRAFFIC SYSTEMS AND SAFETY UPGRADES
PROJECT, CIP PS 23- 01 AND APPROVE BUDGET
AMENDMENT
RECOMMENDATION: Adopt Resolution Approving the Purchase and Installation of Swarco McCain Inc. Products for the
City- Wide Traffic Systems and Safety Upgrades
Project, CIP PS 23- 01 and Approve Budget
Amendment
SUMMARY:
On ) uly 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. Staff received a quote from Swarco McCain, Inc.
Swarco) for nine ( 9) Flex ATC Traffic Signal Controllers ( Flex ATC Controller) with installation as shown in Attachment " B".
Staff requests Council approve the purchase of the Flex ATC Controllers for a total cost of $ 36, 298. 31. Sufficient funds were not budgeted in the approved FY 23- 24 budget; therefore, staff request Council also approve a budget amendment in the amount of $ 100, 000 from the General Fund Street Repair Reserves ( 1010). The remaining funds after the purchase of the controllers will be utilized for other products to advance the project goals of CIP PS 23- 01.
BACKG ROU N D:
On July 11, 2022 Council approved the creation of CIP PS 23- 01 for City- Wide Traffic Systems and Safety Upgrades. These upgrades include the replacement of obsolete traffic controllers, installation of video and radar detection systems, communication upgrades, and safety upgrades including guard rails, signs, striping and bicycle facilities. A component of this Project is to improve the traffic signal technology throughout the City to promote mobility, safety and visibility.
City Standards require new signal installations to be equipped with a Flex ATC Controller. The City currently maintains and operates 24 traffic signals and all but 9 of these signals have a Flex ATC Controller. These nine ( 9) traffic signals are equipped with older models, such as the McCain 2070E Controller, which as compared to the Flex ATC Controller are less reliable, lack connectivity and functionality, and will be unsupported by the manufacturer in the near future.
CITY MANAGER' S REPORT PAGE 2
OCTOBER 9, 2023 CITY COUNCIL REGULAR MEETING
APPROVE PURCHASE AND INSTALLATION OF SWARCO MCCAIN, INC.
PRODUCTS FOR CITY- WIDE TRAFFIC SYSTEMS AND SAFETY UPGRADES PRO7ECT, CIP PS 23- 01 AND APPROVE BUDGET AMENDMENT
Installation of the nine ( 9) Flex ATC Controllers will ensure that ali traffic signals in the City have the same capability, reliability and ability to connect through the City' s network for remote timing, maintenance, alerts, data and visibility.
Staff received a quote from Swarco for nine ( 9) Flex ATC Controllers with installation in the amount of $36, 298. 31 as shown in Attachment" B". This product is proprietary; therefore, Swarco has provided a Sole Source Documentation, included as Attachment C".
Staff requests Council approve the purchase of the Flex ATC Controllers for a total cost of $ 36, 298. 31. Sufficient funds were not budgeted in the approved FY 23- 24 budget; therefore, staff request Council also approve a budget amendment in the amount of $ 100, 000 from the General Fund Street Repair Reserves ( 1010). The remaining funds after the purchase of the controllers will be utilized for other products to advance the goals of CIP PS 23- 01.
RECOMMENDATION:
A component of the City- Wide Traffic Systems and Safety Upgrade Project is to upgrade the traffic signal technology throughout the City, which will help improve traffic flow and level of service.
FISCAL IMPACT:
The purchase of the Swarco products listed in Attachment " B" has a cost of 36, 298. 31. Sufficient funds were not budgeted in the approved FY 23- 24 budget; therefore, staff request Council also approve a budget amendment in the amount of 100, 000 from the General Fund Street Repair Reserves ( 1010):
Increase Transfer Out
1010- 9900- 990- 9010 100, 000
Increase Transfer In
3310- 9900- 393- 0000 PS 23- 01 100, 000
Increase Expenditures
3310- 8000- 430- 37- 00 ( Materials) PS 23- 01 100, 000 Decrease Reserve
1010- 251- 03- 00 100, 000
CITY MANAGER' S REPORT PAGE 3
OCTOBER 9, 2023 CITY COUNCIL REGULAR MEETING
APPROVE PURCHASE AND INSTALLATION OF SWARCO MCCAIN, INC.
PRODUCTS FOR CITY- WIDE TRAFFIC SYSTEMS AND SAFETY UPGRADES PRO) ECT, CIP PS 23- 01 AND APPROVE BUDGET AMENDMENT
ATTACH M ENTS:
A. Resolution Approving the Purchase and Installation of Swarco McCain Inc. Products for the City- Wide Traffic Systems and Safety Upgrades Project, CIP PS 23- 01 and Approve Budget Amendment
B. Quote - Swarco, Inc.
C. Sole Source Letter - Swarco, Inc.
CITY MANAGER' S REPORT PAGE 4
OCTOBER 9, 2023 CITY COUNCIL REGULAR MEETING
APPROVE PURCHASE AND INSTALLATION OF SWARCO MCCAIN, INC.
PRODUCTS FOR CITY- WIDE TRAFFIC SYSTEMS AND SAFETY UPGRADES PRO) ECT, CIP PS 23- 01 AND APPROVE BUDGET AMENDMENT
APPROVALS:
9 2`j? 023
Brad ylor Date
City Engineer
1. az3
rnandes Date
Information Systems Director
Focc G o
Ia1. 2aL3
Cari James Date
Finance Director
10 - Z• Zct3
Michael King Date
Assistant City Manager
o- z, Z - 3
Salvador Navarrete Date
City Attorney
Z
Step en J. Salvatore Date
City Manager
RESOLUTION NO. 23-
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LATHROP APPROVING THE PURCHASE AND INSTALLATION OF SWARCO MCCAIN INC.
PRODUCTS FOR THE CITY- WIDE TRAFFIC SYSTEMS AND SAFETY UPGRADES PROJECT, 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 signal technology throughout the City to promote mobility, safety and visibility; and WHEREAS, City Standards require new signal installations to be equipped with a Flex ATC Controller. The City currently maintains and operates 24 traffic signals and all but 9 of these signals have a Flex ATC Controller; and WHEREAS, these nine ( 9) traffic signals are equipped with older models such as the McCain 2070E Controller, which, as compared to the Flex ATC Controller are less reliable, lack connectivity and functionality, and will be unsupported by the manufacturer in the near future; and
WHEREAS, staff received a quote from Swarco McCain, Inc. ( Swarco) for nine 9) Flex ATC Controllers with installation in the amount of $ 36, 298. 31; and WHEREAS, this product is proprietary; therefore, Swarco has provided a Sole Source Documentation, as shown in the City Manager' s Report dated, October 9, 2023; and
WHEREAS, staff requests Council approve the purchase of the Flex ATC Controllers for a total cost of $ 36, 298. 31; and
WHEREAS, sufficient funds were not budgeted in the approved FY 23- 24 budget; therefore, staff request Council also approve a budget amendment in the amount of$ 100, 000 from the General Fund Street Repair Reserves ( 1010) as follows.
The remaining funds after the purchase of the controllers will be utilized for other products to advance the project goals of CIP PS 23- 01
Increase Transfer Out
1010- 9900- 990- 9010 100, 000
Increase Transfer In
3310- 9900- 393- 0000 PS 23- 01 100, 000
Increase Expenditures
3310- 8000- 430- 37- 00 ( Materials) PS 23- 01 100, 000 Decrease Reserve
1010- 251- 03- 00 100, 000
NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Lathrop does hereby approve the purchase of the Swarco McCain, Inc. Products listed in Attachment B" of the City Manager' s Report dated, October 9, 2023 for an amount of $ 36, 298. 31; and
BE IT FURTHER RESOLVED, that City Council of the City of Lathrop does hereby approve 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 9t" day of October, 2023, by the following vote of the City Council, to wit:
AYES:
NOES:
ABSENT:
ABSTAIN:
Sonny Dhaliwal, Mayor
ATTEST: APPROVED AS TO F RM:
Teresa Vargas, City Clerk Salvador Navarrete, City Attorney
ATTACHMENT
D
Q
QUOTATION
Estimator: Jennifer Phelan
Quote #: JLP080923C 760) 734- 5050
AgenCy: Lathrop City of jennifer. phelan@swarco. com
Job Name; Flex
Bid Date: 8/ 9/ 23
Bid Item Qnty Description Price Extension
9 FLEX RACK MOUNT CONTROLLER, WIFI, 3, 708. 64 33, 377. 76
CALTRANS WITH
OMNI INTERSECTION CONTROL
SOFTWARE
Harlan Road/ Stonebridge Lane
Lathrop Road/ McKinley Avenue
River Islands Parkway/ McKee Boulevard
Golden Valley Parkway/ Spartan/ Lathrop
Golden Valley Parkway/Stanford Crossing
Yosemite Avenue/ Glacier Street
Harlan Road/ J Street
Yosemite Avenue/ McKinley Avenue
Yosemite Avenue/ D' Arcy Parkway
8. 75% TAX * subject to change 2, 920. 55
Reference Total 36, 298. 31
Prices firm for 90 days. Freight included. Add sales tax.
Sale is subject to Swarco' s standard terms and conditions.
The information transmitted is intended only for the person or entity to which it is addressed and may contain confidential andlor legally privileged material. Any review, retransmission, dissemination or other use of, or taking of any action in reliance upon, this information by persons or entities other than the intended recipient is prohibited. r
If you received this in error, please contact the sender and delete the material from any computer.
TTACHMENT
The Be.-t[ er W:ay Fvery f ay
Brad Taylor
City of Lathrop
390 Towne Centre Dr
Lathrop, CA 95330
September 28, 2023
Subject: Sole Source
Dear Mr. Taylor,
Please be advised, that at this time, SWARCO McCain offers the FLeX Controller with OMNI Software as the sole source manufacturer, at a reasonable price.
The ATC FLeX controller represents the latest design in the Swarco McCain' s ATC eX series of advanced transportation controllers, with a compact design offering speed and performance for any ATC, Caltrans or NEMA cabinet configuration.
We trust this information meets with your approval. Please do not hesitate to call/ email if additional information is needed or if you have any questions or concerns. Thank you for the opportunity to supply your traffic equipment needs.
Sincerely,
C. i z
Jennifer Phelan
Senior Account Manager
SWARCO McCain, Inc.
P: 760. 734. 5050
Jennifer. phelan@swarco. com
www. swarco. com/ mcca i n
SWARCO McCain, Inc., 2365 Oak Ridge Way, Vista, CA 92087, USA T.+ 1 760- 727- 8100, E. info. us@swarco. com
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