Public Works and Transportation Committee
September 24, 2024
AGENDA REPORT
TO: Jestin D. Johnson FROM: Josh Rowan, Director
City Administrator Department Transportation
SUBJECT: Cooperative Agreement For Electrical
Equipment And Accessories
DATE: September 11, 2024
City Administrator Approval Date:
RECOMMENDATION
Staff Recommends That City Council Adopt A Resolution Authorizing The City Administrator To Enter Into A Cooperative Purchase Agreement With Cubic ITS, Inc./Trafficware Group, Inc. For The Acquisition of Electrical Equipment, Supplies, And Traffic Signal Equipment In An Amount Not To Exceed Five Hundred Thousand Dollars And Zero Cents ($500,000.00) For The Period Of January 26, 2024 To December 23, 2026 In Accord With Oakland Municipal Code (OMC) 2.04.080 And The General Conditions Therefor On File In The Purchasing Section.
EXECUTIVE SUMMARY
The proposed resolution would allow for the City Administrator to enter into a cooperative agreement with Cubic ITS, Inc./Trafficware Group, Inc. to acquire electrical equipment, supplies, and traffic signal equipment to replace deteriorated and damaged devices with new equipment and supplies. This would allow the City of Oakland’s (City) to maintain traffic control devices on all public streets, private streets, and highways.
BACKGROUND/LEGISLATIVE HISTORY
The Purchasing Department’s Policy No. PP-204080, dated August 20, 2015, established the procedures to use Cooperative “Piggyback” Contracts, when advantageous for the City.
Section 2.04.080 of the Oakland Municipal Code (OMC) allows for the City Administrator to purchase supplies or services through legal contracts/cooperative agreements of other governmental jurisdictions or public agencies that were awarded pursuant to an appropriate competitive process.
OMC 2.04.080 sets no limit on the size of cooperative agreements that may be entered by the City Administrator. The proposed recommendations would align practices for existing cooperative agreements with OMC 2.04.020, which authorizes the City Administrator to enter contracts up to $250,000.
Approved Requisition No. 202409024 City of Carlsbad, a Municipal Corporation, awarded Jestin Johnson (Sep 17, 2024 15:29 PDT)
Sep 17, 2024
Jestin D. Johnson, City Administrator
Subject: Cooperative Agreement for Electrical Equipment and Accessories Date: September 11, 2024 Page 2
Public Works and Transportation Committee
September 24, 2024
to Cubic ITS Inc./Trafficware Group, Inc. where the contract was bid out competitively and Cubic ITS Inc./Trafficware Group, Inc. was deemed as the most qualified vendor with the lowest price.
The use of this contract as a Cooperative Agreement will ensure that the City gets the lowest available price for the acquisition of electrical equipment, supplies, and traffic signal equipment.
The Department of Transportation (DOT), Safe Streets Division maintains a 90-day stock of electrical equipment and are commonly referred to as electrical materials sufficient to expedite projects. Additional materials are ordered as necessary to replenish the stock for unanticipated projects. This agreement will ensure that the Oakland Department of Transportation, Safe Streets Division retains the ability to continue to acquire electrical equipment, supplies, and traffic signal equipment without interruption for the coming year that require replacement or upgrade and or any new traffic maintenance projects, or any unforeseen or emergency requirements.
ANALYSIS AND POLICY ALTERNATIVES
Accepting the staff recommendation and adopting the resolution to enter into a cooperative agreement with Cubic, ITS Inc. will help to meet the Citywide priority of holistic community safety through seamless maintenance and operation of City streets and roadways. The resolution will also help to meet the Citywide priority of responsive, trustworthy government by allowing the DOT to maintain an inventory of electrical equipment to respond to any damaged or deteriorated equipment as needed.
The proposed resolution will authorize the City Administrator to enter into a cooperative agreement to Cubic ITS, Inc./Trafficware Group, Inc. in an amount not to exceed five hundred thousand dollars and zero cents ($500,000.00) for the period of January 26, 2024 to December 23, 2026 to provide electrical equipment, supplies, and traffic signal equipment to replace deteriorated and damaged equipment with new equipment and supplies.
The City uses the Advanced Transportation Management System (ATMS.now) and the traffic signal equipment that works with the system, which are provided by Cubic ITS, Inc./Trafficware Group, Inc. This equipment includes the Synchro signal timing software, traffic controllers, and cabinets. The ATMS.now system allows the City to monitor and manage the traffic signal control devices that contribute to safe and efficient traffic operations. These software and hardware are necessary for DOT to maintain and operate the City’s ATMS.now traffic signal system.
Oakland Municipal Code Section 2.04.080, where advantageous for the City, allows the purchasing of supplies or services through legal contracts of other governmental jurisdictions or public agencies that were awarded pursuant to an appropriate competitive process.
The cooperative agreement proposed in this proposal; Approved Requisition No. 202409024 City of Carlsbad, a Municipal Corporation for the purchase of electrical equipment, supplies, and traffic signal equipment was competitively bid out, where the vendors were deemed as the winning bidder and most qualified vendor with the lowest price.
FISCAL IMPACT
The cooperative agreement with Cubic, ITS, Inc. has no impact on the General Purpose Fund.
The annual operating budget of the City of Oakland, Department of Transportation, Safe Streets Jestin D. Johnson, City Administrator
Subject: Cooperative Agreement for Electrical Equipment and Accessories Date: September 11, 2024 Page 3
Public Works and Transportation Committee
September 24, 2024
Division will expense the funding for standard purchase orders, when needed for maintenance on City’s streets and roadways. There is no minimum commitment to this contract, and funds from the annual operating budget will be identified and verified prior to execution of each standard purchase order requested by any project through City’s requisition system. The approval of this resolution will not result in additional appropriation of funds. Supplemental funding is not requested.
1. Total agreement two (2) year term: $ 500,000.00
PUBLIC OUTREACH / INTEREST
No public outreach was required.
COORDINATION
The Department of Transportation consulted with the Budget Bureau and City Attorney’s office in preparation of this report.
SUSTAINABLE OPPORTUNITIES
Economic: No economic sustainable opportunities have been identified.
Environmental: Execution of the Cooperative Purchase Agreement complies with the City’s Environmentally Preferable Purchasing Program. The traffic signal equipment is manufactured from metals that are fully recyclable. The metals can be dismantled and turned in for scrap metal in accordance with the City’s Environmentally Preferable Purchasing Policy. The metal is treated with a non-toxic powder coating and enamel that meets the Environmental Protection Agency standards.
Race and Equity: No race and equity opportunities have been identified.
Jestin D. Johnson, City Administrator
Subject: Cooperative Agreement for Electrical Equipment and Accessories Date: September 11, 2024 Page 4
Public Works and Transportation Committee
September 24, 2024
ACTION REQUESTED OF THE CITY COUNCIL
Staff Recommends That City Council Adopt A Resolution Authorizing The City Administrator To Enter Into A Cooperative Purchase Agreement With Cubic ITS, Inc./Trafficware Group, Inc. For The Acquisition of Electrical Equipment, Supplies, And Traffic Signal Equipment In An Amount Not To Exceed Five Hundred Thousand Dollars And Zero Cents ($500,000.00) For The Period Of January 26, 2024 To December 23, 2026 In Accord With Oakland Municipal Code (OMC) 2.04.080 And The General Conditions Therefor On File In The Purchasing Section.
For questions regarding this report, please contact Dean Hsiao at 510-615-5447.
Respectfully submitted,
JOSH ROWAN
Director, Department of Transportation
Reviewed by:
Megan Wier, Assistant Director, OakDOT
Joe Wang
Manager, Safe Streets Division
Dean Hsiao
Supervising Transportation Engineer, Safe
Streets Division
Prepared by:
Emujin Unenbat
Safe Streets Division
Assistant Engineer I
Attachments (2):
A. City of Carlsbad Contract Signed & Executed
B. Cubic ITS, Inc./Trafficware Group, Inc. 2024 City of Oakland Business Tax License Josh Rowan (Sep 16, 2024 17:31 PDT)