TO:
FROM:
Honorable Mayor and City Council
Department of Transportation
nda R p rt
May 22, 2023
SUBJECT: AUTHORIZE PURCHASE ORDER WITH ITERIS, INC. FOR
SIGNALIZED INTERSECTION VIDEO DETECTION CAMERAS IN AN
AMOUNT NOT TO EXCEED $100,000
RECOMMENDATION:
It is recommended that the City Council:
1 . Find that the recommended action is exempt from the California Environmental Quality Act (CEQA) pursuant to State CEQA Guidelines per Section 15061 (b)(3), the "common sense" provision that CEQA only applies to projects that may have an effect on the environment; and
2. Accept the bid dated March 14, 2023, submitted by lteris, Inc. in response to specifications for Video Detection Cameras, and authorize the issuance of a Purchase Order contract in an amount not to exceed $100,000.
BACKGROUND:
The Department of Transportation (DOT) was awarded $187,000 in grant funding through the California Office of Traffic Safety (OTS) for a Pedestrian and Bicycle Safety Outreach Program. The funding was awarded for the implementation of a Pedestrian and Bicycle Safety Outreach Program and to upgrade existing aging video detection infrastructure to newer technology that also has the capability to count bicycles and vehicles in addition to operating the traffic signal. The OTS Grant Funds for this proposed program are intended to be expended between October 1, 2022, to September 30, 2023.
As part of this grant, $100,000 was reserved for equipment purchase of technology that would integrate with the City's existing traffic count database to provide pedestrian, bicyclist, and vehicle counts. The Department of Transportation, through this recommended purchase order, would procure video detection cameras from lteris, Inc. for three signalized intersections located at Fair Oaks Avenue at Washington Boulevard, MEETING OF 05/22/2023 AGENDA ITEM NO. _ 3 ___ _
Purchase Order for Video Detection Cameras
May 22, 2023
Orange Grove Boulevard at Los Robles Avenue, and Lake Avenue at Washington Boulevard. These newer technology video detection cameras have the capability to classify and count pedestrians, bicyclists, and vehicles. The lteris video detection cameras would not require additional hardware or software and will seamlessly be integrated into the Department of Transportation's existing count database system.
SELECTION PROCESS
The Notice Inviting Bids for this scope of work was posted February 23, 2023, on OpenGov, the City's procurement portal with over 2,300 vendors notified. Sixteen prospective businesses followed the bid posting, three of which were local. Questions were to be submitted virtually no later than March 8, 2023. One question was received.
Bids were due on March 14, 2023.
One bid was received as shown below:
Bid By: Amount
1. lteris, Inc. Santa Ana, Ca $116,175.94
While only a single bid was received the scope of work was not restrictive. The City's procurement portal also provides an open, fair, and competitive environment. The bid submitted by lteris, Inc was deemed to be responsive. lteris, Inc. has successfully conducted business with the City in the past and has always fulfilled their contractual commitments. The City has been using the lteris video detection cameras for over 15 years and lteris has always provided excellent customer technical support. The submitted bid for the video detection cameras is fair and reasonable and in line with other recent purchases for other projects. The bid provided by lteris Inc. includes extra equipment for spare parts that will not be procured by the City, the purchase order with lteris will be for $100,000, which is the amount provided by the grant.
SAFE SYSTEM APPROACH
DOT has adopted a Safe System Approach to traffic safety, based on national guidance from the Federal Highway Administration. The Safe System Approach to traffic safety consists of six basic principles: death and serious injuries are unacceptable; humans make mistakes; humans are vulnerable; responsibility is shared; safety is proactive; and redundancy is crucial. The installation of the new video detection cameras will allow the Department of Transportation to build upon the existing count database with the ability of adding bicycle counts for the three previously named locations which can be used to provide signal timing changes to better serve all mode users which is one of the principles and elements of the Safe System Approach.
COUNCIL POLICY CONSIDERATION:
This project is consistent with the City Council's goals to improve, maintain, and enhance public facilities and infrastructure and to improve mobility and accessibility in the City.
This project is also consistent with Mobility Element Program 3.10 (Enhance Signalized Purchase Order for Video Detection Cameras
May 22, 2023
Intersections for All Road Users), which promotes safety at busy intersections by applying design guidelines that provide a safe and efficient flow of vehicles, pedestrians, and bicycles. The project expands the DOT Traffic Management Center's capabilities by using video detection technology at signalized intersections.
ENVIRONMENTAL ANALYSIS:
The actions proposed herein are exempt from the California Environmental Quality Act (CEQA), pursuant to State CEQA Guidelines Section 15061 (b) (3), the "common sense" provision of CEQA which applies to projects which may have the potential for causing a significant effect on the environment. Where it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment, the activity is not subject to CEQA. The installation of video detection cameras will not result in any significant effect on the environment.
FISCAL IMPACT:
Funding for this purchase order was provided by a grant from the OTS, through the National Highway Traffic Safety Administration (NHTSA). This OTS grant award is a non-matching grant and will have minimal financial impact to the City's general fund.
The grant award of $187,000 is reflected in revenue account 10124003-649700-95093 and costs for the purchase order with lteris Inc. are in expenditure account 10124003- 811400-95093. The effective life of the video detection cameras is typically 12 years, indirect and support costs are minimal and will be absorbed within the Department of Transportation's operating budget.
Prepared by:
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Alberto Felix
Engineer
Approved by:
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MIGMARQUEZ
City Manager
L
Director
Department of Transportation