TO:Andrew P. Powers, City Manager
FROM:Clifford G. Finley, Public Works Director
DATE:August 27, 2024
SUBJECT: Econolite Control Products Sole Source Designation RECOMMENDATION:
1. Approve a sole source designation for material and products for the maintenance of traffic signals from Econolite Control Products Incorporated (Anaheim, CA) in the not to exceed amount of $200,000 for FY 2024-25.
2. Authorize expenditure in the amount of $200,000 in FY 2024-25 as follows; $75,000 from A/C #141-5570-631-5500 and $50,000 from A/C #141-5570-631- 8400 (MI 2615 Signal Equipment Upgrades/Maintenance), $10,000 from A/C #001-5560-631-5500 (MI 2033 Intersection Safety Improvements), $60,000 from A/C #141-5570-631-8400 (CI 5601 Traffic Signal Cabinet Replacement) and $50,000 from A/C #141-5570-631-8300 (CI 5604 Traffic Signal Modifications and Upgrades), all collectively not to exceed $200,000.
3. Find that this action is not a project as defined under the California Environmental Quality Act (CEQA).
LEVINE ACT ITEM: Yes
FINANCIAL IMPACT:
No Additional Funding Requested. $200,000 is included in the Adopted FY 2024-25 General Fund and Lighting Fund Budgets for the anticipated hardware upgrade and signal maintenance from MI 2615, MI 2033, CI 5601, and CI 5604.
BACKGROUND:
There are currently 136 City-owned and operated traffic signals citywide. The predominant electronic components within the controller cabinets operating the traffic signals are products manufactured or distributed by Econolite Control Products (Econolite). The electronic components necessary to operate a traffic signal include the traffic signal controller, video detection cameras, conflict monitor, battery backup unit, load switch, and power supply. Non-electronic components include the foundation pedestal, signal cabinet housing, and battery cabinet.
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There are a total of 95 existing signalized intersections connected to the City’s Advanced Traffic Management System (ATMS) by a mix of fiber optic cable, copper wire, and wireless systems. All 136 traffic signalized intersections have battery backup units, and 125 traffic signals have a cumulative total of 500 video detection cameras. Emergency Vehicle Preemption units are featured at 60 intersections to allow fire response teams to travel to emergency calls with minimal delays. Staff has relied on Econolite equipment and services to assist with the ongoing maintenance of City traffic signal equipment and components, due to compatibility with existing equipment as well as their unique design/performance specifications and quality requirements. All are essential to maintain safe and reliable operation of the traffic signals.
The City first contracted with Econolite in 1996 to supply and install all necessary auxiliary traffic control and communication equipment in the traffic signal control cabinets as part of the City of Thousand Oaks Master Signal Coordination Project.
Since then, the City has been installing Econolite equipment for all new traffic signal installations to maintain uniformity and compatibility with existing equipment.
Below are the current unit costs for the more common components that frequently need replacement during a given fiscal year:
•Traffic Signal Cabinet $24,674
•Video Detection Camera $ 6,500
•Video Detection Comm Manager $ 4,125
•Controller $ 5,106
•Cabinet Base $ 596
•Conflict Monitor $ 2,722
•Cabinet Power Supply $ 694
•Battery Backup Cabinet $ 2,250
One of the challenges facing the City is that most of the traffic signals are now 30- 50 years old. As such, the signal components are aging or close to reaching the end of their useful lives. It is therefore anticipated that at least two or three traffic signal cabinets will need to be replaced annually, as well as multiple video detection cameras, and traffic signal controllers throughout the City.
DISCUSSION/ANALYSIS:
The City’s purchasing ordinance requires City Council approval for sole source expenditures over $75,000 to a single vendor (Thousand Oaks Municipal Code Section 3-10.202). Staff has had expenditures exceed the $75,000 over the past Econolite Control Products Sole Source Designation
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several years due to an increase in maintenance and replacement costs due to the aging infrastructure.
Staff is planning to purchase two traffic signal cabinets and controllers totaling $59,560 by September 2024, to replace units at two intersections that have reached the end of their useful lives. With 10 additional months remaining in the fiscal year, it is anticipated that purchases will exceed the City Manager’s $75,000 purchasing authority. Therefore, staff is seeking authorization to have a sole source designation for traffic signal equipment and supplies for the maintenance of traffic signals from Econolite, and the expenditure authority of $200,000 during FY 2024-25. This authority is needed to operate, quickly repair, and maintain the traffic signals.
A sole source designation is requested for the City to continue to utilize Econolite for traffic signal maintenance and upgrades. These upgrades and modifications come from CI 5604 – Traffic Signal Modifications and Upgrades, CI 5601 – Traffic Signal Cabinet Replacement, MI 2033 – Intersection Safety Improvements, and MI 2615 – Signal Equipment Upgrades/Maintenance. Another advantage of ordering equipment directly from Econolite is to reduce costs and avoid delays caused by lengthy lead times. Moving to a different vendor would require the development of a completely new traffic signal maintenance system. Therefore, staff recommends that Econolite be qualified as a sole source vendor for the City for FY 2024-25 to provide traffic signal controllers, auxiliary equipment, communications equipment, video detection equipment, traffic signal software, and other incidental traffic signal-related equipment.
This action is not a project as defined under the CEQA because this action will not result in a direct or foreseeable indirect physical change in the environment [14 CCR 15060(c)].
This project meets City Council’s Top Ten Priorities #7, “Public Works + Infrastructure Investments”.
CIP PROJECT PRIORITY (as outlined in FY 2023-24 and FY 2024-25 CIP Program Budget)
Priority One – Addresses health & Safety, legal and regulatory requirements, or a top City Council Priority.
LEVINE ACT (California Government Code § 84308):
This item is subject to the Levine Act. City Council members who have received a campaign contribution of more than $250 (aggregated) within the preceding 12 months from a party or their agent/representative, or a financially-interested Econolite Control Products Sole Source Designation
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participant involved in this proceeding may do either of the following: (1) disclose the contribution on the record and recuse themselves from this proceeding; or if applicable (2) return the portion of the contribution that exceeds $250 within 30 days from the time the official knew or should have known about the contribution, and participate in the proceeding.
All parties and their agents/representatives must disclose on the record of this proceeding any aggregated contribution of more than $250 made to any Council member within the preceding 12 months. Council members are prohibited from accepting, soliciting, or directing a campaign contribution of more than $250 (aggregated) from a party, their agent/representative, or a financially-interested participant during a proceeding and for 12 months following the date a final decision is made. In addition, a party, their agent/representative, or a financially interested participant is prohibited from contributing more than $250 (aggregated) to a Council member during a proceeding and for 12 months following the date a final decision is made.
COUNCIL GOAL COMPLIANCE:
Meets the following City Council goals:
D. Maintain strong commitment to public safety (including Police, Fire, Emergency Medical Services, and Emergency Management) to ensure City remains one of the safest Cities in the United States with a population over 100,000.
F. Provide and enhance essential infrastructure to ensure that the goals and policies of the Thousand Oaks General Plan are carried out and the City retains its role and reputation as a leader in protecting the environment and preserving limited natural resources.
PREPARED BY: Robert Sweeting, Associate Engineer
DPW: 821-30\rs\ev\Council\2024\082724\Econolite Control Products Sole Source Designation FY 2024-25 staff report.docx