REPORT TO COUNCIL
SUBJECT
Title
Award a Contract for the Installation of an Emergency Vehicle Traffic Signal Preemption System (F17-073) and Approve Budget Modification No. 33
Report
REPORT IN BRIEF
Approval is requested to award a contract in the amount of $535,488 to Emtrac Systems of Mt. Vernon, Illinois to install an emergency vehicle traffic signal preemption system. Approval is also requested for a 10% project contingency in the amount of $53,549 as well as a Budget Modification in the amount of $262,963.
EXISTING POLICY
Pursuant to Chapter 2.08 of the Sunnyvale Municipal Code, transactions greater than $100,000 require Council approval. Consistent with the provision of Sunnyvale Municipal Code Section 2.08.070(b)(4), contracts for the procurement of sole source goods or services may be exempted from the competitive proposal process.
ENVIRONMENTAL REVIEW
The California Environmental Quality Act (CEQA) determination for this project is a categorical exemption pursuant to CEQA Guidelines Section 15302 as the project involves the replacement of existing emergency vehicle traffic signal preemption equipment.
BACKGROUND AND DISCUSSION
Capital Project 831900 (Emergency Vehicle Traffic Signal Preemption) is for the purchase and installation of new Emtrac Systems Emergency Vehicle traffic signal preemption equipment to upgrade and replace the existing Emtrac system currently in place at all signalized City intersections and in emergency vehicles.
The new equipment will use spread spectrum radio communications to link emergency vehicles (EV) and traffic signals upgrading and expanding the existing, outdated preemption equipment. Preemption systems enable an EV to request priority through signalized intersections, allowing it to proceed through safely and with minimal delay. The equipment gives an EV a green signal when responding to an emergency and shows red signals to vehicles approaching from other directions, bringing them to an orderly stop. This reduces response times to emergencies and increases safety for pedestrians, EV operators, and other vehicles using the signalized intersections. The project will provide new emergency preemption transmitters in all City fire trucks, patrol cars and motorcycles and new radio receivers at all signalized intersections.
Replacement of the Emtrac System supports the City’s operational goals to reduce emergency vehicle response times, reduce maintenance of outdated equipment, and support mutual aid with neighboring jurisdictions. Santa Clara County Central Fire Protection District (County Fire) has chosen Emtrac Systems as their preemption equipment specification. Each of the municipalities in Santa Clara County whom County Fire supports have been informed of this choice and have been asked to upgrade old equipment to this new system. Once upgrades have been made, EVs in the Cities of Santa Clara, Sunnyvale, Cupertino and Los Gatos will be able to smoothly transition between these cities when responding to emergencies. In addition, 17 Sunnyvale intersections have been upgraded to the new equipment by Apple Computer to improve EV response times to their new Cupertino facility.
FISCAL IMPACT
Budgeted funding in the amount of $867,000 is available in Capital Project 831900, Emergency Vehicle Traffic Signal Preemption. This contract will pay for the equipment and installation on the traffic signals. The installation of equipment on vehicles will be completed on overtime by City staff. Staff anticipates 112 hours of overtime will be needed for a total cost of $15,000. Budget Modification No. 33 has been prepared to return the remaining un-needed funds in the amount of $262,963 to the General Fund Budget Stabilization Fund.
Budget Modification No. 33
FY 2016/17
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Current |
Increase/ (Decrease) |
Revised |
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General Fund |
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Expenditures |
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831900 Emergency Vehicle Traffic Signals Preemption |
$867,000 |
($262,963) |
$604,037 |
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Reserves |
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Budget Stabilization Fund |
$49,995,337 |
$262,963 |
$50,258,300 |
Funding Source
This project is funded by the General Fund.
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City's official-notice bulletin board outside City Hall, at the Sunnyvale Senior Center, Community Center and Department of Public Safety; and by making the agenda and report available at the Sunnyvale Public Library, the Office of the City Clerk and on the City's website.
RECOMMENDATION
Recommendation
1) Award a contract, in substantially the same form as Attachment 1 to the report and in an amount of $535,488 to Emtrac Systems and authorize the City Manager to execute the contract when all the necessary conditions have been met; and 2) approve a 10% project contingency in the amount of $53,549; 3) approve a budget modification in the amount of $262,963.
Staff
Prepared by: Pete Gonda, Purchasing Officer
Reviewed by: Timothy J. Kirby, Director of Finance
Reviewed by: Manuel Pineda, Director of Public Works
Reviewed by: Walter C. Rossmann, Assistant City Manager
Approved by: Deanna J. Santana, City Manager
ATTACHMENTS
1. Draft Installation Contract