REPORT TO COUNCIL
SUBJECT
Title
Authorization to Modify an Existing Purchase Order for Traffic Signal Controllers (F17-077) and Finding of California Environmental Quality Act (CEQA) Categorical Exemption
Report
REPORT IN BRIEF
Approval is requested to increase an existing Purchase Order with Control Tech West Inc. of Temecula from $90,000 to $379,000 for the purchase of traffic signal controllers, as explained below.
EXISTING POLICY
Pursuant to Chapter 2.08 of the Sunnyvale Municipal Code, transactions exceeding $100,000 require Council approval.
ENVIRONMENTAL REVIEW
This project is exempt under the California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines Section 15301(c), minor alteration of existing facilities, mechanical equipment, highways and streets involving negligible or no expansion of use beyond that which presently exists.
BACKGROUND AND DISCUSSION
The City owns and operates 131 signalized intersections with traffic signal controllers. All of them are being integrated into MaxView, the City’s newly installed Advanced Adaptive Transportation Management System (AATMS) under a contract awarded to Control Tech West by Council in February 2016 (RTC No. 15-1078).
The City has an approved project (820180-Traffic Signal Controller Replacements) to replace the traffic signal controllers. The existing controllers do not meet City standards and are obsolete. These shortcomings affect the flow of traffic operation, create additional congestion and are inefficient for both motorized and non-motorized traffic. This project will replace the existing traffic signal controllers with state of the art “Intelight MaxView” controllers which are fully compatible with the City’s AATMS, and will support the City’s intelligent transportation system architecture. To assure appropriate communications between signals the same controllers should be used at every signalized intersection. The City has chosen the Maxview controller as the standard.
When the AATMS contract was awarded it was anticipated that only a number of controllers would be replaced due to staff capacity; however, the contract with the vendor also stipulated that additional controllers could be purchased in the future. It is best to use the same vendor, as the controller needs to be tested, programmed, and integrated into the existing system. Following the AATMS deployment, a Purchase Order (PO) in the amount of $90,000 was awarded to Control Tech West under the City Manager’s contracting authority for anticipated traffic signal controller replacements during the current fiscal year. Since the PO was issued, staff has determined that the existing controllers do not integrate optimally with the new system and should be replaced.
This work was anticipated and is funded as part of project 820180, but is now being accelerated. By replacing the controllers at this time the City is receiving better pricing, and using the same vendor assures consistent quality assurance and better support when issues arise. In order to proceed with the accelerated work, it is necessary to significantly increase the existing PO.
FISCAL IMPACT
Budgeted funds are available in Project 820180, Traffic Signal Controller Replacements.
Funding Source
This Purchase Order is funded in the Infrastructure Renovation and Replacement Fund through Gas Tax revenues.
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) Make a finding of CEQA categorical exemption pursuant to CEQA Guidelines Section 15301(c) minor alteration of existing facilities, mechanical equipment, highways and streets involving negligible or no expansion of use beyond that which presently exists; and 2) Authorize the City Manager to modify an existing Purchase Order with Control Tech West to increase the not-to-exceed value from $90,000 to $379,000.
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
ATTACHMENT
1. Draft Purchase Order