City of Culver City, California
Agenda Item Report
Meeting Date: 06/07/2010 Item Number: C-2
CITY COUNCIL AGENDA ITEM: (1) Waiver of Formal Competitive Bidding
Procedures for Purchase of Traffic Signal Hardware and Related Devices and (2)
Approve a Purchase Agreement with McCain Inc., for the Purchase of Traffic Signal
Hardware and Related Devices as a Part of the Fox Hills Area Signal
Synchronization Project, P-852
Contact Person/Dept.: Elaine Jeng/PW Phone Number: 310-253-5621
Fiscal Impact: Yes [X] No [] General Fund: Yes [] No [X]
Public Hearing: [] Action Item: [] Attachments: []
Commission Action Required: Yes [] No [X] Date: _______________
Public Notification: (E-Mail) Agenda and Meetings – City Council (06/02/2010)
Department Approval:
Charles D. Herbertson (05/27/10)
City Attorney Approval:
Carol Schwab (by H. Baker) (06/02/10)
Chief Financial Officer Approval:
Jeff Muir (by N. Kimball) (06/02/10)
City Manager Approval:
P. Lamont Ewell (06/02/10)
RECOMMENDATION:
Staff recommends the City Council (1) waive the formal bidding procedures for the
purchase of traffic signal hardware and related devices; and (2) approve a purchase
agreement with McCain Inc. for the purchase of traffic signal hardware and related
devices as a part of the Fox Hills Area Signal Synchronization Project, P-852.
BACKGROUND:
Staff submitted the Fox Hills Area Traffic Signal Synchronization Project to the Los
Angeles County Metropolitan Transportation Authority (Metro) 2001 Call for Projects
program for funding. The application proposed multiple components of work
comprised of upgrading twelve traffic signals within the Fox Hills area, switching
existing traffic signal data transmission from copper wire interconnection to the City’s
existing fiber optic network, providing mutual video CCTV camera surveillance
capability between Culver City and Los Angeles Department of Transportation
(LADOT), certifying the City’s existing traffic signal communication infrastructure and
acquiring a citywide Traffic Control System (TCS). All components of the project are
complete with the exception of the installation of the Citywide TCS and the
construction of a Traffic Control Center (TCC) in City Hall both of which are currently
underway.
The grant stipulated that the project in its entirety must be completed by June 30,
2010. Ninety percent of the TCS installation work is complete pending approval of City of Culver City, California
Agenda Item Report
Acceptance Testing (punch list). Both the TCS installation and the construction of
the TCC are anticipated to be completed on-time.
DISCUSSION:
The TCS has been in operation for testing purposes for the last 3 months. During
this time period, Public Works Department signal maintenance and engineering staff
have utilized the TCS to monitor the City’s existing traffic signals. It was discovered
that a number of the City’s existing traffic signals are exhibiting faulty communication
operations that affect proper functioning of the TCS.
In order to realize the full benefits of the TCS, communications to each signalized
location must be established. In order to maintain complete functionality of
signalized intersections, associated hardware and devices must be in working order.
To satisfy these two criteria, staff prepared a list of hardware and devices to be
purchased based on field experience/survey from the last 3 months with
consideration that the equipment installation can be performed by in-house staff.
The list was forwarded to 3 vendors for pricing. Three quotes were received and
summarized as follows:
Company Price
1 McCain Inc. $109,433.50
2 Traffic Parts $122,653.75
3 Republic ITS $145,065.00
Staff reviewed the quotes and based on the competitive pricing and delivery date,
staff is recommending the purchase of traffic signal hardware and related devices
from McCain Inc.
In accordance with the provisions of Culver City Municipal Code Section 3.07.065.D,
staff recommends that the formal competitive bidding procedures be waived for the
purchased of traffic signal hardware and related devices, as such equipment is a
component of a system of equipment previously acquired by the City, and is
necessary to repair, maintain or improve the City’s utilization of the system.
FISCAL ANALYSIS:
The total project, including components that have been completed, has a budget of
$2,036,100. The local match is $414,275. The total cost of this purchase is
$109,433.50.
Funding Sources Amount
Prop C – Discretionary (42300852) $876,000 City of Culver City, California
Agenda Item Report
Prop C – Discretionary (42300852) $607,000
Prop C – Transfer in to Gen Fund Capital (42300852) $138,825
Crown WaterRidge Mitigation Funds (55093504 – Local
Match)
$189,665
Gas Tax (41800852 – Local Match) $224,610
Total Funding Sources: $2,036,100
Project Components Contract
Amounts
Signal Design $154,500
Signal Upgrade $806,079
Mutual Video/Copper to Fiber $69,757
Server Room Design $10,000
Sever Room Construction $24,500
Configuration Management $124,140
Traffic Control System Installation $473,516
Communication Survey $100,000
TMC Design $50,000
TMC Construction $43,425
TMC Electronic Equipment Purchase $35,000
Crosstown Field Fixes $35,000
Traffic Signal Hardware/Devices Purchase w/ change
order authority
$110,183
Total Project Uses $2,036,100
MOTIONS:
That the City Council:
1) Pursuant to Culver City Municipal Code Section 3.07.065(D), waive the formal
competitive bidding requirements for this purchase; and,
2) Approve a purchase agreement with McCain Inc. in an amount of $109,433.50;
and,
3) Authorize the Public Works Directory/City Engineer to approve change orders in
the amount of $749.50 if necessary; and,
4) Authorize the City Attorney to review/prepare the necessary documents; and,
5) Authorize the City Manager to execute such documents on behalf of the City.