TO:
Honorable Mayor and Members of the City Council
THROUGH:
Bruce Moe, City Manager
FROM:
Stephanie Katsouleas, Public Works Director
Prem Kumar, City Engineer
Helen Shi, Senior Civil Engineer
SUBJECT:Title
Consider Waiving Formal Bidding per Manhattan Beach Municipal Code Section 2.36.140 and Adopting a Resolution Approving an Agreement with DDL Traffic, Inc. for the Purchase and Installation of the Emergency Vehicle Preemption System (Phase II) for $148,903; Authorizing the City Manager to Execute the Agreement; and Authorizing the City Manager to Approve Additional Work, if Necessary, for up to $9,000 (Public Works Director Katsouleas).
a) WAIVE FORMAL BIDDING
b) ADOPT RESOLUTION NO. 20-0057 APPROVING AN AGREEMENT
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Recommended Action
RECOMMENDATION:
Staff recommends that the City Council
1) Waive formal bidding;
2) Approve an agreement with DDL Traffic, Inc. for the purchase and installation of Emergency Vehicle Preemption System (Phase II) for $148,903;
3) Authorize the City Manager to execute the agreement and approve additional work, if necessary, up to $9,000.
FISCAL IMPLICATIONS:
There are sufficient funds in the Capital Improvement Project (CIP) budget for the Emergency Vehicle Preemption System (Phase II) Project.
BACKGROUND:
The City owns 38 traffic signals at major and minor intersections throughout Manhattan Beach, both as sole operator and as a shared operator with neighboring cities. An additional 10 traffic signals are owned and maintained by the State of California along Sepulveda Boulevard.
Emergency response time can be significantly affected each time responders are delayed due to red lights and congestion at signalized intersections. Emergency vehicle preemption (EVP) dramatically reduces those delays by changing the signal timing when an infrared or GPS priority signal is received from an EVP-equipped vehicle. The traffic signal controller extends a green light or switches the phasing to provide a green light and changes any conflicting directions to a red light to keep the intersection clear for the approaching emergency vehicle. An EVP system can minimize emergency response times up to 50% and reduce the potential for collisions with other vehicles up to 70% based on the research conducted by the U.S. Department of Transportation, Federal Highway Administration.
On January 17, 2017, the City Council waived formal bidding procedures and approved a contract with DDL Traffic, Inc. for $145,907 to install the EVP system at 17 signalized intersections (Phase I) of the 38 City-owned traffic signals. In addition, one intersection was upgraded with the same preemption system as part of the Manhattan Village Mall project, and three additional intersections have been updated with preemption systems as part of other City projects. This project will install EVPs at the remaining 17 intersections, thus outfitting all signalized intersections throughout Manhattan Beach with EVPs as Phase II.
DISCUSSION:
The EVP System (Phase II) project consists of the purchase and installation of multi-mode Opticom EVP devices and related equipment for 17 City-owned signalized intersections as identified in the attached project map. Purchasing this Opticom EVP system will maintain consistent equipment and functionality with the existing fleet of emergency vehicles using infrared detection, as well as provide enhanced detection, signal phasing, tracking and route management capability for those vehicles equipped with GPS detection.
Waiver of Formal Bidding
Staff recommends that this purchase be considered single source and awarded to DDL Traffic, Inc. Under MBMC Section 2.36.140, the City Council may waive purchasing procedures to fit a specific purchase. Although there are other vendors that can provide acceptable hardware solutions; Opticom EVP is a proprietary system with patented design and manufacturing processes, and DDL Traffic, Inc. is the sole distributor and trained installer of Opticom products.
Awarding to DDL Traffic, Inc. will maximize the efficiency and effectiveness of the existing infrastructure. Staff negotiated a contracted rate of $148,903 with DDL Traffic, Inc., to furnish and install the Opticom devices for the remaining 17 intersections. Staff believes this rate is fair as it represents only a 2% increae over the project costs incurred in 2017.
Therefore, staff recommends that the City Council waive formal bidding requirements per the MBMC 2.36.140, authorize the City Manager to execute an agreement with DDL Traffic, Inc. for $148,903 and approve additional work, if necessary, for up to $9,000.
PUBLIC OUTREACH:
Staff has worked with the Fire and Police Departments to deploy EVP equipment for the remaining 17 intersections not already outfitted. No other public outreach is required for this project.
ENVIROMENTAL REVIEW:
The City has reviewed the proposed project for compliance with the California Environmental Quality Act (CEQA) and has determined that the project qualifies for a Class 1(c) Categorical Exemption pursuant to Section 15301, “Existing Facilities” of the State CEQA Guidelines. Thus, no further environmental review is necessary.
LEGAL REVIEW:
The City Attorney has reviewed this report and determined that no additional legal analysis is necessary.
ATTACHMENTS:
1. Resolution No. 20-0057
2. Agreement - DDL Traffic, Inc.
3. Global Traffic Technology Opticom GPS System Description
4. Emergency Vehicle Preemption System Locations Map (Phase I & Phase II)