HomeMy WebLinkAboutItem 06 - Adaptive Signal System ITEM #
MEMO TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: BRUNO RUMBELOW, CITY MANAGER
MEETING DATE: MAY 4, 2010
SUBJECT: ADAPTIVE SIGNAL SYSTEM CONTRACT
RECOMMENDATION
City Council consider awarding the contract for an adaptive signal system to Rhythm
Engineering in an amount of $ 1,496,040, authorize the City Manager to execute said
contract, and take any necessary action.
FUNDING.SOURCE:
Funding is available as follows:
A mt. Ong stem/State signals Off-S stem/Ci Signals
No. Cost Account# No. Cost Account#
TXDOT 32 $909,653 113-48899-415-07 4 $113,707
$90,965 113-48899-415-07
$22,741 1 78-78124-015
NCTCOG 0 5 $158,600 113-48899-415-06
SECO" 0 11 $314,080
$251,264 113-48899-415-08
$82,816 178-78128-015
*although 7 of the 11 signals are state,for funding purposes they are considered dity as there is no state match.
BACKGROUND:
Staff sent out Requests for Proposals(RFPs) in accordance with Local Government Code
Chapter 252, Subchapter B, Section 252.021 (a) and Section 252.041 (a). The proposal
advertisement was posted in the Fort Worth Star Telegram on July 16, 2009 and July 23,
2009.
This request is to approve the selection and purchase of the adaptive signal system. Due
to the complex nature of the system, staff used a high technology procurement process to
select the best adaptive signal system. This process involves requesting proposals based
on a set of specifications and selecting the best proposal based on several criteria outlined
in the RFP.
Criteria used included quality and reliability of customer service,features and capabilities of
the system, cost, ease of integration with existing software and hardware, etc. The
RMGENDA105-04-1MAdaptive Signal System contract memo.doc
proposals were then ranked based on these criteria and a contract was negotiated with the
top ranked vendor.
In response to the RFP, we received two proposals, one from Rhythm Engineering
(InSync) and one from NazTec ITS. NazTec ITS included two systems in their proposal,
SynchroGreen and NazTec Adaptive. Based on the ratings for each system shown in the
table below, staff selected Rhythm Engineering's InSync system as the best system for our
needs.
MY a NAZTEC ITS
Selection Criteria InSync SynchroGreen Naztec
Adaptive
Quality and Reliability of 10% 10% 10%
Customer Service (10%
Features and Capabilities of 30% 20% 15%
System $0%)
Cost 30% 30% 30% 30%
Ease of Integration with 10% 10% 10%
existing software and
hardware (10%
Experience of previous clients 10% 0% 5%
with system and system
supplier (10%
Qualifications of the project 10% 10% 10%
manager and key personnel to
be used in the project 10%)
Total 100% 80% 80%
Staff has since negotiated the actual scope of services and the total cost for providing the
system with Rhythm Engineering. Through the negotiation process, staff was able to
reduce the cost of the total contract by approximately $203,000.
Exhibit 1 shows the locations and arterials where the systems will be installed. The
contract will provide adaptive signal systems at 52 traffic signals. Staff is also purchasing
five spares to minimize downtime during system malfunctions. Staff has also negotiated
pricing for additional systems for future locations and manufacturer's direct pricing for
CCTV cameras, monitors and keyboards for the adaptive system. These items may be
purchased at a future date at these set prices.
The project is funded in large part by federal and stimulus grants. We have entered into
separate agreements with the North Central Texas Council of Governments (NCTCOG),
TXDOT and the State Energy Conservation Office (SECO) for these funds. The project
has been slow to develop due to the delays in amending the agreement with the Texas
Department of Transportation. The TXDOT agreement was finally amended in April, 2010.
RAAGl NDAM-04-101Adaptive Signal System contract memo.doc
The location breakdown by agreement is provided in the table below. Appropriate funds
are budgeted and are also shown. The total cost of the contract is $1,496,040. Grants
provide $1,378,763 in funding with the City providing the remaining $117,277.
A mt. On-s stemlState signals Off=S ste /City Signals
No. Cost Account# No_ Cost Account#
TXDOT 32 $909,653 113-48899-415-07 4 $113,707
$90,965 113-48899-415-07
$22,749 178-78924-015
NCTCOG 0 5 $158,600 113-48899-415-06
SECO* 0 11 $314,080
$251,264 113-48899-415-08
$6Z8161 178-78128-015
*aEthou h 7 of the 11 signals are state,for funding purposes they are considered city as there is no state match.
We have received the notice to proceed for all except a small portion (four city signals) of
the TXDOT agreement. We should receive the notice to proceed for the remaining portion
in the next few weeks. Although the proposed contract covers this portion, the equipment
for these four locations will not be ordered until the notice to proceed is obtained.
Staff recommends approval.
RAAGENDA105-04-101Adaptive Signal System contract memo.doc