Staff Report
PREPARED BY: YING SMITH
Transportation and Mobility Manager
Reviewed by: Town Manager, Assistant Town Manager, Town Attorney, Finance Director, and Parks and
Public Works Director
110 E. Main Street Los Gatos, CA 95030 ● 406-354-6832
www.losgatosca.gov
TOWN OF LOS GATOS
COUNCIL AGENDA REPORT
MEETING DATE: 12/17/2019
ITEM NO: 8
DATE: December 11, 2019
TO: Mayor and Town Council
FROM: Laurel Prevetti, Town Manager
SUBJECT: Authorize the Town Manager to Issue Procurement Documents for the Los
Gatos Smart Signals Project (Project #813-0227 Traffic Signal Modernization)
RECOMMENDATION:
Authorize the Town Manager to issue procurement documents for the Los Gatos Smart Signals
Project (Project #813-0227 Traffic Signal Modernization).
BACKGROUND:
The Town’s existing traffic signals currently operate in an aged system without centralized
control. In 2016, the Town completed a Traffic Signal System Evaluation which included a
detailed inventory of the existing traffic signal infrastructure network. Following the
evaluation, the Town applied for and was awarded three grants from the Santa Clara Valley
Transportation Authority (VTA) and the Metropolitan Transportation Commission (MTC). The
Innovative Deployments to Enhance Arterials (IDEA) grant received from MTC is a federal
program, thus the Town must comply with stringent federal project delivery requirements in
project development and vendor and consultant procurement.
With a project cost of over $2.9 million, including future fiscal year allocations, this is a large-
scale project with both local and federal project elements. Town staff has benefited from the
technical expertise of MTC staff and its consultant, who collectively have managed many similar
projects throughout the Bay Area and California. Since the start of the project in August 2018,
MTC and its consultant completed several draft technical reports: Systems Engineering
Management Plan, Concept of Operations, and System Requirements. In early 2019 Town staff
and W-Trans, project management consultant for the Town, conducted informal vendor
interviews and finalized the documents.
PAGE 2 OF 4
SUBJECT: Authorize the Town Manager to Issue Procurement Documents for the Los Gatos
Smart Signals Project (Project #813-0227 Traffic Signal Modernization)
DATE: December 11, 2019
DISCUSSION:
Building on the foundation of the technical reports, the Town is ready to solicit vendors to
provide and implement the various project elements. MTC staff and its consultant provided
additional guidance on the procurement approach and assisted Town staff in deciding the best
approach to procure the various project elements in a logical sequence. Table 1 summarizes
the procurement approach and its steps. This approach is in compliance with the federal
project delivery requirements, allows for competition among vendors, and provides a certain
degree of flexibility for the Town in decision making. The procurement process would start
with, a request for proposals for the Central System and the Adaptive Traffic Control System
(Step 1). Steps 2 and 3 are contingent upon Step 1, while Step 4 is relatively independent from
other steps and can be carried out in a later stage. Based on the preliminary estimates, the
total cost of the entire procurement is approximately $1.8 million. Additional costs for project
development, inspection, and management will accrue separately.
Table 1 - Los Gatos Smart Signals Project Procurement Approach and Steps
Step Scope & Project Element Cost Estimate Fund Source Procurement
1 Central System
Adaptive Traffic Control System $ 491,777 Local
Federal RFP 1
2 Signal Controller Upgrade $ 163,680 Local Sole Source
3 Automated Traffic Signal Performance
Measures Virtual Bike Detection $ 537,804 Federal RFP 2
4 Design of field elements
Construction of field elements $ 610,649 Federal RFQ
Bid
Total for Procurement $ 1,803,910
Notes:
Cost estimates are preliminary.
RFP: Request for Proposals
RFQ: Request for Qualifications
Town staff is recommending that the Town Council grant the Town Manager the authority to
issue the procurement documents for the entire process as illustrated in Table 1 to allow for
timely execution of the individual project elements and actions. The first step, RFP 1, is
scheduled to be released on December 20, 2019. Draft RFP 1 and future procurement
documents will be posted on the Town’s website at: https://www.losgatosca.gov/2258/RFPRFQ
The Council would retain the authority to award each contract.
PAGE 3 OF 4
SUBJECT: Authorize the Town Manager to Issue Procurement Documents for the Los Gatos
Smart Signals Project (Project #813-0227 Traffic Signal Modernization)
DATE: December 11, 2019
CONCLUSION:
Because of the tight controls placed on the project through the federal procurement process
and the need to actively move the project forward, staff recommends providing the Town
Manager authority to issue the appropriate procurement documents for the Smart Signals
Project.
ALTERNATIVES:
The Council could choose to modify the procurement process. Any modifications would require
a fresh look of the entire process and additional coordination and consultation with MTC staff
which could result in time delay in starting the procurement process and project
implementation.
COORDINATION:
This report was coordinated with MTC staff and the Finance Department.
FISCAL IMPACT:
Project #813-0227 Traffic Signal Modernization in the Capital Improvement Program Budget
(Fiscal Year 2019/20 – 2023/24) has sufficient funds for the contracts and staff costs. Staff will
return to the Council for award of the vendor and consultant contracts that result from the
individual procurement actions. The $2.9M project identified above includes funds anticipated
for FY 2020/21.
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SUBJECT: Authorize the Town Manager to Issue Procurement Documents for the Los Gatos
Smart Signals Project (Project #813-0227 Traffic Signal Modernization)
DATE: December 11, 2019
FISCAL IMPACT (continued):
ENVIRONMENTAL ASSESSMENT:
The action granting procurement authority is not a project as defined under CEQA. The Traffic
Signal Modernization (Smart Signals) project is a project as defined under the California
Environmental Quality Act (CEQA) and is Categorically Exempt under Section 15301: Existing
Facilities. A Notice of Exemption will be filed.
Available Expended/Estimated
Budget Encumbered Future
FY 19/20 To Date Contracts
Traffic Mitigation $665,668 43,553$
Grants & Awards $1,785,019
Total $2,450,687
117,962$
Central System Adaptive Traffic Control System $491,777
Signal Controller Upgrade $163,680
Automated Traffic Signal Performance Measures Virtual Bike Detection $537,804
Design of Field Elements & Construction of Field Elements $610,649
W- Trans Project Management $125,000
Staff Costs $234,508
Total $2,163,418
TOTALS 2,450,687$ 117,962$ $2,163,418
Traffic Signal Modernization
Project 813-0227