Item 11 Staff Report Traffic Signal Video Detection EquipmentDATE:
TO:
FROM:
SUBJECT:
MEETING DATE: 12/7/98
ITEM NO. /
COUNCIL AGENDA REPORT
November 30, 1998
MAYOR AND TOWN COUNCIL
TOWN MANAGER
TRAFFIC SIGNAL VIDEO DETECTION EOUIPMENT
A. AWARD BID TO SYNCHRONEX AS THE
BIDDER.
B. ADOPT RESOLUTION AUTHORIZING TOWN
AGREEMENT WITH SYNCHRONEX IN
$123,188.50
RECOMMENDATION:
LOWEST RESPONSIBLE
MANAGER TO EXECUTE
THE AMOUNT OF
1. Award bid to Synchronex as the lowest responsible bidder.
2. Adopt resolution (Attachment 1) authorizing Town Manager to execute agreement (Exhibit A) with Synchronex in
the amount of $123,188.50.
BACKGROUND:
On October 19, 1998, Council approved $147,230 (including installation and contingency) for video detection at the
following locations:
1. Knowles Drive at Winchester Boulevard
2. Knowles Drive at Capri Drive
3. Knowles Drive at Dardanelli Drive
4. Lark Avenue at Winchester Boulevard
5. Lark Avenue at Los Gatos Boulevard
6. Los Gatos Boulevard at Nino Avenue
DISCUSSION:
$ 27,430
$ 24,840
$ 24,840
$ 22,640
$ 24,840
$ 22,640
$147,230
Video detection is a newer more reliable approach to detecting vehicles, although it has been around for 15 years. The
cities of Campbell (2 years, 5 intersections), Cupertino, San Mateo, Milpitas, and County of Santa Clara are all using
video detection systems from Odetics. The City of San Jose is in the process of purchasing Odetics brand systems. We
currently use and are pleased with the operation of an Odetics brand system at the corner of Blossom Hill Road and Los
Gatos Boulevard.
Staff requested bids for video detection systems in May of 1998. Only Synchronex, representing the Odetics brand video
detection system, was responsive.
PREPARED BY: SCOTT R. BAKER
Director of Parks and Public Works
Reviewed by:
Finance Revised: 11/30/98 1:15 pm
Reformatted: 10/23/95 N:\B&E\CNCLRPTS\V ID-NOV. W PD
PAGE 2
MAYOR AND TOWN COUNCIL
SUBJECT: VIDEO DETECTION - AWARD OF BID
November 30, 1998
With video detection, zones of any size or location can be drawn and adjusted with a mouse pointer. Bicyclists and
motorcyclists (even pedestrians) can easily be detected. Odetics has been supplying these systems for six years. The
systems come with a 2-year warrantee.
The older, standard way to detect vehicles is through "inductive loop detection." Commonly, no warrantee is available
for inductive loops, because they tend to break easily.
Most of the loops in Town are inductive loops made up of a series of six foot square sawcuts made in the top three inches
of pavement. Wires are looped around the sawcut, (stuffed into the pavement) sealed into the sawcuts, and ran back to
the signal cabinet. Since they are only three inches deep, and not encased in conduit, they are easily destroyed. Often,
they break and stop working just from movement of pavement or cracking in pavement. Adjacent loops can cause
"crosswalk" problems, bicycles and motorcycles are hard to detect without increasing loop sensitivity to a point where
false detections occur.
When loop detectors stop working, they are expensive and time consuming to replace. The pavement near the bad loops
often needs repair. Town crews must schedule pavement repair during suitable weather, amongst their many other special
projects. Then the loops themselves have to be replaced. Since this work requires special knowledge and equipment,
it must be contracted out. This involves administrative overhead for engineering, maintenance, and finance staff,
purchase orders, insurance, business licenses, contracts, proposals, and working with contractors who are often too busy
to schedule work quickly. As a result, signals will not work correctly for extended periods.
Video detection, on the other hand, is not affected when the pavement is cut. Video detection is also much more flexible.
If lane lines are changed, for example, the detection zones can be redrawn easily. Further, video detection can continue
during construction, unlike standard detector loops.
The Town uses a video detection system at the intersection of Los Gatos Boulevard and Blossom Hill Road. This system
is the latest generation video detection system from Odetics and has served us very well.
Video vehicle detection is proposed for four intersections where street resurfacing is scheduled and two intersections
where new signals are scheduled. Installing the systems before reconstructing the pavement will allow a smoother flow
of traffic during reconstruction.
Depending on the size of the intersection, video detection systems can be more expensive than loops for smaller
intersections, and less expensive than loops for large intersections. Video detection systems offer lower maintenance
costs, much better service, and more flexibility than loop detectors at all intersections. For example:
1. Pavement deterioration and pavement/utility construction damage loop detectors, but not video detection
systems.
2. Adjusting striping at an intersection may require new loops, while video detection zones are simply
adjusted.
3. Re -installing failed loops often takes weeks, requiring residents to suffer though the inefficient signal
until it is fixed.
4. Town staff must administer contracts and monitor replacement work for loops.
5. Video cameras can also be used with monitoring software to remotely check the signal for correct
operation and traffic flow.
Installing an inductive loop detection system at a large new intersection similar to Knowles at Winchester costs
approximately $23,000, while video detection costs $26,500. An intersection this size has more than 40 loops.
Considering maintenance costs, video maintenance costs about the same after two years of operation. Medium/large-
sized intersections such as Dardanelli/Knowles take approximately 3 to 4 years to similarly justify solely on hard costs.
However, better service is the most important factor:
• Broken loops remain broken in the street for approximately 5 months
• Broken loops cause a 1 minute delay to half of the vehicles using the intersection
• 20,000 vehicles per day use the intersection
• Driver's time is valued at $30 per hour
PAGE 3
MAYOR AND TOWN COUNCIL
SUBJECT: VIDEO DETECTION - AWARD OF BID
November 30, 1998
ENVIRONMENTAL ASSESSMENTS:
Is not a project as defined under CEQA.
CONCLUSION:
Staff recommends that the purchase order for video detection systems be awarded to Syncronex as the lowest responsible
bidder at a contract price of $123,188.50
Given the increase in customer service and flexibility, which is hard to quantify in dollar figures, staff recommends the
use of video detection systems over loop detection systems with the following types of projects:
1. for all medium/large signals undergoing major modification.
2. for all new signal installations
3. for all medium/large signals in the path of near future pavement resurfacing projects which may affect
signal loops
FISCAL IMPACT:
Fully funded in current Capital Improvement Program budget.
Attachments:
1. Resolution approving agreement with Synchronex (with Exhibit A)
2. Synchronex bid
RESOLUTION
RESOLUTION OF THE TOWN COUNCIL
OF THE TOWN OF LOS GATOS
AUTHORIZING TOWN MANAGER TO EXECUTE AGREEMENT WITH
SYNCHRONEX IN THE AMOUNT OF $123,188.50
FOR THE PURCHASE OF VIDEO DETECTION EQUIPMENT
WHEREAS, Synchronex was the lowest responsible bidder for video detection equipment
for the intersections of Los Gatos Boulevard at Lark Avenue, Los Gatos Boulevard at Nino Avenue,
Knowles Drive at Dardanelli Drive, Knowles Drive at Capri Drive, Knowles Drive at Winchester
Boulevard, and Winchester Boulevard at Lark Avenue,
THEREFORE, BE IT RESOLVED: by the Town Council of the Town of Los Gatos,
County of Santa Clara, State of California, that the Town Manager is authorized to execute
agreement with Synchronex in the amount of $123,188.50 for Video Detection Equipment.
PASSED AND ADOPTED at a regular meeting of the Town Council of the Town of Los
Gatos, California, held on the 7th day of December, 1998, by the following vote.
COUNCIL MEMBERS:
AYES:
NAYS:
ABSENT:
ABSTAIN:
SIGNED: MAYOR OF THE TOWN OF LOS GATOS
LOS GATOS, CALIFORNIA
ATTEST:
CLERK OF THE TOWN OF LOS GATOS
LOS GATOS, CALIFORNIA
Attachment 1
1't/39/98 0:3F To:Emery Dyer
is
From:Chris Glerde
49P-1548431 Page 212
follows:
AGREEMENT TO PROVIDE
VIDEO i)E'TECTION SYSTEMS
TO 'THE TOWN OF LOS GATOS
THIS AGREEMENT is made and entered into in the Town of Los Gatos, County of Santa
Clara, State of California, by and between the TOWN OF LOS GATOS, a municipal corporation
[hereinafter . 'Townj; and SYNCHRONEX [hereinafter Contractor], as of the ,•y
,flk ZPV44, 1.9�
RECITALS
(A) Quot$tions,wcre sought by the Town for the purchase described in this Agreement,
and (ontravtar wrl.Courzd to be the lowest responsible supplier for this purchase.
I
(13) Contractor represents that it is a qualified and competent supplier of the itcrns to be
purchjased under the Agreement.
IT IS AGRiEEDAS FOLLOWS: j
1 _ Supplies and Terms. Contractor hereby agecs to deliver to Town at 411 MILES
AVENUE the iteuui and materials described in Exhibit A hereto. The ters andcon
mditions are as
a. Pritce_ Town shall pay Contractor the arnouuts; defined in Exhibit A. F.J.B., and
which include salesitax and delivery charges. Payment shall he net 30 days from delivery.
b. Delitvery. The; delivery of the items and materials shall be not later than
DECEMBER 31, 1t98. Delivery shall be made between 7:30 a.m. and 3:30 p.m. on weekdays that
are not Town holidays.
2. Time of the Essence. Prompt delivery of the items and materials is esscnitial to this
AAVrccment
3. Equal Employment Cji ortunity. Contractor warrants that it is an Equal Opportunity
Employer and shah comply with applicable regulations regarding equal employment opportunity.
Contractor shall not discriminate in the employment of any person because of race, color, national
origin, ancestry, mental or physical disability, medical condition, marital status, sex, age or sexual
prercrcnce, unless 1}ased upon a bona fide occupational qualification pursuant to the California Fair
Employment and using Act.
• i
Exhibit A
14/30/96 0:36 ro:Enery Dyer
From:Chris Glerde
408-3546431 Page 3/3
1:
i
i
• 4. Notices. All notices to be given with respect to this Agreement shall be addressed
. as follows:
To Tiown: CHRIS GJERDE, ASSISTANT TOWN ENGINEER
Town of Los Gatos
, P.O. Box 949
i 1 ma Gatos; CA 95021 •
To Contractor: EMERY B. DYER, VICE PRESIDENT
I SYNCHRONEX
i 1199 N. 5th Street
i San Jose, CA 95112
. 5. Waiirem Waiver of a breach or default under this ;Agreement shall not constitute
a cordinuing waivef or a waiver of a subsequent breach of the same or any other provision of the
Agreement
6. Moific-
dations No modification, waiver; termination, or :amendment to this
........._
Agreement is effective unless madc in v.-riling signed by the Town and the Contractor.
1
7. Severabilitv. If any term of this Agreement is heldinValid by 4 court of ilompetent
jurisdicticin, the remainder of this Agreement shall remain in effect
g. Entire Agreement. This Agreement sets forth the entire understanding between the
parties.
IN WITNESS WHEREOF, the Town and the Contractor have executed this Agmernent on
the date above writt6n.
SYNCHRO
EMERY B
APPROVED AS Ti FORM:
Qtry,,P_ Korh, Town Attorney
Nmiscora-mAcnvlo-ccorlysi
ReuM41/994
2
TOWN OF LOS GATOS
By
TO• WWMANAGER1
ATTEST:
Town Clerk
.ATV.R.orAft/S4
- YNCHRONEX
1199 N. Fifth Street
San Jose, CA 95112
Phone #: (408) 275-8392
Fax #: (408) 275-8396
Quote to:
TOWN OF LOS GATOS
110 EAST MAIN STREET
LOS GATOS, CA 95030
Quote #: 1325
Customer ID: LOS GATOS
********************************
* *
* QUOTE
* *
********************************
Ship to:
TOWN OF LOS GATOS
110 EAST MAIN STREET
LOS GATOS, CA 95030
-Date Ship Via F.O.B. Terms
08/31/98 I OUR TRUCK I Destination 11.006-10 / Net 30
P.O. Number Salesperson Required
I EMERY B. DYER 110/31/98
Req Shp B.O. Item No.
Description
Price Amount
VIDEO DETECTIONS SYSTEMS FOR
THE FOLLOWING INTERSECTIONS:
1 LOS GATOS BLVD.@LARK 19200.00 19200.00
(4 CAMERA SYSTEM)
1 WINCHESTER @ KNOWLES DRIVE 21200.00 21200.00
(5 CAMERA SYSTEM)
1 KNOWLES @ CAPRI DRIVE 19200.00 19200.00
(4 CAMERA SYSTEM)
1 KNOWLES @ DARDANELLI LANE 19200.00 19200.00
(4 CAMERA SYSTEM)
1 LOS GATOS BLVD. @ NINO 17500.00 17500.00
(3 CAMERA SYSTEM)
1 LARK @ WINCHESTER BLVD. 17500.00 17500.00
(3 CAMERA SYSTEM)
2 DET 1031-48B VANTAGE PLUS. (3 CAMERA SYS) 0.00 0.00
3 DET 1031-48C VANTAGE PLUS. (4 CAMERA SYS) 0.00 0.00
1 DET 1031-48D VANTAGE PLUS. (5 CAMERA SYS) 0.00 0.00
6 DET 1031-48H BLACK/WHITE 9IN MONITOR 0.00 0.00
FOR ODETICS CAMS
Attachment 2
•
tYNCHRONEX
1199 N. Fifth Street
San Jose, CA 95112
Phone #: (408) 275-8392
Fax #: (408) 275-8396
Quote #: 1325 (cont.)
Customer ID: LOS GATOS
********************************
*
*
*
QUOTE
*
*
*
********************************
Quote to: Ship to:
TOWN OF LOS GATOS
110 EAST MAIN STREET
LOS GATOS, CA 95030
TOWN OF LOS GATOS
110 EAST MAIN STREET
LOS GATOS, CA 95030
-Date Ship Via F.O.B. Terms
08/31/98 I OUR TRUCK I Destination 11.00%-10 / Net 30
P.O. Number Salesperson Required
I EMERY B. DYER 110/31/98
Req Shp B.O. Item No.
Description
Price Amount
23 DET 1031-48A VANTAGE PLUS. (1 CAMERA SYS) 0.00 0.00
23
+000
46
DET 1031-49J BRKT. KIT, CCD CAMERA
USED W/ DET 1031-49A
DET 1031-49I COAX, BELDON 8281 USED W/
VANTAGE PLUS SYS. & CAMERAS
CON 1029-71 CONNECTORS, BELDON 8281
USED W/ DET 1031-49I COAX.
CHRIS GJERDE
(408) 354 - 7593 FAX
NOTE: 20% DISCOUNT INCLUDED
AND NO SHIPPING CHARGES
FOR QUANTITY PURCHASE.
(QUANTITY BREAK@ 5ea. UNITS)
0.00 0.00
0.00 0.00
0.00 0.00
Quote subtotal 113800.00
Freight charges
Sales tax @ 8.250% 9388.50
Quote total �50
This quote expires on 10/31/98
INTERNAL TRACKING
CuMPLETE AND INITIAL EACH STEa
ACTION
AGENDA ITEM: 1/
DESCRIPTION: dAztyv6
RESO/ORD NUMBER:
DATE
LIST IN BOOK
ON DISC? MARIAN'S FORM SENT TO DEPT.
PUBLISH IF REQUIRED -
SUMMARY Y/N
'
./
DATE of Publication.
WHEN SIGNATURE AND /s/ COPY (1 EACH) returned,
LIST ON SIGNATURE TRACKING & SEND TO MAYOR
'
/
li
SEND COPIES TO DEPT. DISTRIBUTION LIST
Dist. Report Date: NO.of COPIES:
PROOF OF MAILING SENT:
SIGN BY CLERK/SEAL
ENTER INTO ECM ORDINANCE/RESOLUTION FILE
PUT OUR /s/ COPY IN OUR FILE.
; --
FILE IN VAULT
SEND FOR CODIFICATION IF ORDINANCE !
cIk oma\ordres2
RESOLUTION 1998 - 190
RESOLUTION OF THE TOWN COUNCIL
OF THE TOWN OF LOS GATOS
AUTHORIZING TOWN MANAGER TO EXECUTE AGREEMENT WITH
SYNCHRONEX IN THE AMOUNT OF $123,188.50
FOR THE PURCHASE OF VIDEO DETECTION EQUIPMENT
WHEREAS, Synchronex was the lowest responsible bidder for video detection equipment
for the intersections of Los Gatos Boulevard at Lark Avenue, Los Gatos Boulevard at Nino
Avenue, Knowles Drive at Dardanelli Drive, Knowles Drive at Capri Drive, Knowles Drive at
Winchester Boulevard, and Winchester Boulevard at Lark Avenue,
THEREFORE, BE IT RESOLVED: by the Town Council of the Town of Los Gatos,
County of Santa Clara, State of California, that the Town Manager is authorized to execute
agreement with Synchronex in the amount of $123,188.50 for Video Detection Equipment.
PASSED AND ADOPTED at a regular meeting of the Town Council of the Town of Los
Gatos, California, held on the 7th day of December, 1998, by the following vote.
COUNCIL MEMBERS:
AYES: Randy Attaway, Joanne Benjamin, Steven Blanton, Linda Lubeck,
Mayor Jan Hutchins
NAYS: None
ABSENT: None
ABSTAIN: None
/s/ Jan Hutchins
SIGNED: MAYOR OF THE TOWN OF LOS GATOS
LOS GATOS, CALIFORNIA
ATTEST:
/s/ Marian V. Cosgrove
CLERK OF THE TOWN OF LOS GATOS
LOS GATOS, CALIFORNIA
Town Council Minutes December 7, 1998
Redevelopment Agency Los Gatos, California
AMICUS BRIEF/BERNARD LONG VS CITY OF RIALTO (07.01)
Motion by Mrs. Benjamin, seconded by Mrs. Lubeck, that Council authorize the Town
Attorney to include the Town of Los Gatos as an amicus curiae in the case of Bernard Long,
et al vs City of Rialto, et al, Fourth District Court of Appeal Case No. Fourth Civil E022019.
Carried unanimously.
NINO COURT 130/PLANNED DEVELOPMENT/DENIAL (08.09)
Motion by Mrs. Benjamin, seconded by Mrs. Lubeck, that Council accept report from Planning
Commission recommending denial of Planned Development Application DEV-98-003, Project
Application PRJ-98-103 and Negative Declaration ND-98-0004. Carried unanimously.
COMMITMENT FOR SILICON VALLEY2010/REGIONAL PLAN/RESOLUTIQN 1998-188 (09.10)
Motion by Mrs. Benjamin, seconded by Mrs. Lubeck, that Council adopt Resolution 1998-188
entitled, RESOLUTION OF THE TOWN OF LOS GATOS APPROVING COMMITMENT OF
SILICON VALLEY 2010: A REGIONAL FRAMEWORK FOR GROWING TOGETHER.
Carried unanimously.
ROBIE LANE #2/ANNEXATION/RESOLUTION 1998-189 (10.14)
Motion by Mrs. Benjamin, seconded by Mrs. Lubeck, that Council adopt Resolution 1998-189
entitled, RESOLUTION OF THE TOWN OF LOS GATOS ORDERING THE
REORGANIZATIONOF CERTAIN UNINHABITED TERRITORYDESIGNATED AS ROBIE
LANE #2 TO THE TOWN OF LOS GATOS. Carried unanimously.
TRAFFIC VIDEO DETECTION EQUIPMENT/SYNCHRONEX/RESOLUTION 1998-190 (11.28)
Motion by Mrs. Benjamin, seconded by Mrs. Lubeck, that Council adopt Resolution 1998-190
entitled, RESOLUTION OF THE TOWN OF LOS GATOS AUTHORIZING TOWN
MANAGER TO EXECUTE AGREEMENT WITH SYNCHRONEX IN THE AMOUNT OF
$123,188.50 FOR THE PURCHASE OF VIDEO DETECTION EQUIPMENT. Carried
unanimously.
HAZARDOUSWASTEREMOVALSERVICES/41 MILES AVENUE/RESOLUTION 1998-191(13.44)
Motion by Mrs. Benjamin, seconded by Mrs. Lubeck, that Council adopt Resolution 1998-191
entitled, RESOLUTION OF THE TOWN OF LOS GATOS AUTHORIZING THE TOWN
MANAGER TO ENTER INTO AN AGREEMENT WITH APPLIED REMEDIATION
COMPANY IN THE AMOUNT OF $29,975.00 TO PROVIDE HAZARDOUS WASTE
REMOVAL SERVICES. Carried unanimously.
PROJECT 9927/TREE PRUNING & REMOVAL/RESOLUTION 1998-192 (14.28)
Motion by Mrs. Benjamin, seconded by Mrs. Lubeck, that Council adopt Resolution 1998-192
entitled, RESOLUTION OF THE TOWN OF LOS GATOS AUTHORIZING TOWN
MANAGER TO EXECUTE AN AGREEMENT WITH CORPORATE AND COMMERCIAL
SERVICES, INC. FOR PROJECT 9927 - TREE PRUNING AND REMOVALIN AN AMOUNT
NOT TO EXCEED $45,940. Carried unanimously.
TC: D l O:MM 120798 2