11 Staff Report - Smart Signals Econolite contract
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: 6/2/2020
ITEM NO: 11
DATE: May 22, 2020
TO: Mayor and Town Council
FROM: Laurel Prevetti, Town Manager
SUBJECT: Authorize the Town Manager to Negotiate and Execute an Agreement with
Econolite Systems, Inc. in an Amount Not to Exceed $581,649 for the
Adaptive Signal Control and Advanced Traffic Management Systems for the
Los Gatos Smart Signals Project (Project #813-0227 Traffic Signal
Modernization)
RECOMMENDATION:
Authorize the Town Manager to negotiate and execute an agreement with Econolite Systems,
Inc. in an amount not to exceed $581,649 for the Adaptive Signal Control and Advanced Traffic
Management Systems for the Los Gatos Smart Signals Project (Project #813-0227 Traffic Signal
Modernization).
BACKGROUND:
Town staff began the Los Gatos Smart Signals Project in 2018, which will upgrade a total of 31
traffic signals owned by the Town and enhance the system with state-of-the-art technologies.
The project is funded by the Town’s Traffic Mitigation Fee program and three grants from the
Santa Clara Valley Transportation Authority (VTA) and the Metropolitan Transportation
Commission (MTC), for a total cost of approximately $2.9 million.
At its December 19, 2019 meeting, the Town Council authorized the Town Manager to proceed
with a multi-step procurement process. Subsequently, staff issued two Requests for Proposals
(RFPs), one for Adaptive Signal Control and Advanced Traffic Management Systems (ATCS-
ATMS) and the other for the design for the field improvements. This Council item addresses the
ATCS-ATMS vendor contract. The contract for the design for the field improvements was
approved by the Town Council at its May 19, 2020 meeting.
PAGE 2 OF 3
SUBJECT: Authorize the Town Manager to Negotiate and Execute a Vendor Agreement with
Econolite Systems, Inc. in an Amount Not to Exceed $581,649 for the Adaptive
Signal Control and Advanced Traffic Management Systems for the Los Gatos
Smart Signals Project (Project #813-0227 Traffic Signal Modernization)
DATE: May 22, 2020
DISCUSSION :
The Town released the RFP on December 20, 2019 and closed it on January 28, 2020. The RFP
was posted on the Town’s website and sent to potential consultants. A total of five proposals
were received from consulting teams and all of them were determined to be responsive. Town
staff interviewed the top three teams and selected Econolite Systems, Inc. as the most qualified
firm.
The selected vendor is required to implement the Los Gatos Smart Signals Adaptive Signal
Control and Advanced Traffic Management Systems project. Among the project elements, the
team is expected to provide: traffic signal cabinet inventory to confirm adequacy of cabinet
and components that will interface with the proposed System; system mapping and
configuration; transfer of traffic signal timing; furnishing, testing, programming, and installation
of communications equipment and traffic signal controller units; comments on design work by
others of fiber optic and copper cable communications equipment and video detection
systems; and training of Town staff in system setup and operation, project management,
ongoing system support, and quality control.
The entire Smart Signals project procurement process is illustrated in Table 1 with details of the
individual project elements and actions. This contract will fulfill Step 1 of the process and will
be funded by the federal grant from MTC and the regional grant from VTA. The procurement
process and contract comply with federal contracting requirements.
Table 1 - Los Gatos Smart Signals Project Procurement Approach and Steps
Step Scope & Project Element Cost:
Estimate or Actual Fund Source Procurement
1
Adaptive Signal Control and Advanced
Traffic Management Systems (ATCS-
ATMS)
$581,649 Local and
Federal RFP
2 Signal Controller Upgrade $163,680 Non-Federal Sole Source
3 Automated Traffic Signal Performance
Measures Virtual Bike Detection $537,804 Federal RFP
4 Design of field elements $135,390 Non-Federal RFP
5 Construction of field elements $449,064 Federal Bid
Total for Procurement $1,867,587
Note: Cost estimates are preliminary and do not include contractual project management
costs.
PAGE 3 OF 3
SUBJECT: Authorize the Town Manager to Negotiate and Execute a Vendor Agreement with
Econolite Systems, Inc. in an Amount Not to Exceed $581,649 for the Adaptive
Signal Control and Advanced Traffic Management Systems for the Los Gatos
Smart Signals Project (Project #813-0227 Traffic Signal Modernization)
DATE: May 22, 2020
CONCLUSION:
Authorize the Town Manager to execute the agreement which will allow the procurement of
software and hardware to move forward for the ATCS-ATMS portion of the Los Gatos Smart
Signals Project.
COORDINATION:
This report was coordinated with MTC staff, the Town Attorney, 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 contract.
Traffic Signal Modernization
Project 813-0227
Budget Costs
Grant Fund $1,826,400
Traffic Mitigation $688,262
Total Project Budget $2,514,662
Prior Year Expenditures $63,975
Expended/Encumbered FY 19/20 $118,007
Design of Field Elements (Iteris) $135,390
ATCS-ATMS vendor contract (Econolite) $581,649
Staff Costs $98,783
Project Costs Committed $997,804
Available Balance $1,516,858
ENVIRONMENTAL ASSESSMENT:
This action is not a project as defined under CEQA. The 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.
ATTACHMENT:
1. Draft Agreement with Econolite Systems, Inc.