DEPARTMENT: Finance
DEPARTMENT HEAD: Troy Elliott
COUNCIL DISTRICTS IMPACTED: Citywide
SUBJECT:
Traffic Management Controller Firmware/Software
SUMMARY:
This ordinance authorizes a contract with Intelight, Inc. for the purchase of specialized traffic management controller firmware/software used to manage traffic operations at signalized intersections and control pedestrian hybrid beacons for a total estimated contract value of up to $2,181,494.69. The initial three year contract term includes the purchase of firmware/software, required database conversions, and maintenance and support for an estimated cost of up to $2,091,461.80. Contract expenditures are estimated to be $1,002,462.50 in FY 2020, $1,045,302.50 in FY 2021 and $43,696.80 in FY 2022. Funding for FY 2020 is available and included in previously authorized Advanced Transportation District Funds, the TCI FY 2020 General Fund Adopted Budget, and federal funds received for the Citywide Intelligent Transportation Systems Enhancements Project. Funding for future years of the contract is contingent upon future City Council appropriations in the FY 2021 - FY2024 Adopted Budget. The contract provides for additional maintenance and support in the amount of $90,032.89 should the two renewal options be exercised.
BACKGROUND INFORMATION:
Submitted for Council consideration and action is a proposal submitted by Intelight, Inc. for the purchase of specialized firmware/software used to manage traffic operations at signalized intersections and control pedestrian hybrid beacons.
The City of San Antonio has over 1,400 signalized intersections and 26 lane control signal types that are controlled utilizing a Kimley-Horn KITS advanced traffic management system (ATMS). The City’s ATMS provides effective real-time monitoring of traffic flow and improved responsiveness to incidents. The ATMS is reliant on information from currently deployed traffic controllers. These controllers reside on the City’s communications network which consists mostly of wireless (i.e. LTE) connections with some fiber optic cable connections mostly in the downtown area.
The City has been utilizing the currently deployed traffic controllers since 2008. While there is no standard brand established, most of the currently deployed traffic controllers feature components that could be considered to be near “end of life.” This contract will provide all required firmware/software components and services to upgrade existing traffic controller hardware as needed. Essentially, these planned upgrades will significantly lengthen the useful life of the City’s traffic controllers.
On October 19, 2018, the City issued a Request for Competitive Sealed Proposal (RFCSP 19-009, 6100010478) for the procurement of Traffic Management Controller Firmware/Software. The City received (5) five responsive proposals which were deemed eligible for evaluation.
The evaluation committee consisted of representatives from Transportation & Capital Improvements and the Information Technology Services departments. The evaluation committee also included a representative from the Texas Department of Transportation (TXDOT). The Finance Department, Purchasing Division assisted by ensuring compliance with City procurement policies and procedures. The evaluation of each proposal response was based on a total of 100 points; 35 points allotted for experience, background, qualifications; 45 points allotted for proposed plan; and 20 points allotted for respondent’s price schedule. Additional categories of consideration included references and financial qualifications.
The evaluation committee met on January 29, 2019 to discuss and score the responsive proposals received. The evaluation committee consensus was to shortlist the top two ranked respondents to participate in interviews and demonstrations. Interviews and demonstrations were held on February 22, 2019. Upon completion, the evaluation committee met to discuss and finalize scoring of the proposals.
After discussion, individual scores were resubmitted and aggregate scores were once again presented. Once the evaluators’ scores were finalized, pricing scores were revealed. Intelight, Inc. received the highest ranking and was recommended for award by the evaluation committee.
On September 12, 2019, City Council authorized through Ordinance 2019-09-12-0708 the acceptance of funds from TxDOT for reimbursement of construction costs in an amount not to exceed $1,452,000.00 in federal funds allocated to the City from TxDOT and administered by TxDOT as a federal pass through grant associated with the construction of the Citywide Intelligent Transportation Systems (ITS) Enhancements Project. The actual amount awarded to the City through this grant is $1.2 Million which will be used toward the cost of this project. Actual costs to be reimbursed by TxDOT will be reimbursed at completion of project.
The initial term of the agreement shall begin upon the effective date of the ordinance awarding this contract and shall terminate on the third anniversary of the date the last party signs this agreement. Two additional one-year renewals at the City’s option shall also be authorized by this ordinance.
ISSUE:
This contract will provide the City of San Antonio Transportation & Capital Improvements Department with the purchase of specialized firmware/software used to manage traffic operations at signalized intersections and control pedestrian hybrid beacons.
The Small Business Economic Development Advocacy (SBEDA) Ordinance requirements were waived due to the lack of small, minority, and/or women businesses available to provide these goods and services.
This contract is an exception to the Local Preference Program.
The Veteran-Owned Small Business (VOSB) Preference Program does not apply to non-professional service contracts, so no preference was applied to this contract.
ALTERNATIVES:
Should this contract not be approved, the City of San Antonio Transportation & Capital Improvements Department would not have the contract authority to purchase new firmware/software to replace within aging traffic controllers which are nearing end of life. Lack of a contract could severely impact traffic operations Citywide.
FISCAL IMPACT:
This ordinance authorizes a contract with Intelight, Inc. for the purchase of specialized traffic management controller firmware/software used to manage traffic operations at signalized intersections and control pedestrian hybrid beacons for a total estimated contract value of up to $2,181,494.69. The initial three year contract term includes the purchase of firmware/software, required database conversions, and maintenance and support for an estimated cost of up to $2,091,461.80. Contract expenditures are estimated to be $1,002,462.50 in FY 2020, $1,045,302.50 in FY 2021 and $43,696.80 in FY 2022.
Funding for FY 2020 is available from previously authorized Advanced Transportation District funding, the FY 2020 General Fund Adopted Budget, and federal funds received for the Citywide Intelligent Transportation Systems Enhancements Project. Funding for future years of the contract is contingent upon future City Council appropriations in the FY 2021 - FY2024 Adopted Budget. The contract provides for additional maintenance and support in the amount of $90,032.89 should the two renewal options be exercised.
On September 12, 2019, City Council authorized through Ordinance 2019-09-12-0708 the acceptance of federal funds from TxDOT for reimbursement of construction costs of a Citywide Intelligent Transportation Systems (ITS) Enhancements Project. The actual amount awarded to the City through this grant is $1.2 Million which will be used toward the cost of this project.
RECOMMENDATION:
Staff recommends approval of the contract with Intelight, Inc. for the purchase of specialized firmware/software for traffic controllers used to manage traffic operations at signalized intersections and control pedestrian hybrid beacons for a total estimated contract value of up to $2,181,494.69.
This contract is procured by means of Request for Competitive Sealed Proposals and a Contracts Disclosure Form is required.