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Consent

Brentwood City Commission Agenda

Meeting Date:	07/25/2022
Approval to Purchase Traffic Signal Equipment from Southern Lighting & Traffic Systems
Submitted by:	Todd Hoppenstedt, Public Works
Department:	Public Works

Information

Subject

Approval to Purchase Traffic Signal Equipment from Southern Lighting & Traffic Systems.

Background

As part of a continued practice to keep traffic signal equipment current and avoid equipment from becoming obsolete/unserviceable, the Traffic Division of the Public Works Department has budgeted $180,000 in the Traffic Signal Upgrades line item of the Capital Projects Fund.

The majority of equipment included in this purchase is to upgrade aging traffic signal controllers at the 38 signalized intersections that are not covered under the CMAQ grant program. The current controllers range in age, parts are becoming harder to source, and the electronics have deteriorated significantly within traffic cabinets that have varying internal temperatures between 15-130+ degrees. Additionally, the 38 Guardian Ped Stations will allow us to stay in compliance with the ADA audible instruction requirements for pedestrian crossing signals.

The Autoscope Camera System is to replace the 5-way camera system at Moores Lane and Gordon Petty Drive, which also accounts for Rue De Grande and a private driveway across from Gordon Petty. The current system is still operational, however we have lost the ability to service and upgrade the current system, due to obsolete hardware. If the current system fails, there would be no active detection in place at this location.

Lastly, the bypass switches are being ordered as inventory items. We have never stocked these in the past; however, increasingly frequent lightning damage often causes trouble with traffic signals and these switches. We have been very creative in borrowing parts from another traffic cabinet to resolve urgent issues while we have hurried to order replacement parts. Going forward, we believe inventorying this item is a smart investment for more efficient repairs in the future.

All items are being purchased through Southern Lighting & Traffic Systems who is the authorized distributor for this equipment. While there are other equipment manufacturers, we strive to keep consistency across our large traffic signal network to parts and inventory interchangeable, while remaining current on training necessary to program, set-up, troubleshoot, and repair these complex systems. Therefore, this purchase is being recommended as a sole-source proprietary purchase.

Staff Recommendation

The total cost of the proposed equipment is $197,159, which is $17,159.00 over the budgeted amount. The primary reason for this overage is the fact the controllers have increased $500 each (17%) since January when the quote used for budgeting purposes was obtained. Despite this budget overage, staff recommends the approval to order the listed equipment from Southern Lighting & Traffic Systems for a total cost of $197,159.00. By ordering this equipment now, we avoid any further cost increases, and we anticipate current lead times to range from 4-20 weeks, depending on the item. Once received, the Traffic Division of Public Works will program and install the items.

Please direct any questions to the Public Works Director or Traffic Operations Coordinator.

Fiscal Impact

Amount :	$197,159.00
Source of Funds:	Capital Projects Fund
Account Number:	311-43100-1007

Fiscal Impact:

The Traffic Signal Upgrades line item of the Capital Projects Fund allocates $180,000.00 for the proposed equipment. While the cost has increased since the budget was first proposed, staff recommends proceeding with this equipment purchase to avoid any further unanticipated cost increases or supply chain delays.

Attachments
Southern Lighting & Traffic Systems Equipment Quote