CITY COMMISSION AGENDA ITEM

Department:

Lawrence Fire and Medical

Public Works Department

Commission Meeting Date:  August 1, 2017

Staff Contact:

Charles F. Soules P.E., Public Works Director

Mike Perkins, Street Division Manager

Todd Lohman, Traffic Operations Supervisor

Recommendations/Options/Action Requested:

Authorize the purchase of equipment and a ten-year communication package for the GPS activated pre-emption system for signalized intersections (Project No. PW1708/CIP Project No. FM1705) in the amount of $711,000 to Gades Sales Co. (Applied Information).

Executive Summary:

Traffic signal pre-emption serves a critical role in Fire and Medical operations.  The current infrared pre-emption equipment utilized by the Lawrence Fire and Medical Department in emergency operations is outdated and becoming less reliable, creating inefficiencies in emergency response times. The current infrared system has sightline limitations with limited range and does not have the ability to use intuitive technology. Lawrence Fire and Medical and Public Works staffs identified replacement of the pre-emption system as a critical need and this project was funded in the 2017 CIP (CIP #FM1705). 

In response to the RFP, two proposals were submitted, one from Gades Sales Co., representing Applied Information Inc. (AI), and one from Mid-American Signal Inc., representing Global Traffic Technologies (GTT). The review committee, which consisted of staff from Fire/Medical, Traffic, I.T., and Public Works, determined that the Gades Sales Co. (AI) proposal met the RFP specifications.

The proposal will equip all traffic signals and fire apparatus with the new equipment. The proposal includes options for a 5- year or 10-year communications package, training of the staff on installation, troubleshooting, and software updates technical support, and warranty. City staff will complete the installation. Staff recommends approval of the Gades Sales Co. (Applied Information) proposal with a 10-year communication package for a total cost of $711,000. This cost is within the project budget of $719,000.

Gades Sales Co.

5-year plan	$592,000.00
10 year plan	$711,000.00

*Mid-American Signal Inc.

Base proposal	$550,113.69
Add Cellular Plan for 5 years	$119,705.40
Total 5 year plan, including cellular	$669,819.09
Total 10 year plan, including cellular	$789,524.49

* GTT equipment requires a $100,000.00 software upgrade in the Traffic Operations Center.

Strategic Plan Critical Success Factor

Infrastructure replacement of critical aging equipment

Fiscal Impact (Amount/Source):

The total fiscal impact to the city is $711,000 over the 10-year agreement. On February14^th, 2017 the Commission approved Resolution No. 7187 authorizing the City’s intent to reimburse the costs of acquiring this equipment from the proceeds of a lease purchase agreement.

This purchase is included in the 2017 Fire/Medical CIP (CIP #FM1705). Funding for this purchase will be from account 400-2-2200-6005.

Attachments:

Gades Sales Co. Proposal and Addendum

Mid-American Signal Inc Proposal and Addendum

Resolution No. 7187 (previously adopted)

Reviewed By: (for CMO use only)

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