HomeMy WebLinkAboutPR 21640: AUTHORIZING PURCHASE OF TRAFFIC SIGNALS City of
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Texas
www.PortArthurTx.gov
INTEROFFICE MEMORANDUM
Date: March 2, 2021
To: The Honorable Mayor and City Council
Through: Ronald Burton, City Manager
From: Alberto Elefano, P.E., Public Works Director
RE: P.R. 21640—Purchase of traffic signals from Cubic ITS, Inc. of Sugar Land,
TX, and Traffic Parts, Inc. of Conroe, TX, and traffic cabinets from Cubic ITS,
Inc. of Sugar Land, TX, and Iteris, Inc. of Santa Ana, CA, in the amount of
$125,000 through the Buyboard Cooperative Purchasing Program
Introduction:
This agenda item requests Council's approval for the purchase of traffic signals from Cubic ITS,
Inc. of Sugar Land, Texas, and Traffic Parts, Inc. of Conroe, Texas, and cabinets from Cubic
ITS, Inc. of Sugar Land, Texas, and Iteris, Inc. of Santa Ana, California, through the Buyboard
Cooperative Purchasing Program (Buyboard), with a budgetary impact of$125,000.
Background:
As a result of the recent storms, the Public Works Traffic Division (Division) is replacing old,
damaged traffic signals and cabinets throughout the City. Cubic ITS, Inc. and Iteris, Inc. each
maintains contract number 608-20, Highway Safety and Traffic Control Products, with
Buyboard, while Traffic Parts, Inc.,maintains Buyboard contract number 603-20, Public Safety
and Firehouse Supplies and Equipment. The City approved Resolution 02-341 authorizing an
interlocal agreement for cooperative purchasing with Buyboard. The City will choose the most
appropriate traffic signal and cabinet among the companies. These purchases will be made on
an as-needed basis.
Budget Impact:
Funding for the procurement all traffic signals and cabinets will be charged to the Traffic
Division's Signal Systems Account, Account No. 001-1205-531.45-00.
"Remember,we are here to serve the Citizens of Port Arthur"
444 4th Street X Port Arthur,Texas 77641-1089 X 409.983.8182 X FAX 409.983.8294
Recommendation:
It is recommended that the City of Port Arthur City Council approve the purchase of traffic
signals from Cubic ITS, Inc. of Sugar Land, Texas,and Traffic Parts, Inc.of Conroe, Texas,and
traffic signal cabinets from Cubic ITS, Inc. of Sugar Land, Texas, and Iteris, Inc. of Santa Ma,
California, through the Buyboard Cooperative Purchasing Program, with a projected budgetary
impact of$125,000.
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"Remember,we are here to serve the Citizens of Port Arthur"
P.O.Box 1089 X Port Arthur,Texas 77641-1089 X 409.983.8101 X FAX 409.982.6743
PR No.21640
03/01/2021 FCR
Page 1 of 4
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE CITY MANAGER TO ENTER
INTO A CONTRACT WITH CUBIC ITS,INC. OF SUGAR LAND, TEXAS,
AND ITERIS, INC. OF SANTA ANA, CALIFORNIA, THROUGH
BUYBOARD CONTRACT NO. 608-20 AND TRAFFIC PARTS, INC. OF
CONROE,TEXAS,THROUGH BUYBOARD CONTRACT NO.603-20 FOR
THE PURCHASE OF TRAFFIC SIGNALS AND CABINETS, WITH A
BUDGETARY IMPACT AMOUNT OF $125,000.00. FUNDING IS
AVAILABLE IN ACCOUNT NO.001-1205-531.45-00.
WHEREAS, the City of Port Arthur's Traffic Division is responsible for the installation
and maintenance of traffic signals and the cabinets containing the equipment that controls the
signals throughout the City; and,
WHEREAS, Chapter 271 of the Texas Government Code allows a city, by resolution of
its governing body,to participate in cooperative purchasing programs such as the Texas Buyboard
Cooperative Purchasing Program as an alternative to a formal bid process; and,
WHEREAS, pursuant to Resolution No. 02-341, the City of Port Arthur entered into an
interlocal agreement for cooperative purchasing with the Buyboard Cooperative Purchasing
Program; and,
WHEREAS, Cubic ITS, Inc. of Sugar Land, Texas, is part of the Buyboard Cooperative
Purchasing Program under contract number 608-20,Highway Safety and Traffic Control Products,
whose contract will expire on May 31, 2023; and,
WHEREAS, Iteris, Inc. of Santa Ana, California, is part of the Buyboard Cooperative
Purchasing Program under contract number 608-20,Highway Safety and Traffic Control Products,
whose contract will expire on May 31, 2023; and,
PR No.21640
03/01/2021 FCR
Page 2 of 4
WHEREAS, Traffic Parts, Inc. of Conroe, Texas, is part of the Buyboard Cooperative
Purchasing Program under contract number 603-20, Public Safety and Firehouse Supplies and
Equipment,whose contract will expire on March 31, 2023; and,
WHEREAS,the awarding of the traffic signals to Cubic ITS, Inc. and Traffic Parts, Inc.
through Buyboard contract numbers 608-20 and 603-20, respectively, and traffic signal cabinets
to Cubic ITS, Inc. and Iteris, Inc. through Buyboard contract number 608-20 is recommended for
a budgetary impact amount of$125,000; now therefore,
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR:
THAT,the facts and opinions in the preamble are true and correct; and,
THAT, the City Manager of the City of Port Arthur is hereby authorized and directed to
enter into a contract with Cubic ITS, Inc. of Sugar Land, Texas, through their Buyboard contract
number 608-20 for the purchase of traffic signals and cabinets in substantially the same form as
attached in Exhibit A; and,
THAT, the City Manager of the City of Port Arthur is hereby authorized and directed to
enter into a contract with Iteris, Inc. of Santa Ana, California, through their Buyboard contract
number 608-20 for the purchase of traffic signal cabinets in substantially the same form as attached
in Exhibit B; and,
THAT, the City Manager of the City of Port Arthur is hereby authorized and directed to
enter into a contract with Traffic Parts, Inc. of Conroe, Texas, through their Buyboard contract
number 603-20 for the purchase of traffic signals in substantially the same form as attached in
Exhibit C; and,
THAT,funding for this purchase is to be charged to the Signal Systems Account, account
number 001-1205-531.45-00; and,
PR No.21640
03/01/2021 FCR
Page 3 of 4
THAT, a copy of the caption of this Resolution be spread upon the Minutes of the City
Council.
READ, ADOPTED AND APPROVED this the day of
A.D. 2021 at a meeting of the City of Port Arthur,Texas by the following
vote: Ayes: Mayor:
Councilmembers:
Noes:
Thurman"Bill"Bartie
Mayor
Attest:
Sherri Bellard
City Secretary
APPROVED AS TO FORM: APPROVED FOR ADMINISTRATION:
Valecia i e Ron Burton
City Attorney City Manager
PR No.21640
03/01/2021 FCR
Page 4 of 4
APPROVED AS FOR AVAILABILITY OF
FUNDS:
Ute'
Kandy Daniel
Interim Director of inance
Alberto Elefafio, P.E.
Director of Public Works
10,
Lit
Clifton illiams, CPPB
Purchasing Manager
EXHIBIT A
CONTRACT FOR
THE PURCHASE OF TRAFFIC SIGNALS AND CABINETS
FOR THE CITY OF PORT ARTHUR
THIS AGREEMENT, made this day of ,2021,
by and between the City of Port Arthur, a municipal corporation organized under the laws
of the State of Texas, hereinafter called "OWNER" or "CITY" and
Cubic ITS,Inc. hereinafter called "CONTRACTOR".
WITNESSETH: That for and in consideration of the payment terms, conditions, and
agreements set forth herein, OWNER and CONTRACTOR agree as follows:
1. The term of this Contract shall be from the start date on the Notice to Proceed to
September 30, 2021. The City can terminate this contract at its convenience which
includes, but is not limited to, funding not being available in any budget cycle with
ten(10) days written notice.
2. The Contractor will supply signs and mounting equipment at the Buyboard contract
price.
3. During the term of this Contract, the Contractor will furnish at his own expense all of
the materials, supplies,tools, equipment, labor and other services necessary to
connection therewith, excepting those supplies specifically not required of Contractor
in the Specifications.
4. The term "Contract Documents" means and includes the following:
a) Agreement
b) Notice of Award
c) Price list under Buyboard contract number 608-20 (due to volume, located in the
Purchasing Division)
d) Notice to Proceed
5. This Agreement shall be binding upon all parties hereto and their respective heirs,
executors, administrators, successors and assigns.
6. IN WITNESS WHEREOF,the parties hereto have executed, or caused to be executed
by their duly authorized officials, this Agreement in (2 copies) each of which shall be
deemed an original on the date first written above.
Signed on the day of 2021
A- 1
ATTEST CITY OF PORT ARTHUR
BY
CITY SECRETARY CITY MANAGER
Signed on the day of 2021
ATTEST CUBIC ITS, INC.
BY
CITY SECRETARY
PRINT NAME:
TITLE:
A-2
EXHIBIT B
CONTRACT FOR
THE PURCHASE OF TRAFFIC SIGNAL CABINETS
FOR THE CITY OF PORT ARTHUR
THIS AGREEMENT, made this day of , 2021,
by and between the City of Port Arthur, a municipal corporation organized under the laws
of the State of Texas,hereinafter called "OWNER" or "CITY" and
Iteris, Inc. hereinafter called "CONTRACTOR".
WITNESSETH: That for and in consideration of the payment terms, conditions, and
agreements set forth herein, OWNER and CONTRACTOR agree as follows:
1. The term of this Contract shall be from the start date on the Notice to Proceed to
September 30, 2021. The City can terminate this contract at its convenience which
includes, but is not limited to, funding not being available in any budget cycle with
ten(10) days written notice.
2. The Contractor will supply signs and mounting equipment at the Buyboard contract
price.
3. During the term of this Contract, the Contractor will furnish at his own expense all of
the materials, supplies,tools, equipment, labor and other services necessary to
connection therewith, excepting those supplies specifically not required of Contractor
in the Specifications.
4. The term "Contract Documents" means and includes the following:
a) Agreement
b) Notice of Award
c) Price list under Buyboard contract number 608-20 (due to volume, located in
Purchasing Division)
d) Notice to Proceed
5. This Agreement shall be binding upon all parties hereto and their respective heirs,
executors, administrators, successors and assigns.
6. IN WITNESS WHEREOF, the parties hereto have executed, or caused to be executed
by their duly authorized officials, this Agreement in(2 copies) each of which shall be
deemed an original on the date first written above.
Signed on the day of 2021
B- 1
ATTEST CITY OF PORT ARTHUR
BY
CITY SECRETARY CITY MANAGER
Signed on the day of 2021
ATTEST ITERIS, INC.
BY
CITY SECRETARY
PRINT NAME:
TITLE:
B-2
EXHIBIT C
CONTRACT FOR
THE PURCHASE OF TRAFFIC SIGNALS
FOR THE CITY OF PORT ARTHUR
THIS AGREEMENT, made this day of ,2021,
by and between the City of Port Arthur,a municipal corporation organized under the laws
of the State of Texas,hereinafter called "OWNER" or "CITY" and
Traffic Parts, Inc. hereinafter called "CONTRACTOR".
WITNESSETH: That for and in consideration of the payment terms, conditions, and
agreements set forth herein, OWNER and CONTRACTOR agree as follows:
1. The term of this Contract shall be from the start date on the Notice to Proceed to
September 30, 2021. The City can terminate this contract at its convenience which
includes, but is not limited to, funding not being available in any budget cycle with
ten(10) days written notice.
2. The Contractor will supply signs and mounting equipment at the Buyboard contract
price.
3. During the term of this Contract, the Contractor will furnish at his own expense all of
the materials, supplies,tools, equipment, labor and other services necessary to
connection therewith, excepting those supplies specifically not required of Contractor
in the Specifications.
4. The term "Contract Documents" means and includes the following:
a) Agreement
b) Notice of Award
c) Price list under Buyboard contract number 603-20 (due to volume, located in
Purchasing Division)
d) Notice to Proceed
5. This Agreement shall be binding upon all parties hereto and their respective heirs,
executors, administrators, successors and assigns.
6. IN WITNESS WHEREOF, the parties hereto have executed, or caused to be executed
by their duly authorized officials, this Agreement in (2 copies) each of which shall be
deemed an original on the date first written above.
Signed on the day of 2021
C- 1
ATTEST CITY OF PORT ARTHUR
BY
CITY SECRETARY CITY MANAGER
Signed on the day of 2021
ATTEST TRAFFIC PARTS, INC.
BY
CITY SECRETARY
PRINT NAME:
TITLE:
C-2