HomeMy WebLinkAboutPR 22762: PRUCHASE OF TRAFFIC SIGNALS FROM CUBIC ITS, INC. City ul
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INTEROFFICE MEMORANDUM
Date: September 15, 2022
To: The Honorable Mayor and City Council
Through: Ronald Burton, City Manager er
lir
From: Flozelle Roberts, EIT, MEng, MBA Public Works Director
RE: P.R. 22762—Purchase of traffic signals from Cubic ITS, Inc. of ugar Land,
TX, and Traffic Parts, Inc. of Conroe, TX, and traffic cabinets from Cubic ITS,
Inc. of Sugar Land, TX, in the amount of$80,000 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, through the Buyboard Cooperative Purchasing
Program(Buyboard), with a budgetary impact of$80,000.
Background:
Public Works Traffic Division(Division) is replacing old, damaged traffic signals and cabinets
throughout the City. Cubic ITS, 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. 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 001-21-057-5321-00-70-000.
"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 through the Buyboard
Cooperative Purchasing Program, with a projected budgetary impact of$80,000.
"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.22762
9/13/2022 LCM
Page 1 of 3
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 $80,000.00. FUNDING IS
AVAILABLE IN ACCOUNT NO. 001-21-057-5321-00-70-000.
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,Traffic Parts, Inc. of Conroe, Texas, is part of the Buyboard Cooperative
Purchasing Program under contract number 603-20, Public Safety and Equipment,whose
contract will expire on March 31,2023; and,
PR No.22762
9/13/2022 LCM
Page 2 of 3
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.through Buyboard contract number 608-20 is recommended for a budgetary impact
amount of$80,000; 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 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 B; and,
THAT, funding for this purchase is to be charged to the Signal Systems Account, account
number 001-21-057-5321-00-70-000; and,
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. 2022 at a
meeting of the City of Port Arthur, Texas by the following vote:
Ayes: Mayor:
Councilmembers:
Noes:
PR No.22762
9/13/2022 LCM
Page 3 of 3
Thurman"Bill"
Bartie Mayor
Attest:
Sherri
Bellard City
Secretary
APPROVED AS TO FORM: APPROVED FOR ADMINISTRATION:
e.-YL- /VCtf--efo
Valecia T. eno
Ron Burton
City Attorney City Manager
APPROVED AS FOR AVAILABILITY OF FUNDS:
o
Kandy Daniel
Interim Director of Finance
dr, ifel;
.i Asa*
Floze e obe "r EIT, M gr BA i irector of Public Works
110
Clifton Williams, CPPB Purchasing Manager
EXHIBIT A
CONTRACT
THE PURCHASE OF TRAFFIC SIGNALS AND CABINETS
FOR THE CITY OF PORT ARTHUR
THIS AGREEMENT, made this day of , 2022,
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 date of the Notice to Proceed to May 31,
2023.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 thirty(30)days written
notice.
2. The Contractor will supply traffic signals and cabinets at theBuyboard 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 2022
A-1
Pr
ATTEST CITY OF PORT ARTHUR
BY
CITY SECRETARY CITY MANAGER
Signed on the day of 2020
ATTEST CUBIC ITS,INC.
BY
CITY SECRETARY
PRINT NAME
TITLE
A-2
EXHIBIT B
CONTRACT
THE PURCHASE OF TRAFFIC SIGNALS
FOR THE CITY OF PORT ARTHUR
THIS AGREEMENT, made this day of , 2022,
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 May
31, 2022. 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 traffic signals and cabinets the Buyboard contract price.
3. During the term ofthis Contrac,t the Contractor will furnish at his own expense all of
the materials, supplies, tools,equipment, labor and other services necessary to
connectiontherewith,excepting those supplies specifically not required ofContractor
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 2022
B- 1
ATTEST CITY OF PORT ARTHUR
BY
CITY SECRETARY CITY MANAGER
Signed on the day of 2022
ATTEST TRAFFIC PARTS, INC.
BY
CITY SECRETARY
PRINT NAME
TITLE
B-2