HomeMy WebLinkAboutPR 22540: PURCHASE OF TRAFFICE SIGNALS FROM CUBIC ITS, INC. City of 4110
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INTEROFFICE MEMORANDUM
Date: January 26, 2023
To: The Honorable Mayor and City Council
Through: Ronald Burton, City Manager
From: Flozelle Roberts, EIT, MEng, MBA Public Works Director
RE: P.R. 22540—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, in the amount of$60,000 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$60,000.
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$60,000.
"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.22540
01/26/2023 LCM
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,
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 $60,000.00. 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.22540
01/26/2023 LCM
Page 2 of 4
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$60,000; 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.
2023 at a meeting of the City of Port Arthur, Texas by the following vote:
Ayes: Mayor:
Councilmembers:
PR No.22540
01/26/2023 LCM
Page 3 of 4
Noes:
Thurman"Bill" Bartie
Mayor
Attest:
Sherri Bellard
City Secretary
APPROVED AS TO FORM: APPROVED FOR ADMINISTRATION:
theVi ca", hekcy de
Valecia izeno Ron Burton
City Attorney City Manager
PR No.22540
01/26/2023 LCM
Page 4 of 4
APPROVED AS FOR AVAILABILITY OF
FUNDS:
CX_A---\-9
Kandy Daniel
Interim Director of inance
ozell oberts, MEng, MBA
Direct r f Publi orks
i a b141 h cu.AA(-
Cl v on Williams, CPPB ,irayL
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 , 2023,
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 date of award to September
30,2023. 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 ten (10) days
written notice.
2. The Contractor will supply traffic signals and cabinets 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)
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.
A- 1
Signed on the day of 2023
ATTEST CITY OF PORT ARTHUR
BY
CITY SECRETARY CITY MANAGER
Signed on the day of 2023
ATTEST CUBIC ITS, INC.
BY
CITY SECRETARY
PRINT NAME:
TITLE:
A- 2
EXHIBIT B
CONTRACT FOR
THE PURCHASE OF TRAFFIC SIGNALS AND CABINETS
FOR THE CITY OF PORT ARTHUR
THIS AGREEMENT, made this day of , 2023,
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 date of award to September
30,2023. 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 ten (10) days
written notice.
2. The Contractor will supply traffic signals and cabinets 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)
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.
B- 1
Signed on the day of 2023
•
ATTEST CITY OF PORT ARTHUR
BY
CITY SECRETARY CITY MANAGER
Signed on the day of 2023
ATTEST TRAFFIC PARTS, INC.
BY
CITY SECRETARY
PRINT NAME:
TITLE:
B- 2