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SR-6F (6) Re&O lutiOVl NO q W3 cas) 6F PCD SF RF JR solsorc1 winword Santa MOnica, Cahforn~aEP 23 1997 Council Meeting September 23, 1997 TO Mayor and City Council FROM City Staff SUBJECT Recommendation to Approve a Resolution Pursuant to MUnicipal Code Section 2 24 080 to Authorize the City Manager to Negotiate and Execute Contracts for the Purchase of Optlcom Traffic Signal Pre-emption Equipment from John C Henberger Co I Inc Introduction This report recommends the City Council approve a resolution pursuant to Municipal Code Section 224080 to authonze the City Manager to negotiate and execute contracts within available budget authonty for the purchase of Optlcom traffic Signal pre-emption equipment from John C Henberger Co Ilnc DIScussion The City's Parking and Traffic Englneenng DIvIsion regularly purchases traffic Signal pre-emption equipment for new Installations, and repair and maintenance of eXisting equipment Traffic Signal pre-emption IS a system that changes traffic Signals to "green" or holds a traffic Signal "green" for the direction of travel of a Fire Department emergency vehicle This system proVides for safer travel for emergency vehicles as well as the generai public 1 6F .J SEP 2 3 1997 ---- - -- --- - Currently, all of the sIgnal pre-emption equipment throughout the City, Including those used by the DIVISIon and the Fire Department, IS 3-M Optlcom equipment Henberger IS the local dlstnbutor for 3-M Optlcom signal pre-emption systems and equipment In a JOint project between Traffic Englneenng and the Fire Department, Traffic Englneenng regularly modifies the traffic signals and the Fire Department equips their vehIcles with the pre-emption equipment Although one other provider claims to have pre-emption equipment, the Santa MOnica Fire Department has tested their equipment and IS not satisfied with their performance or reliabilIty It IS Important that this safety system be a rehable umform system to ensure the safety of both the Fire Department personnel and the general public The Parking and TraffiC Englneenng DIvISion contacted numerous citIes In California as well as out -of- State public agencies regarding their expenence With signal pre- emption equipment The overwhelming majonty of the contacted agencies ( over mnety five percent) use 3-M Optlcom equipment versus the other product provided by TOMAR The 3-M Company has a long hIstory of providing pre-emption equipment to publiC agencies Their product IS reliable and well developed and they provide good service to their clients A few agencies which were contacted stated that they had tned TOMAR equipment for a short while and that they were not satisfied With the performance of their equipment and that eventually they had sWitched to Optlcom equipment 2 ---- In 1995, City of Phoenix conducted an extensive testing of the pre-emption systems Their testing procedure was to evaluate the compatibility between the two sytems and the ability to preempt a traffiC signal from a distance of 1,800 feet at 35 miles per hour This distance and speed will allow pedestnans and vehicles on the cross street to safely clear before the arrival of the emergency vehicle It also allows the dnver of the emergency vehicle to determine If the optical strobe has captured the pre-empt and bnng the apparatus to a safe stop If the pre-emption does not occur properly PhoeniX's evaluation Indicated that TOMAR equipment did not meet the city's reqUIrement for emergency pre-emption system The study also concluded that the two systems (Optlcom and TOMAR) are not compatible ThiS could pose a problem In terms of emergency mutual assistance With the neighboring Cities since most clbes use 3M Optlcom system Based on the above and the recommendation of the City's Fire Department, staff recommends only Optlcom equipment for use In the City of Santa MOnica Bud!=letlFlscallmpact The purchases of the equipment are made from eXisting CIP accounts or eXisting diVISion budget line Item accounts Amounts Will vary from year to year depending on available budget authOrity For FY 97/98, $120,000 has been budgeted at CIP account #01-770-415-20098-8900-99270 for the purchase and installation of Optlcom 3 equipment In addition, $120,000 has been proposed for each of the following two years for Optlcom equipment Recommendation It IS respectfully recommended the City Council approve the attached resolution pursuant to MUnicipal Code Section 224080 to authorize the City Manager to negotIate and execute contracts within available budget authonty for the purchase of Optlcom traffic signal pre-emption equipment from John C Henberger Co I Inc Prepared by Suzanne Fnck, Director of Planning and CommunIty Development Ron Fuchlwakl, City Parking and Traffic Engineer Jamal Rahim!, Senior Traffic Engineer (solsorc1) 4 -- - RESOLUTION NO 9203 (CCS) CIty Council Senes ~ A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA MONICA AUTHORIZING THE CITY MANAGER TO NEGOTIATE AND EXECUTE CONTRACTS FOR THE PURCHASE OF OPTICOM TRAFFIC SIGNAL PRE- EMPTION EQUIPMENT FROM JOHN C HENBERGER CO I INC WHEREAS, the City of Santa MOnica Parkmg and Traffic Englneenng DIVISion has a requirement for traffic signal pre-emption equipment. and WHEREAS, the traffic signal pre-emption equipment must be compatible With Optlcom traffic signal pre-emption equipment, and WHEREAS, to the staffs best knowledge only one company can supply this equipment, and WHEREAS, the products and services rendered In the past by thiS company has provided high quality, durable eqUipment at a fair price, and WHEREAS, to seek competitive bids for said equipment would cause unnecessary expense and delay NOW, THEREFORE THE CITY COUNCIL OF THE CITY OF SANTA MONICA DOES RESOLVE AS FOllOWS SECTION 1 That the City Council finds that the reqUirement eXists to purchase Optlcom traffic signal pre-emption equipment 5 ~ - SECTION 2 That to seek competlttve bids for said equipment would cause unnecessary expense and delay S~CTION 3 That the City Manager, or his designee, IS hereby authonzed to purchase Optlcom traffic signal pre-emption equipment from John C Henberger Co, Inc without competitive bids SECTION 4 The City Clerk shall certify to the adoption of this resolution, and thenceforth and thereafter the same shall be In full force and effect APPROVED AS TO FORM -ftUu1~~ City Attorney: _ ADOPTED AND APPROVED THIS DAY OF 1997 MAYOR PRO TEM 6 .. . Adopted and approved tlus 23rd of September 1997 . 4-;-~ Robert Holbrook, Mayor Pro Tern L Mana M Stewart. City Clerk of the CIty of Santa Maruca, do hereby certIfy that the foregomg ResolutIon 9203 (CCS) was duly adopted at a meeting of the Clty CouncIl held on the 23rd of September. 1997 by the followmg vote Ayes COlincilmembers Ebner, Feinstem. Genser. Greenberg. Holbrook, Rosenstem );Toes Councllmembers None AbstaIn Councllmembers None Absent CouncIlmembers O'Connor ATTEST ~~~_~O-;~.~ Mana M Stewart, CIty Clerk -~ ~-