SR-6-E (85)
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MAR 2 3 1999
PCD SF LD JR solesource winword Santa MOnica, California
Council Meeting March 23, 1999
TO Mayor and City Council
FROM City Staff
SUBJECT RecommendatIon to Approve a ResolutIon Pursuant to MUnicIpal Code
Secllon 2 24 080 to Authorize the City Manager to Negotiate and Execute
the Purchase and Installation of Optlcom Traffic Signal Pre-emption
Equipment with John C Henberger Co , Inc , without Competitive Bidding
Introduction
ThIs report recommends the City Council approve a resolutIon pursuant to MUnicipal
Code Secllon 2 24 080 to authorize the City Manager to negotiate and execute within
available budget authority for the purchase and Installallon of Optlcom traffic Signal pre-
empllon equipment with John C Henberger Co ,Inc , without competitive bidding
DIscussion
The City's Transportation Management DIVISion regularly purchases traffic Signal pre-
emption equipment for new installations, and repair and maintenance of eXisting
equipment This IS the second year of a phased Implementation of the system on
priOrity routes Identified by the Fire Department Traffic Signal pre-emption IS a system
that changes traffic Signals to "green" or holds a traffic Signal "green" for the dlrecllon of
travel of a Fire Department emergency vehicles, proViding them with reduced respose
times This system prOVides for safer travel for emergency vehicles as well as the
general public
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MAR 2 3 1999
Currently, all of the signal pre-emption equipment throughout the City, Including
equipment 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 Jomt proJect between Transportation Management and the FIre
Department, Transportation Management regularly modifies the traffic signals and the
Fire Department equips their vehicles with the pre-emption equipment John C
Henberger IS the only company In this region that can supply Optlcom equipment for
both divIsions 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 reliable uniform
system to ensure the safety of both the Fire Department personnel and the general
public
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 This system IS used by numerous agencies In this area A similar
resolution was approved by the City Council and executed by the City Manager dunng
the last fiscal year
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Bud~eVFlscal Impact
Funds for the purchase and Installallon of the equipment are Included In eXisting CIP
accounts or eXisting diVISion budget line Item accounts For FY 98/99, $120,000 has
been budgeted In CIP account #01-770-415-20099-8900-99720 for the purchase and
Installallon of Optlcom equipment
Recommendation
It IS respectfully recommended the City CounCil approve the attached resolution
pursuant to Municipal Code Section 2 24 080 to authonze the City Manager to
negotiate and execute wlthm available budget authority for the purchase and
Installation of Optlcom traffic Signal pre-emption equipment with John C Henberger
Co , Inc , without competitive bidding
Prepared by Suzanne Fnck. Director of Planmng and Community Development
Lucy Dyke, Transportation Planning Manager
Jamal Rahlml, Semor Transportation Engmeer
(solesource)
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RESOLUTION NO 9380
City Council Senes
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA MONICA
AUTHORIZING THE CITY MANAGER TO NEGOTIATE AND EXECUTE FOR
THE PURCHASE AND INSTALLATION OF OPTICOM TRAFFIC SIGNAL PRE-
EMPTION EQUIPMENT WITH JOHN C HENBERGER CO, INC, WITHOUT
COMPETITIVE BIDDING
WHEREAS, the City of Santa MOnica Transportation Management DIVISion has a
requirement for purchase and installation of 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
have prOVided high quality, durable equipment at a fair price, and
WHEREAS, to seek competitive bids for purchase and Installation of said
equipment would be futile as there eXists no competitive market, would only cause
unnecessary expense and delay and would not be In the public Interest
NOW, THEREFORE THE CITY COUNCIL OF THE CITY OF SANTA MONICA
DOES RESOLVE AS FOLLOWS
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SECTION 1 The City Council finds that no competitive market eXists to
purchase and Install traffic signal pre-emption eqUipment and that such eqUipment can
be purchased more economically on the open market
SECTION 2 The City Council also finds that to seek competitive bids for said
eqUipment would cause unnecessary expense and delay
SECTION 3 The City Manager, or his designee, IS hereby authorized to
purchase Optlcom traffic signal pre-emption equipment from John C Henberger Co ,
Inc , the only distributor In the southwest region for Optlcom equipment and have them
Install the equipment 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
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ADOPTED AND APPROVED THIS DAY OF 1999
MAYOR
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Adopted and approved this 23rd of March, 1999
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lam O'Connor, Mayor
I, Mana M Stewart, CIty Clerk of the City of Santa MOnica, do hereby certify that
the foregoln9 Resolulion 9380 (CCS) was duly adopted at a meeting of the Santa
Monica City Council held on the 23rd of March, 1999 by the followmg vote
Ayes Councllmembers Felnstem, Genser, Holbrook, McKeown,
O'Connor, Rosenstem
Noes Councllmembers None
Abstain Councllmembers None
Absent Councllmembers None
ATTEST
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Mana M Stewart, City Clerk