REPORT TO THE CITY COUNCIL February 4, 2021 FROM: SCOTT L. MOZIER, PE, Director Public Works Department THROUGH: ANDREW BENELLI, PE, City Engineer/Assistant Director Public Works Department, Traffic Operations & Planning Division RANDALL MORRISON, PE, Assistant Director Public Works Department, Engineering Division BY: JOHN STANBOULIAN, Public Works Manager Public Works Department, Traffic Operations & Planning Division SUBJECT ..Title Action pertaining to Blackstone Avenue and Friant Road Corridor ITS Adaptive Synchronization Project; Dynamic Downtown Fresno Street, Van Ness Avenue, and BRT Path Corridors ITS Adaptive Synchronization Project; N. Blackstone Avenue and N. Abby Street Corridors ITS Adaptive Synchronization Project; Ventura Avenue and Kings Canyon Road Corridor ITS Adaptive Synchronization Project (Citywide) 1. Adopt a finding of Categorical Exemption per staff's determination, pursuant to Section 15301(c) Class 1 of the California Environmental Quality Act Guidelines (CEQA) 2. ***RESOLUTION - To dispense with the competitive bidding requirements and authorize the Public Works Director to enter into four contracts with Cubic ITS Inc. for the purchase of traffic signal adaptive modules for central processing unit, licenses, configuration, training, and warranty (Subject to Mayor Veto) 3. Award a purchase contract in the amount of $427,497 to Cubic ITS Inc., for the purchase of Synchro Green modules for the 23 intersections for the Blackstone Avenue and Friant Road Corridor ITS Adaptive Synchronization Project 4. Award a purchase contract in the amount of $509,411 to Cubic ITS Inc., for the purchase of Synchro Green modules for the 22 intersections for the Dynamic Downtown Fresno Street, Van Ness Avenue, and BRT Path Corridors ITS Adaptive Synchronization Project 5. Award a purchase contract in the amount of $152,918 to Cubic ITS Inc., for the purchase of Synchro Green modules for the 8 intersections for the N. Blackstone Avenue and N. Abby Street Corridors ITS Adaptive Synchronization Project 6. Award a purchase contract in the amount of $229,377 to Cubic ITS Inc., for the purchase of Synchro Green modules for the 12 intersections for the Ventura Avenue and Kings Canyon Road Corridor ITS Adaptive Synchronization Project ..Body RECOMMENDATIONS Staff recommends that the City Council adopt a finding of Categorical Exemption per Staff determination, pursuant to Section 15301(c) Class1 of CEQA guidelines, that the City Council approve a Resolution to authorize the Public Works Director to specify Cubic ITS Inc., for the purchase of Synchro Green Adaptive Signal Control Technology (ASCT), under the sole-source competitive bidding exception, and award four contracts to Cubic ITS Inc. in the amounts of $427,497 for the 23 intersections included in the Blackstone Avenue and Friant Road Project; $509,411 for the 22 intersections included in the Dynamic Downtown Project; $152,918 for the 8 intersections included in the N. Blackstone Avenue and N. Abby Street Project; and $229,377 for the 12 intersections included in the Ventura Avenue and Kings Canyon Road Project. EXECUTIVE SUMMARY The City has competitively bid and awarded four construction contacts that are constructing the traffic signal improvements in preparation for the deployment of the sole-source Synchro Green ASCT modules. The four Staff Reports to City Council indicated that staff will be bringing to City Council a sole-source contract for the purchase of Synchro Green ASCT modules. The Synchro Green ASCT technology and sole-source procurement process was approved by Caltrans Local Assistance, and the Sole Source Memorandum was approved by the City Manager. The Synchro Green ASCT modules are manufactured and distributed only by Cubic/Trafficware. The Cubic/Trafficware price list for South Carolina DOT, Local Governments, 2013, was used to assess the quotes for the City of Fresno. The Cubic/Trafficware 2021 direct cost to the City for the four Subject Projects, totaling 65 signals, is $1,319,203 (average $20,295 per intersection) which is comparable to 2013 South Carolina DOT prices with an approximate 2.8% annual price inflator. The 2012 Shaw Avenue ITS Adaptive Project (SR41 to SR168) low bid for Trafficware Synchro Green ASCT System was $305,000 for 9 traffic signals (approximately $33,900 per intersection). BACKGROUND The key BRT corridors provide access to the SR99, SR41, SR180 and a multitude of businesses and schools along one of the busiest corridor in the City of Fresno. The key BRT corridors currently operate with a static time-of-day (AM, noon, PM, 5 days per week) synchronization and require an adaptive signal control technology for 24 hours/day real-time synchronization, similar to Herndon Avenue and Shaw Avenue. The Synchro Green Adaptive Signal Control Technology (ASCT) modules will provide an efficient traffic adaptive coordination system, improving safety, operations, energy conservation and effective capacity of the entire Shaw Ave corridor while reducing emissions and improving overall quality of life. During the City's Fiscal Year 2020/2021, the Public Works Department is in construction phase for the four Subject Projects. The four Projects were competitively bid, awarded, and are constructing the necessary ITS infrastructure improvements that will prepare the corridor for the deployment of the Synchro Green ASCT modules. The Staff Reports to City Council stated that separate from the ITS infrastructure construction contract, but as part of the overall Projects, staff will be bringing to City Council a sole-source contract for the purchase of Synchro Green ASCT modules. 1) On March 5, 2020, the City Council awarded a construction contract to Audeamus Inc., dba Sebastian of Fresno, CA in the amount of $1,776,613 as the lowest responsive and responsible bidder, for Blackstone Avenue and Friant Road Corridor ITS Adaptive Project, Bid File 3712 (ID 20-00217). 2) On September 24, 2020, the City of Fresno awarded a construction contract to Audeamus Inc., dba Sebastian of Fresno, CA in the amount of $796,083 as the lowest responsive and responsible bidder for Dynamic Downtown Adaptive Control Technology, Fresno Street, Van Ness Avenue and Bus Rapid Transit (BRT) Corridors, Bid File No 3765 (ID 20-001184). 3) On November 19, 2020, the City of Fresno awarded a construction contract to Audeamus Inc., dba Sebastian of Fresno, CA in the amount of $1,420,012 as the lowest responsive and responsible bidder for N. Blackstone Avenue and N. Abby Street Corridors Adaptive ITS Project, Bid File No 3759 (ID 20-001527). 4) On November 19, 2020, the City of Fresno awarded a construction contract to Audeamus Inc., dba Sebastian of Fresno, CA in the amount of $1,578,972 as the lowest responsive and responsible bidder for Ventura Avenue and Kings Canyon Road Corridors Adaptive ITS Project, Bid File No 3767 (ID 20-001444). System Engineering: The Public Works Department's Traffic Operations Center (TOC) deployed Cubic/Trafficware ATMS software in 2001 which monitors 330 of the City's 500 intelligent traffic signals through the transportation fiber/wireless network. Cubic/Trafficware Synchro Green ASCT System was deployed in 2013, as part of east Shaw Avenue Traffic Synchronization project, which improved travel times an average of 27%. The City's ASCT System was competitively bid as part of the east Shaw Avenue Intelligent Transportation System (SR41 to 168) Project (Bid File 3192-11381). The System Engineering Management Plan (SEMP) for the Synchro Green ASCT System was approved for deployment by California Department of Transportation (Caltrans) Local Assistance and Federal Highway Administration (FHWA). Public Interest Finding: During October 2019, Caltrans Cost Effectiveness/Public Interest Finding was filed with Caltrans Local Assistance and FHWA for sole-source procurement of Cubic/Trafficware Synchro Green ASCT, as essential for synchronization with the existing City's systems for safe interoperability and cost effectiveness. In February 2020, the Caltrans Division of Local Assistance, Office Bulletin, DLA OB 20-01 stipulated local agencies are no longer required Cost-Effectiveness Determination/Public Interest Finding for using patented or proprietary materials in Federal-aid highway projects. On May 13th, 2020, District 6 Caltrans Division of Local Assistance Manager, James Perrault, confirmed the policy and the process for procurement. Sole-Source Procurement: The Cubic/Trafficware Synchro Green ASCT module is manufactured, distributed, configured, and maintained only by Cubic/Trafficware. In January 17, 2018, Public Works Department received written notification, stating that Cubic/Trafficware will distribute only through Cubic/Trafficware direct sales channel to agencies for all Cubic/Trafficware Synchro Green ASCT modules, configuration, and support. The Cubic/Trafficware Synchro Green ASCT modules include traffic signal controller central processing unit boards (2070-1C CPU), intersection licenses, configuration, training, and warranty. The Cubic/Trafficware Synchro Green ASCT System has gone through extensive system engineering, review and approval process by Caltrans and FHWA. The Synchro Green ASCT System has been operating since 2013 along east Shaw Avenue corridor, improving travel times by an average of 27%. Recently, the City Council approved Resolution No. 2018-309 and No. 2019-099 to dispense with the competitive bidding requirements and authorize the Public Works Director to enter into a contract for the purchase of Traffic Signal Adaptive Modules for Herndon Avenue (Willow Avenue to Golden State Boulevard) and Shaw Avenue (Blackstone Avenue to Polk Avenue). In 2020, The Public Works Department activated Synchro Green ASCT System along west Shaw Avenue corridor and Herndon Avenue corridor. Public Works Department Traffic Operations Center and Traffic Signal Maintenance staff has extensive experience with the state-of-the-art Synchro Green ASCT System, that has demonstrated reliability, safety, and effective operations and will best serve the City's transportation system. A detailed financial assessment is provided in the Sole Source Memorandum attachment. As a reference, the 2012 Shaw Ave ITS Adaptive Project (SR41 to SR168) low bid for Trafficware Synchro Green ASCT System was $305,000 for 9 traffic signals (approximately $33,900 per intersection). As a summary, the Cubic/Trafficware price list for South Carolina DOT, Local Governments, 2013, was used to assess the Trafficware quotes for the City of Fresno. The 2018/2019 Cubic/Trafficware direct cost to the City for expanding the existing system to Herndon Avenue was $586,000 for 28 traffic signals ($20,928 per intersection), and the direct cost to the City for expanding the existing system to west Shaw Avenue was $338,100 for 16 traffic signals ($21,131 per intersection) which was an average of 14.8% higher as compared with 2013 South Carolina DOT prices which accounts for an acceptable 2.8% annual price inflator. The 2020/2021 Cubic/Trafficware direct cost to City for expanding the Cubic/Trafficware Synchro Green ASCT System to the four Subject Projects, totaling 65 signals, is $1,319,203 (average $20,295 per intersection) which is comparable to 2013 South Carolina DOT 2013 prices with an approximate 2.8% annual price inflator and approximately 1/3 less than 2013 east Shaw Avenue bid prices. The City Attorney's Office has reviewed and approved to form the Resolution, Sole Source Memorandum, and Staff Report. Staff recommends Council award four sole-source purchase contracts to Cubic ITS Inc. (Cubic/Trafficware) (1) in the amount of $427,497 for the purchase of Synchro Green adaptive modules for the 23 intersections required for the Blackstone Avenue and Friant Road Corridor ITS Adaptive Synchronization Project (PW00810), (2) in the amount of $509,411 for the purchase of Synchro Green Adaptive Modules with Performance Measures for the 22 intersections required for the Dynamic Downtown ITS Adaptive Traffic Synchronization Project (PW00879), (3) in the amount of $152,918 for the purchase of Synchro Green Adaptive Modules for the 8 intersections required for the N. Abby/N. Blackstone Corridor ITS Adaptive Traffic Synchronization Project (PW00809), (4) in the amount of $229,377 for the purchase of Synchro Green Adaptive Modules for the 12 intersections required for the Ventura Street/Kings Canyon Road Corridor ITS Adaptive Traffic Synchronization Project (PW000811) and authorize the Purchasing Manager to sign and execute the purchase order on behalf of the City of Fresno. ENVIRONMENTAL FINDINGS Staff has performed a preliminary environmental assessment of this project and has determined that it falls within the Categorical Exemption set forth in CEQA Guidelines Section 15301(c) Class 1 (existing facilities) which exempts projects involving a negligible or no expansion of an existing facility. This exemption applies because these projects involves improving efficiency of an existing roadway through coordinating the operation of existing traffic signals to reduce congestion without expansion of the roadway. The project will install adaptive modules in existing cabinets and synchronize the corridors. Staff determined under the CEQA Guidelines these projects fits within the definition of existing facilities in Section 15301(c) Class 1, as Categorically Exempt from further CEQA review. Furthermore, Staff has determined that none of the exceptions to Categorical Exemptions set forth in the CEQA Guidelines, Section 15300.2 apply to this project. LOCAL PREFERENCE Local preference is not implemented based on conditions of the Federal CMAQ grants, and Local preference is not applicable for sole-source procurement of Synchro Green Adaptive modules. FISCAL IMPACT The four subject projects will have no impact to the General Fund. The Dynamic Downtown Project will have no impact on the General Fund and is funded by a Measure C New Technology Grant with a match through Measure C Flexible funds. The other three ITS projects will have no impact on the General Fund and are funded by Federal grants from the Congestion Mitigation and Air Quality (CMAQ) Program and Proposition 111 Gas Tax. Attachments: Resolution Sole Source Memorandum