Title
Consider a memorandum/resolution authorizing a Letter of Agreement with Iteris, Inc., for the Traffic Management Center Upgrade, in the amount of $128,196.
Summary
DATE: January 17, 2023
TO: Kent Cagle, City Manager
FROM: Jeffery Reynolds, Executive Director of Public Works
SUBJECT: Authorize a Letter of Agreement with Iteris, Inc. for Traffic Management Center Upgrade, in the amount of $128,196
BACKGROUND AND FINDINGS:
In 2013, Iteris, Inc. installed the software, hardware, video wall, and designed the technological system that operates the Traffic Management Center (TMC). The video wall system provided the TMC with remote connection capabilities for trouble shooting, diagnostics, clock synchronization, and coordination of timing for each intersection. Video wall monitors operate twenty-four hours a day, 365 days a year and have a usable life expectancy of 5.7 years. The current video wall has exceeded its usable life and requires an upgrade. Any failures in the antiquated monitors would cause a loss of connection capabilities; therefore, interfering with the Transportation Division’s monitoring of signaled intersections within the city.
Iteris, Inc. is a sole source provider of the components within the TMC and documents have been routed and approved as a sole source provider for this project.
The Traffic Management Center Upgrade was approved in the FY2023 Capital Improvement Plan Budget and is not to exceed the amount of $128,196.
THE ALTERNATIVES CONSIDERED:
1. Do not authorize a letter of agreement with Iteris, Inc. for the Traffic Management Center upgrade, which could cause the inability to maintain signal functions remotely.
2. Authorize a letter of agreement with Iteris, Inc. for the Traffic Management Center upgrade in the amount of $128,196.
Which alternative is recommended? Why?
Alternative two (2) is recommended to prevent any loss of remote connection capabilities, communication errors, and signal functionality.
CONFORMITY TO CITY POLICY:
Sole/Single Source procurements are exceptions to normal purchasing procedures and are permitted only when the required item/service is available from a single supplier. This is required per State Law and the City of Killeen’s Purchasing Policy.
FINANCIAL IMPACT:
What is the amount of the expenditure in the current fiscal year? For future years?
The expenditure in FY 2023 is in an amount not to exceed $128,196.
Is this a one-time or recurring expenditure?
One-time
Is this expenditure budgeted?
Yes, funds are available in the Governmental CIP Fund account 349-8927-493.61-40.
If not, where will the money come from?
N/A
Is there a sufficient amount in the budgeted line-item for this expenditure?
Yes
RECOMMENDATION:
City Council authorize the City Manager, or designee, to execute a Letter of Agreement with Iteris, Inc. in the amount of $128,196 for the Traffic Management Center Upgrade and authorize the City Manager, or designee, to execute any and all change orders within the amounts set by State and Local law.
DEPARTMENTAL CLEARANCES:
Public Works
Information Technology
Legal
Finance
ATTACHED SUPPORTING DOCUMENTS:
Sole Source
Letter of Agreement
Certificate of Interested Parties