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Home My WebLink About19-Development Services . \ .. CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION Dept: Development Services Subject: Resolution awarding a bid and authorizing the issuance of a purchase order to Synchronex for the delivery of twenty- five (25) traffic signal Battery Backup Systems (BBS) in an amount of $109,770.31 From: James Funk Date: January 20, 2003 0 RIG 1 N A L MCC Meeting Date: February 2, 2004 Synopsis of Previous Council Action: 11/2002 Council Grants Ad Hoc Committee authorized submittal of Grant Application. Reso. 2002-379: Approving the submittal of a BBS Grant Application for $66,500 Recommended Motion: Adopt Resolution. ~~ Contact person: Tim Porter, Engineering Associate Phone: 5253 Supporting data attached: Staff Report, Reso. & Vendor Quote Wards: All FUNDING REQUIREMENTS: Amount: $10977031 Source: 250-370-5504-7338 & 242-362-5504-7354 Acct. Description: TC04-02 Traffic Signal and Improvements at various locations & SS04-43 Purchase of BBS Hardware Finance: Council Notes: Agenda Item No. ~/ 8/ocf . I Iq ~ .;t! 2.1:f:\ I.{~. \.\3 I" \ '. " , CITY OF SAN BERNARDINO -REQUEST FOR COUNCIL ACTION Staff Report Subject: Resolution awarding a bid and authorizing the issuance of a purchase order to Synchronex for the delivery of twenty-five (25) traffic signal battery backup systems (BBS) in an amount of $109,770.31. Background: Traffic signals in the City of San Bernardino are powered from the Southern California Edison Company power grid. When power outages occur, traffic signals in the affected area go "dark." The California Vehicle Code requires drivers to treat a dark signal as a 4-way stop sign; however, for increased visibility, it is desirable to provide back-up power to the signal to maintain the signal in flash mode during power outages, The California Energy Commission is providing matching grant funding to install BBS for intersections with light emitting diode (LED) traffic signals. The BBS process was initiated with the passage of Senate Bill 84. All cities and counties that have retrofitted their traffic signals with LED are eligible to apply. The City qualifies for the grant application process since we have recently converted to LED traffic signal lighting to significantly reduce energy consumption. There are presently 245 signalized intersections in the City. Battery backup systems have been installed at three recently constructed signalized intersections. Based on the knowledge and working experience of the City Engineer and Traffic Engineer, 25 of the remaining 242 intersections were selected for BBS installation. The Grant application required the City to evaluate and prioritize the proposed candidate intersections. The intersections chosen are located primarily along high-speed heavily traveled arterial roadways, with significant school- aged pedestrian activity, and where traffic safety concerns are a constant issue. There is probably enough flexibility within the BBS Program to allow for the substitution of equally or higher rated intersections, should the need arise. Attached is a list of 25 locations, which have been determined by the City Engineer and Traffic Engineer to have the highest priority for installation of BBS systems based on the evaluation criteria established by the Grant Program. The City's Purchasing Department sent an request for bids to five local Southern California traffic signal hardware vendors, requesting a cost estimate for the purchase of (25) BBS units. One vendor responded to the request. Synchronex submitted a bid on 9/22/03 for $109,770.31 to cover the cost of the (25) BBS units. Therefore, the cost of the BBS project is $109,770.31, including sales tax. This includes the cost of 25 BBS units at an estimated cost of approximately $4,390.81 per unit. The California 2 , ." r .' CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION Staff Report (Continued) Energy Commission will reimburse the City $66,500, which is approximately 66% percent of the cost of the BBS hardware up to $102,300.00. Long Term Maintenance: There is a future cost that will be incurred to maintain and/or replace the BBS units. The BBS batteries have a two-year warranty. A sales representative (SYNCHRONEX) who distributes the BBS units recommends that the "six-pack" battery unit be replaced every five years. The six-pack replacement cost is $980/unit or $163 per single battery replacement. It is estimated that batteries will have to be replaced every five years at an approximate total cost of $25,000. Reasons for Power Failure: Traffic signals at intersections are disrupted for reasons such as power blackouts, vehicle accidents damaging/severing power supplies and weather conditions (including wind and roadway flooding), causing damage to some portion of the power grid or direct source of power to the intersection. The recent windy inclement weather that has swept the Inland Empire during the past several days serves as an example of why the proposed battery backup systems can be beneficial to guarantee roadway safety and reduce weather power outages with related manpower maintenance requirements. Duration of Loss of Power: The Traffic Signal and Street Lighting Supervisor reports that the typical duration of a power outage averaged approximately 2 hours. Approximately 20% percent of the intersections city-wide experienced outages of up to 13 hours during the past 12 months. Approximately 49 intersections had power outages that disrupted signal operations during the past 12 months. Batterv Backup Operations: The Battery Backup System (BBS) or uninterruptible power system (UPS) is designed for transportation and traffic applications. Upon loss of utility power the BBS unit inserts battery power into the system via a supplied Power Interface Module (PIM). In case of UPS failure and/or battery depletion, the PIM will ensure that the UPS will drop out and upon return of utility power, the traffic control system will default to normal operating mode. The BBS will provide a minimum of 4 hours of power to intersection (in red flash mode) after a power outage and the signal will resume its programmed phasing when the regular power is restored. Financial Impact The hardware cost of the BBS project is $109,770.31. The City will be reimbursed for approximately 66% percent of the hardware costs up to a maximum hardware cost of $102,300.00, or $66,500, from the California Energy Commission after completion of the work. The balance of the hardware cost, in the amount of $43,270.31, will be taken from Account No. 250-370-5504-7338 "TC04-02 Traffic Signals and Improvements at Various Locations." City electrical employees will perform the labor, which will be charged to the current fiscal year operating budget. The FY 03-04 budget includes the expenditure and revenue reimbursement for this project. 3 I., . ,- .' CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION Staff Report (Continued) The continuing long-term cost of replacing the batteries is estimated to be approximately $25,000 each five-year period for the 25 intersections proposed to be equipped with BBS. This amount will be included in future operating budgets for the Traffic Signals and Lighting Section. In December of 2003, staff applied for a one year extension of the grant, which was scheduled to expire on December 31,2003. On January 20,2004, a letter (copy attached) was received from the California Energy Commission indicating that all grant extensions are currently on hold as a result of a recently issued spending freeze in response to California's budget crisis. The letter further advises that any expenditure made outside the term of the Agreement will be at the City's own risk. Staff believes this battery backup project is a worthwhile project with or without reimbursement. It will improve traffic safety at the listed intersections, reduce the cost of calling out stand-by personal to set stop signs at dark signals, and reduce the City's liability associated with dark traffic signals. Therefore, we recommend that the City proceed with the project. If grant funds do not become available, then sufficient funds are available from Account No. 250-370-5504-7338 "TC04-02 Traffic Signals and Improvements at Various Locations" to cover the entire cost of the hardware purchase . Recommendation: Adopt Resolution. 4 I' . .' " STATE OF CALIFORNIA-THE RESOURCES AGENCY ARNOLD SCHWARZENEGGER, Governor CALIFORNIA ENERGY COMMISSION 1516 NINTH STREET SACRAMENTO. CA 95814-5512 (916) 654-4381 January 15, 2004 Mr. Michael Grubbs Acting City Engineer City of San Bernardino 300 North D Street San Bernardino, CA 92418-0001 \Rlrn:~~~@ CITY OF SAN BERNARDINO DEVELOPMENT SERVICES DEPARTMENT RE: BATTERY BACK-UP SYSTEM GRANT (BBS-02K-168) Dear Mr. Grubbs: This is a courtesy reminder that you should not incur any reimbursable expenditures beyond the approved end term date of your above-referenced grant agreement. Pursuant to the terms of your agreement, the California Energy Commission (Commission) is not obligated in any way to reimburse you for any expenditure incurred outside your grant term. All grant extensions received by the Commission are currently on hold as a result ofthe recently issued spending freeze in response to California's budget crisis. It is unclear whether the Commission will receive authorization to extend your grant agreement beyond the current end term date. Therefore, any expenditures made outside the term of your agreement are at your own risk. You are encouraged to submit a payment request as soon as possible for all eligible expenditures that occurred within the term of your agreement. The Commission will authorize payment for all valid expenditures that are eligible for reimbursement regardless ofthe overall status of your project. We appreciate your patience and cooperation during this exercise. Please be assured that the Commission is pursuing authorization to extend these grants. Should you have any questions or concerns, you may contact me at 916-654-4204 or Dave Rubens at 916-651-9857 for further assistance. Sincerely, ~''-' .-0" JOHN P. BUTLER II, Manager Grants and Loans Office cc: Dave Rubens, Commission Project Manager Karen Chase, Grants and Loans Analyst r BBS-02K-168 NEW BBS INSTAllATIONS SBDO SBDO SBDO SBDO SBDO SBDO SBDO SBDO SBDO SBDO SBDO SBDO SBDO SBDO SBDO SBDO SBDO SBDO SBDO SBDO SBDO SBDO SBDO SBDO SBDO SBDO SBDO SBDO SBDO SBDO SBDO SBDO SBDO SBDO SBDO SBDO SBDO SBDO SBDO SBDO SBDO SBDO SBDO SBDO SBDO SBDO SBDO SBDO SBDO SBDO Highland/Waterman Av yes Rialto Av/Pepper Ave. MillIMI. Vemon Av. Del Rosa/Highland Base Line/Waterman Waterman/Mill SI. MI. Vernon/Base Line Highland/MI. Vernon Palm Av/Highland Kendall/University University/Norlhpark 2ND/E STREETS Sterling/Highland Tippecanoe/SBD Ave. Mill SIIPepper Ave 9th/MI. Vernon 9TH/Waterman Av 5TH/Waterman Av. 3RD/Waterman Av. California/Base Line Date SIIDel Rosa Av Base Line/Med. Center Base Line/ E SI. Highland Av/ E St Marshall Blvd/ E St 23 ,/" Ir 89/22/2883 12:48 9894821844 SYNC:l-lRt:J.EX PAGE 81 Q';"P. .' -j , UEST F . ~ 0 R FROM THE CITY OF SAN BERNARDINO Purchasing Department 300 No. D Street, San Bem"tdlno. CA 92418 19011\ 38405085 FAX 1909\ 384-500 ISSUE ORG REQ REPLY DATE 09/1512003 DEPT 185 NOfI RFP 004028 TYPE ANNUAL DUE BY 09122/2003 Pie.. fIX by , " ., Close of bl!& ' VENDOR NAME SYNCHRONEX VENDOR ADDRESS ' AnN: BID DEP'I'/MIKJl BEYKE , 1420 N. CLARSMONT B1., S'rn, 2n~B CITY, STATE. ZIP , CLAREMOm,CA91711 , -... " , " PHONE 901-I/IZ~16'/l> FAX PtlF-ifS2.-lotfY. CONTACT A!/,a.IS~.,,1<<. PLEASE RESPOND WITH NO BID IF NOT BIDDING. FAILURe TO RESPOND Will RESUL. T IN REMOVAL FROM BID LIST. DETAIL D~IPTION OF PRODUCT OR ~E u15M UNIT TmAL "I5RiC!" ~IF 1141\1 PRICE REQUEST FOR PROPSAL . Batter BackuD S\IlIIsm. IBS\ for New InstllllatIons II .. -,.-~~ (I 1 UPS SWIsm Per Tectmlca~cetIon. 2~ Ea I - Rack Door for UPS SWIem Per Technlc:al Ea eo. I" r..~. ~ 2 dons 25 3 Balter PacklCable Der Technical SDlIClIlcaUullll 25 Ea P/9. b..~ Iii. 4 Fre MlrvtlnalBllatloll P/esae list ""088 on thl. .heet and on a80e . .. three. PlODOs.l. of the Technal Saeclnc&tions " 1M Taxe. .7.75% '7,'2E.:d subtotal V Total /09, ~itUI --. (,;11 Y C;ONTACT, SHEILA A. FUTCH NO CHARGE WILL BE ALLOWED OVER AND ABOVE PRICES QUOTED ON THIS SHEET. THE RIGHT IS RESERVED' TO ACCEPT OR REJECT QUOTATIONS ON EACH ITEM, SEPARATELY OR AS A WHOLE. 9/z.z./o~ DesunaUon ~ , "'-"c<. ;..J a 0 t<JA QUOTE DATE FOB POINT SHIP VIA TERMS DELIVERY DATE F]5!GHT VENDORS SIGNATURE ~-Z?<) ,/ TITLE ;f1ec".-JT~/~~u- PLEASE PRINT NAME P?J~I!!. ALl/vi:, I. I' . El9/Z2/2ElEl3 12: 48 9El94821El44 SYNO-IRGEX PAGE 82 Pille I of 4 City of San Remardino TECHNICAL SPECIFICA TlONS RFP Q04026 Battery Backup Systems (BBS) Specifications for New Installations (Not yet insu.lIed) NO~~ : ~CIAl....lliSl'RUrnQNS TO Tl-If.JUDDER" Services: Bidder shan complete right-band column indicatina bricf reasonilll Cor exceptions to requirements when not acceptable. State "AcccptlbJc" jf rcquiremcllts are ~cable as set forth in left-band column. Equipmsnt: Blckkr shall complete right-hand. column indicating specific size and or mate and model of all components when not exactly as specified. S. MAs Specified"' if item is ""lIClly IS set forth in the left-bud columo. FAJLURI TO COMPLETE JuGBT->>AND Ql..LlIMN ~~ATE III CATIGORY I "C\;t<rlABLJ: IAS IPECDDD I. System for a fully fimctional BSS shall opcrite the (Si,5uJ !IZ56V/4) entire UlD-<lnly intersection (700W/JOOOVA active output capacity, with 80% minimum inverter '7#L efficiency) for I period of at least two hours IIId run III /U:sr-'s additional two hours on reel flash only. . ;f..s t5f'Lc,FIL1J 2. Battery systems wiD back up III intersec:tion for a minimllD1 offour hours UJd then be fully recbarzed and prepared tor inother two hours of operation within /}S .syPUIF 1E..'j) twenty.rour hours. 3. Maximum transfer time due to power outage shall be ] SO milliseconds. ,45 Sl'L,c., FI L'D 4. Batteries shall be certified (by the manufacturer) to operate normally in batsh conditions: -25 degrees c to +74 /1S ..$ {I L. elf I F iJ dCgm:3 l: and 20% to 95% bwniclity. s. Battery output voltase shall be 100 VAC and 125 VAC. pure sine wave output, $3% THO, 60Hz :.!:. 5Hz. ,AS .s,L.Glrl LZ> . a9/22/2aa3 12:48 9a94821a44 SYNC:tfU.EX PAGE 113 - - P..:Zof' . 6. BBS shall bypass the utility line power whenever the utility line voltage is outside the following voltage T1.np: /IS .s"LC/F/~D IOOVACto 130 VAC(!..2 VAC). 7. BSS shall be equipped to prevent a malfunction . feedback to the cabinet or from feeding back to the utility /fs .s.,.Lc,~,&..D service. 8. Batteries shall be provided with appropriate interconnect wiring and corrosion-resistant mountiJls trays and/or brackets appropriate for the cabinet inlo ns ..s"k.I"ltEi> which they will be iastalled. 9. BatteJy interconnect wiring shall be via modular harness. Batteries .hall be shif1l1ed with positive and neptive terminals pre-wired with red and black cabIins ~.s S/t:.ClrILD that terminates into. typical power-pole style connector. Harness sl1an be equipped with matiq )lCJMf-pole atylc CODDectors for battmes and a single insulated plus-in style coDDCCtion to inverter/charger unit Harness shall allow baUeries to be quickly 'and easily ~ in any order and sball be IIcyed md wilCd to insure 'pIOper polarity aa.cI circuit confiauration. Battcty termiDals sba1l be covered and insullltedlO lIS to prevent lCCidental sbortiDg_ 10. Batteries shill be wal'TlJlted for a fun n=pIacement for two (2) years from the date of purchase. A.s SI'~C.lh€D 11. Batteries stored in'an external ~ may be attac:bed to the COIiroI1cr or a staDd-alonc, pad-mount, outdoor (NEMA 3R) cnclosure s.ball be available sbould lbcrc be iaadequate room in the signal cabinet or should the C01I:IUILiuWtrafliG oaai- prof<< mdc~...J-u, utema1 DIO\IIIting. ~ extemal bettcry cabinet shall have . door opening to the entire cabinet lind enclosed bottom with iDscct proof weepholc. The door shall be attIdIcd ~5 ..s~~/r/~O to the cabinet throuab the use of a continuous steel piano hi.. The door shall use a pedlock clasp in order to lock the door. Thc weatherproof enclosure sban be 12" wide x 9" cIccp x 36" - 54" high (taller if UPS controls arc installed with the batteries in the external cabim:l). Batlerics mounted to the oxistio8 control Clbincts shall be mounted with a minimum of eight bolts. External cabinets lIhall be ventilated through the use of louvered vents, filters, and thcrmostlltica1lv controlled fanes). . B9/22/2BB3 12:48 9B94821B44 , ~ . PAGE 84 PlpJ ot4 r .-.-........-..- ... ....-. ..-----.--. ----..-.--.-----.-- --.-.....-....... ,.-,-' L PllOPOSAL . . ." r-..--- ... -....... 2- -+. u.. P!i<!- .--' Amo..t I. u.m........""",."....(ups).., , . ~. . Caltrans and California Energy Commission I Speciticat1onslSnotcdinJtemNos.l through # 3,01!"'0t:J 77,0D0.ctJ II. 25 ea. I 2. Rack Door for UPS system. jIer pertinent ~ 2-CC. tJ'(J 61- specifications IS noted in Item Nos. I through 11. .. 5i~,~ 25 ea. 3 Battery Pack. 72 volt w (6) 41 AM Battery Pack , . Inc1udinS 5 ft. battery c:ablc:. pc:r portiaont 7fS-. Cl) - specifications IS noted ill Item Nos. I through 17, "">:04 11. 2Sea. Six. (6) ~upiCl$ uC IlIe pcoposal shall be; submitted to ~c: I'm-cbuina Dcpartmcat.. ~.. Signed~ MiobMl Gnlbba Actioa City EnginecrlDeputy Director of 7/ZlD3 (Date) ~~~~ J FlInk, Direc:tor ofDcvelopment Services 1.6'/42.3 . (Date) @Q,9tS , JilSel S8 CHAMBER OF COMMERCE ATIN: DEANNE MONTOYA 546 W 6TH ST SAN BERNARDIO, CA 92410 SYNCHRONEX ATIN: BID DEPTIMIKE BEYICE 1420 N. CLAREMONT BL, STE. 205B CLAREMONT, CA 91711 J&r.J ATIN: BID DEPT 4677 WILLOWBEND CT CHINO HILLS, CA 91709 ODYSSEY POWER CORP ATIN: BID DEPTIRENEE EVANS 22765 SA VI RANCH PKWY, SUITE D YORBA LINDA, CA 92887 el SSilJpPV eAHMv. Ira SUPPLY COMPANY ATIN: BID DEPTIMATTPIEPER 1030 N. BATVIA, SUITE A ORANGE, CA 92867 EMERSON ELECTRIC CO A TIN: BID DEPT! RAY FARlDNlA 9650 JERONIMO RD IRVINE, CA 92718 \. e 1 2 tC(Q)~Jf RESOLUTION OF THE CITY OF SAN BERNARDINO A WARDING A BID AND 3 AUTHORIZING THE ISSUANCE OF A PURCHASE ORDER TO SY:\'CHRONEX FOR 4 HE DELIVERY OF TWENTY-FIVE (25) TRAFFIC SIGNAL BATTERY BACKUP SYSTEMS IN AN AMOUNT OF $109,770.31. 5 6 7 E IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS: SECTION I: Synchronex is a competent and reliable traffic signal material 8 e supplier, and of the five firms contacted by staff during the California Energy Commission's 9 'Battery Backup Systems Program" bid process, provided the only responsive quote for the 10 11 12 13 14 15 16 supply of Battery Backup Systems (BBS) hardware. Pursuant to this detellllination, the Purchasing Manager is hereby authorized and directed to issue a Purchase Order for twenty-five BBS units to said supplier for an amount of$109,770.31. This award shall only be effective upon he issuance of a Purchase Order by the Purchasing Manager. SECTION 2: The authorization to execute the above referenced Purchase Order is 17 18 .escinded ifit is not issued within sixty (60) days of the passage of this resolution. 19 I II 20 // 21 II 22 I 23 I I 24 01 25 I I 26 I e I 27 I 28 I YL6 . /C( i/I 2/ ~/6f I. e e e 1 2 3 .. RESOLUTION OF THE CITY OF SAN BER.I'<lARDINO AWARDING A BID AND AUTHORIZING THE ISSUANCE OF A PURCHASE ORDER TO SYNCHRONEX FOR THE DELIVERY OF TWENTY-FIVE (25) TRAFFIC SIGNAL BATTERY BACKl.:P SYSTEMS IN AN AMOUNT OF $109,770.31 5 I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor and 6 7 8 9 10 11 12 13 14 15 16 Common Council of the City of San Bernardino at a meeting day of , 2004 by the following vote, to-wit: thereof, held on the ABSENT ABSTAIN NAYS AYES COUNCIL MEMBERS ESTRADA LlEN- LONGVILLE MCGINNIS DERRY SUAREZ ANDERSON MCCAMMACK 17 18 19 Rachel Clark, City Clerk 20 The foregoing resolution IS hereby approved this day of 21 22 23 24 25 Approved as to form And legal content: ,2004. Judith Valles, Mayor City of San Bernardino 26 James F. Penman 27 City Attorney 28 By L ?f~ o