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HomeMy WebLinkAboutResolution - 2015-R0263 - Award Bid To ITS Pluto Inc - VIVDS - 08/27/2015Resolution No. 2015-RO263 I(l=ifM*W,11 7 August 27, 2015 RESOLUTION IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LUBBOCK: THAT City of Lubbock Invitation to Bid No. ITB 15 -12445 -SS / Contract 12445 is led to ITS Plus, Inc., of Plano, Texas, for a Video Imaging Vehicle Detection System DS), and further THAT the Mayor of the City of Lubbock is authorized and directed to rte, for and on behalf of the City of Lubbock, a contract for said activities with ITS Plus, consistent with the terms of the bid submittal attached hereto and incorporated herein, in a acceptable to the City Attorney, and related documents. by the City Council on August 27, 2015 , 4AO� GLEN C. RUBERTSON, MAYOR ATTEST: Reb cca Garza, City SEcretar P.E., Director of Public Works APPROVED AS TO Plus_VIVDS.2015.doc Resolution No. 2015-RO263 Contract 12445 City of Lubbock, TX Contract For Video Imaging Vehicle Detection System (VIVDS) THIS CONTRACT made and entered into this 27'x' day of August, 2015, by and between the City of Lubbock ("City"), and ITS Plus, Inc., ("Contractor"). WITNESSETH: WHEREAS, the City of Lubbock duly advertised for bids for Video Imaging Vehicle Detection System (VIVDS) and bids were received and duly opened as required by law; and WHEREAS, after careful consideration of the bid submitted by Contractor, the City authorized the execution, in the name of the City of Lubbock a contract with said Contractor covering the purchase and delivery of the said Video Imaging Vehicle Detection System (VIVDS). NOW, THEREFORE, in consideration of the mutual agreement contained herein, as well as the financial consideration hereinafter referred to, the parties hereby covenant and agree as follows: 1. In accordance with City's general conditions and Contractor's bid, copies of which are attached hereto and made part hereof, Contractor will deliver to the City, Video Imaging Vehicle Detection System (VIVDS) and more specifically referred to as Items One, Two B, Four and Five on the bid submitted by the Contractor or in the specifications attached hereto. 2. The City promises and agrees to employ, and does employ, the Contractor to cause to be done the work provided for in this Contract and to complete and finish the same according to the attached specifications, offer, and terms and conditions contained herein. 3. The Contractor shall perform the work according to the procedures outlined in the Bid Form General Conditions, and Specifications attached hereto. The contract shall be for a term of one year, with the option of two, one year extensions, said date of tern beginning upon formal approval. The City does not guarantee any specific amount of compensation, volume, minimum or maximum amount of services under this contract. 4. This contract shall remain in effect until the expiration date, performance of services ordered, or termination of by either party with a 30 day written notice. Such written notice must state the reason for cancellation. The City of Lubbock reserves the right to award the cancelled contract to the next lowest and best bidder as it deems to be in the best interest of the city. 5. Contractor shall at all times be an independent contractor and not an agent or representative of City with regard to performance of the Services. Contractor shall not represent that it is, or hold itself out as, an agent or representative of City. In no event shall Contractor be authorized to enter into any agreement or undertaking for or on behalf of City. 6. The contractor shall obtain and maintain in full force and effect during the term of the contract, commercial general liability coverage with insurance carriers admitted to do business in the State of Texas. The insurance companies must carry a Best's Rating of A- VII or better. The policies will be written on an occurrence basis, subject to the following minimum limits of liability: TYPE General Liability Commercial General Liability General Aggregate Automotive Liability Combined Single Limit Any Auto Workers Compensation AMOUNT $1,000,000 $1,000,000 Statutory Amounts The City of Lubbock shall be named as additional insured on Auto/General Liability on a primary and non-contributory basis, with a waiver of subrogation in favor of the City of Lubbock on all coverages. All copies of the Certificates of Insurance shall reference the project name or bid number for which the insurance is being supplied. Copies of all endorsements are required. The contractor will provide a Certificate of Insurance to the City as evidence of coverage. The certificate will provide 30 days notice of cancellation, and under the cancellation section, the wording "endeavor to" and "but failure to mail such notice shall impose no obligation or liability of any kind upon the company, its agents or representatives" will be crossed out. A copy of the additional insured endorsement attached to the policy will be included with the certificate. The contractor shall also maintain workers compensation insurance in the statutory amount. If at any time during the life of the contract or any extension, the contractor fails to maintain the required insurance in full force and effect, all work under the contract shall be discontinued immediately. Any failure to maintain the required insurance may be sufficient cause for the City to terminate the contract. 7. Neither the City nor the Contractor shall assign, transfer or encumber any rights, duties or interests accruing from this Contract without the written consent of the other. The City reserves the right to exercise any right or remedy available to it by law, contract, equity, or otherwise, including without limitation, the right to seek any and all forms of relief in a court of competent jurisdiction. Further, the City shall not be subject to any arbitration process prior to exercising its unrestricted right to seek judicial remedy. The remedies set forth herein are cumulative and not exclusive, and may be exercised concurrently. To the extent of any conflict between this provision and another provision in, or related to, this document, this provision shall control. 9. At any time during the term of the contract, or thereafter, the City, or a duly authorized audit representative of the City or the State of Texas, at its expense and at reasonable times, reserves the right to audit Contractor's records and books relevant to all services provided to the City under this Contract. In the event such an audit by the City reveals any errors or overpayments by the City, Contractor shall refund the City the full amount of such overpayments within 30 days of such audit findings, or the City, at its option, reserves the right to deduct such amounts owing the City from any payments due Contractor. 10. All funds for payment by the City under this contract are subject to the availability of an annual appropriation for this purpose by the City. In the event of non -appropriation of funds by the City Council of the City of Lubbock for goods or services provided under the contract, the City will terminate the contract, without termination charge or other liability, on the last day of the then -current fiscal year or when the appropriation made for the then -current year for the goods or services covered by this contract is spent, whichever event occurs first. If at any time funds are not appropriated for the continuance of this contract, cancellation shall be accepted by the Seller on 30 days prior written notice, but failure to give such notice shall be of no effect and the City shall not be obligated under this contract beyond the date of termination. 11. The contractor shall not assign or sublet the contract, or any portion of the contract, without written consent from the Director of Purchasing and Contract Management. Should consent be given, the Contractor shall insure the Subcontractor or shall provide proof of insurance from the Subcontractor that complies with all contract Insurance requirements. 12. This Contract consists of the following documents set forth herein; Invitation to Bid No. 15- 12445 -SS, General Conditions, Specifications, and the Bid Form. IN WITNESS WHEREOF, the parties hereto have caused this Contract to be executed the day and year first above written. Executed in triplicate. CITY OF LUBBOCK CONTRACTOR Glen C. Jeobertson, Mayor ATTEST: _ Re cca Garza, City. Bede ary P.E., BY C�� JJZ� Authorized Represe tive amt/ II�Q��CiV1. Print Name 17,20 Address Plano,1 X O, City, State, Zip Code h r City of Lubbock, TX Traffic Engineering ITB 15 -12445 -SS Video Imaging Vehicle Detection System (VIVDS) Specifications General This specification sets forth the minimum requirements for a Video Imaging Vehicle Detection System (VIVDS) that monitors a roadway for the presence of vehicles via processing of video images and provides outputs to a traffic cabinet. A VIVDS package shall consist of the following components conforming to the functional requirements of this specification in the quantities specified to detect vehicles on four (4) approaches simultaneously at a single intersection: Four (4) cameras to accurately view each approach up to a width of seventy-five (75) feet and a distance of five -hundred (500) feet measured from the stop line including all necessary hardware for standard gusset tube mounting, Four (4) single -channel or two (2) dual -channel Ethernet capable (onboard or external) video processor systems providing two (2) detection outputs per approach, one -thousand (1000) feet of cable suitable for outdoor use to power cameras and deliver video signal to the video processors, a four (4) channel power surge suppression system for all equipment above, and any required connectors or other hardware (including Ethernet communication modules) required to operate system. The City will purchase a minimum of eight (8) VIVDS packages in the first year of the contract, and may purchase additional quantities of individual bid items at the bid price. Any vendor with functional VIVDS packages that do not comply with all specifications within this document shall supply a list of specification conflicts and may be awarded the contract based on the decision of the City's Traffic Engineer. Definitions • Camera: The complete optical sensing assembly that outputs video images in the traffic cabinet via standard cabling and connections. • Video processor system: The electronic unit or units that convert the video image provided by the camera or cameras and generates outputs for detection zones. • Traffic Management Center (TMC): The City of Lubbock's office at 915 Avenue J where personnel manage the City's traffic infrastructure including all traffic signal systems. • Wide Area Network: The Ethernet network connecting the City of Lubbock's field infrastructure, including traffic signal components, to the Traffic Management Center. The Wide Area Network consists of multiple subnetworks connected by routers. Within each subnetwork, devices are connected by switches. All end devices utilize the TCP/IP protocol suite for communication. • Personal Computer (PCI: A general purpose computer running the Microsoft Windows operating system. PCs in this specification run version Windows 7 or newer. • Detection Zone: A geometric shape in the roadway configured in the video processor that changes state when occupied by a vehicle. STurchase/Bid Docs/ITB 15 -12445 -SS, Video Imaging Vehicle Detection System (VIVDS) 27 Functional Requirements - VIVDS components shall meet or exceed the following requirements: Camera • 380 lines resolution. • NTSC, RS170 video signal. • Video output via standard BNC connector in traffic cabinet. • Usable video at luminance levels from 0.1 lux (black and white) or 1.0 lux (color) to 10,000 lux. • Automatic optics control for optimal video output based on average scene luminance. • Operational in ambient temperature range of -30°F to +140°F while exposed to precipitation, freezing precipitation, blowing dust, and/or direct sunlight. • Standard mounting hardware for installation on gusset tube. Video Processor System Physical • Input file card rack format conforming to Caltrans TEES (170/2070 type) specifications. • Single (1) channel cards must have one (1) video input and one (1) video output. • Dual (2) channel cards must have two (2) video inputs and either two (2) video outputs (one per input) or a single (1) video output capable of displaying user selectable video input. • Standard BNC cable connections for video input/output. • Single (1) channel cards must be one (1) slot wide with two rear card edge contact closures (pins F & W). • Dual (2) channel cards may be one (1) or two (2) slots wide with four rear card edge contact closures (pins F, W, S & 1). • LED front panel status indicators corresponding to each rear card edge contact closure. • LED front panel status indicators corresponding to each video input connection. • USB connection for USB -compatible input device such as mouse or trackball. • RJ -45 Ethernet network connection (onboard each video processor card or by way of communications module with standard or proprietary connection to video processor cards). • Ethernet network operation supporting TCP/IP protocol suite with user -defined IP address, default gateway, and subnct mask / network prefix. • Detection zone and contact closure configuration via video output and USB input device. • Detection zone and contact closure configuration via vendor -supplied PC software and standard Ethernet network connection fully accessible across Wide Area Network. • Remote configuration and monitoring from Traffic Management Center over Wide Area Network via vendor -supplied software. Software / Configuration • Detection of vehicles within 150 milliseconds of vehicle arrival in detection zone. • Detection of motorcycles and bicycles. • 24 user -defined vehicle detection zones per camera input to be placed anywhere in the video input field of view. • Stop line vehicle presence detection zones. • Advance vehicle detection zones. • Directional vehicle detection zones. • User -selectable outputs corresponding to card edge contact closures. • Logical functions "AND" and "OR" to combine any type of detection zone and any card output. • Extension or delay in 1 -second increments for each logical function or detection zone. • Observation of detection zone operation by way of video output connection or PC software. STurchaseBid Docs/rrB 15 -12445 -SS, Video Imaging Vehicle Detection System (VIVDS) 28 Contract Term The contract shall be for a term of one year, with the option of two, one year extensions, said date of term beginning upon formal approval. The City does not guarantee any specific amount of compensation, volume, minimum or maximum amount of services under this contract. S: utchase/Bid Docs/ITB 15 -12445 -SS, Video Imaging Vehicle Detection System (VIVDS) 29 BID FORM Video Imaging Vehicle Detection System (VIVDS) City of Lubbock, TX ITB 15 -12445 -SS In compliance with the Imitation to Bid 15 -12445 -SS, the undersigned Bidder having examined the Invitation to Bid and Specifications, and being familiar with the conditions to be met, hereby submits the following Bid for furnishing the material, equipment, labor and everything necessary for providing the items listed below and agrees to deliver said items at the locations and for the prices set forth on this form. A bid will be subject to being considered irregular and may be rejected if it shows omissions, alterations of form, conditional alternate bids, additions or alternates in lieu of the items specified, if the unit prices are obviously unbalanced (either in excess of or below reasonably expected values), or irregularities of any kind. The Invitation to Bid 15 -12445 -SS is by reference incorporated in this contract. The Bid Form must be completed in blue or black ink or by typewriter. ITEM QTY (+/-) UNIT OF MEASURE DESCRIPTION UNIT PRICE' BID EXTENDED COST 1 32 Each Camera, as specified herein. $rJ J $ 2i2 )2-T6 2a 32 Each Single (1) channel video processor, as herein. k//Pf IVIA OR specified 2b 16 Each Dual (2) channel video processor, as herein. ` J ^ O �`7 -X%5j q specified Q 3 8 Each Ethernet communication module (if required), as specified herein. Allfj N/j } 4 8 Each Four (4) channel video surge suppression system, as specified herein. 5 8,000 Linear Camera cable, as specified herein.Foot Total (Items 1-5) for Eight (8) VFVDS Packages $ TRICE: P.U.B. Destination, Freight Pre -Paid and Allowed Unless otherwise specified herein, the City may award the bid either item -by -item or on an all -or -none basis for any item or group of items shown on the bid. PAYMENT TERMS AND DISCOUNTS - Bidder offers a prompt payment discount of 0 %, netocalendar days. Discounts will not be considered in determining low bid. Unless otherwise indicated on the Bid Form, payment terms will be NET THIRTY DAYS. The City will pay the successful bidder within thirty days after the receipt of a correct invoice or after the date of acceptance, whichever event occurs later. Discounts for prompt payment requiring payment by the City within a stipulated number of days will be interpreted as applying within the stipulated number of calendar days after the date of receipt by the City of a correct invoice or after the date of acceptance that meets contract requirements, whichever event occurs later. Discounts for payment in less than ten days will not be considered. STurchase/Bid Docs/rlB 15 -12445 -SS, Video Imaging Vehicle Detection System IVIVDS) City of Lubbock, TX Traffic Engineering Bid Tabulation August 27, 2015 ITB 15 -12445 -SS Video Imaging Vehicle Detection System (VIVDS) Item U/M Qty Description/Vendor Location Unit Cost Extended Cost 1 EA 32 Camera Plano, TX 1,590 25,440 ITS Plus, Inc. Plano, TX $ 695 22,240 Control Technologies, Inc. Tomball, TX 707 22,618 Trafficware Group Inc Sugarland, TX 867 27,744 Peek Traffic Corporation Houston, TX 1,050 33,600 Paradigm Traffic Systems, Inc. Arlington, TX 1,125 36,000 2B EA 16 Dual (2) Channel Video Processor Paradigm Traffic Systems, Inc. Arlington, TX 1,175 18,800 ITS Plus, Inc. Plano, TX 1,590 25,440 Control Technologies, Inc. Tomball, TX 1,816 29,049 Peek Traffic Corporation Houston, TX 2,200 35,200 Trafficware Group Inc Sugarland, TX 2,861 45,776 3 EA 8 Ethernet Communication Module - if required Paradigm Traffic Systems, Inc. Arlington, TX 1,040 8,320 Trafficware Group Inc Sugarland, TX 1,432 11,456 Control Technologies, Inc. Tomball, TX 1,988 15,902 ITS Plus, Inc. Plano, TX No Bid No Bid Peek Traffic Corporation Houston, TX No Bid No Bid 4 EA 8 Four (4) Channel Video Surge Supression System, as specified herein Control Technologies, Inc. Tomball, TX 175 1,400 Paradigm Traffic Systems, Inc. Arlington, TX 285 2,280 ITS Plus, Inc. Plano, TX 495 3,960 Peek Traffic Corporation Houston, TX 500 4,000 Trafficware Group Inc . Sugarland, TX 637 5,092 5 LF 8,000 Camera Cable, as specified herein ITS Plus, Inc. Plano, TX 1 4,000 Control Technologies, Inc. Tomball, TX 1 5,520 Trafficware Group Inc Sugarland, TX 1 8,000 Peek Traffic Corporation Houston, TX 1 9,200 Paradigm Traffic Systems, Inc. Arlington, TX 1 10,000 TOTAL (Items 1-5) ITS Plus, Inc. Items 1, 213, 4 and 5 Plano, TX $ 55,640 Control Technologies, Inc. Tomball, TX 74,488 Paradigm Traffic Systems, Inc. Arlington, TX 75,400 Peek Traffic Corporation Houston, TX 82,000 Trafficware Group Inc Sugarland, TX 98,068