DATE: June 28, 2016
TO: Board of Mayor and Aldermen
FROM: Eric Stuckey, City Administrator
Russell Truell, Assistant City Administrator / CFO
Joe York, Director, Streets Department
Brian Wilcox, Purchasing Manager
SUBJECT:
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Acknowledge report of sole-source purchase from Wavetronix of Provo, Utah of traffic signal vehicle detection equipment in the total amount of $40,815.67 for the Streets Department ($45,000.00 budgeted in 110-83641-43110 for fiscal year 2016)
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Purpose
The purpose of this procurement is to purchase certain vehicle detection equipment for the City’s traffic signal system. This purchase does not include installation inasmuch as the equipment is to be installed by City Streets Department Traffic Division employees.
Background
City Purchasing Policy allows for the following category of sole-source purchases valued at or greater than $25,000 not to require individual authorization by the Board of Mayor and Aldermen (but which shall be reported to the Board): Purchases of items necessary to maintain, expand or improve a manufacturer-specific system already in use by the City and that requires interconnectivity of and/or communication between the component parts, so long as the product manufacturer representative has stated in writing that the vendor is the sole source available to the City of Franklin, and so long as the vendor has stated in writing that the quoted pricing is the lowest municipal unit pricing available at that time and in the foreseeable future for the quantity indicated.
As the City adds or replaces vehicle detection equipment for the City’s traffic signal system, the new equipment must be manufactured by Wavetronix in order for the equipment to communicate properly with the existing system. Wavetronix is the manufacturer and sole supplier of the vehicle detection equipment that is the subject of this procurement, and has indicated in writing that the quoted pricing is the best pricing available at this time and for the foreseeable future for the quantities indicated.
Financial Impact
The Streets Department Traffic Division budget for FY2016 allocates $45,000 out of the General Fund for this purchase. The purchase amount is $4,184.33 (9.3%) under budget.
Recommendation
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Staff recommends that the Board of Mayor and Aldermen acknowledge receipt of this report of the sole-source purchase from Wavetronix of Provo, Utah of traffic signal vehicle detection equipment in the total amount of $40,815.67 for the Streets Department. Purchasing Manager Brian Wilcox is of the opinion that the sole-source purchase appears to be justified, and that the staff recommendation appears to be made in a fair and impartial manner based upon the information presented.