DATE: April 18, 2019
TO: Board of Mayor and Aldermen
FROM: Eric Stuckey, City Administrator
Kristine Tallent, Assistant City Administrator / CFO
Paul Holzen, Director, Engineering Department/City Engineer
Brian Wilcox, Purchasing Manager
SUBJECT:
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Sole-source purchase from Temple of Decatur, Alabama of traffic signal controllers for the Cool Springs area in the total amount of $49,705 for the Engineering Department ($2.6 million budgeted for miscellaneous machinery & equipment in 110-89530-41610 for fiscal year 2019)
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Purpose
The purpose of this procurement is to purchase traffic signal controllers for the Cool Springs area for the City’s traffic signal system. This procurement relates to the City’s Adaptive Signal Project (City Project No. 2013-018). This purchase does not include installation since 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 Siemens in order for the equipment to communicate properly with the existing system. The equipment manufacturer has indicated in writing that Temple is the sole supplier of the equipment that is the subject of this procurement, and Temple 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 total value of the purchase is $49,705. The Engineering Department Traffic Operations Center budget for fiscal year 2019 allocates $2.6 million out of the General Fund for miscellaneous machinery & equipment.