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Home My WebLink AboutCORRESPONDENCE - PURCHASE ORDER - 9140352System for Award Management Page 1 of 1 ECONOLITE CONTROL PRODUCTS, INC. 3360 E LA PALMA AVE DUNS: 094162577 CAGE Code: OFEW7 ANAHEIM, CA, 92806-2814, Status: Active UNITED STATES Entity Overview Entity Information Name: ECONOLITE CONTROL PRODUCTS, INC. Business Type: Business or Organization POC Name: Leslie Cleveland Registration Status: Active Activation Date: 09/23/2013 Expiration Date: 09/20/2014 Active Exclusion Records? No SMr I System for Award Marog ent 1.0 Note to all Users: This is a Federal Government computer system. Use of this system constitutes consent to monitoring at all times. 01 ) y6-�53- IBM v1.1425.20131220-1428 WWW9 ® law UJAm)L https://www.sam.gov/portal/public/SAM/?portal:componentld=66fdb602-77f6-4ba0-914a-... 1 /14/2014 39) Cost Analysis Required Cost analysis and profit negations were performed (initial award and modifications) And documented for price reasonableness yes included was established on the basis of a catalog or market price of a commercial product sold in substantial quantities to the general public or on the basis of prices set by law or regulation. 40) Evaluation of Options The option quantities or periods contained in the contractor's bid or offer were evaluated in order to determine contract award. (To be NA eligible for Federal funding, options must be evaluated as part of the price evaluation of offers, or must be treated as sole source awards. 42) Written Record of Procurement History The file contains records detailing the history of this procurement. At a minimum, these 1. Yes records include: 2. Yes (1) the rationale for the method of 3. Yes procurement, 4. Yes (2) Selection of contract type, (3) reasons for contractor selection or rejection, and 4 the basis for the contract price. 43) Exercise of Options The grantee exercised an option on this contract adhering to the terms and conditions of the option stated in the contract and determined that the option price was better NA than prices available in the market or that the option was a more advantageous offer at the time the option was exercised. If an option was not exercised under this contract, check NA. 44) Out of Scope Changes The grantee amended this contract outside the scope of the original contract. The amendment was treated as a sole source No procurement (complying with the FTA requirements for a justification, cost analysis and profit negotiation). 45) Advance Payment Provisions The contractor did not receive an advance payment utilizing FTA funds and the contract No does not contain advance payment provisions or, if it did, prior written concurrence was obtained from FTA. 46) Progress Payment Provisions The contract contains progress payments based on costs incurred (as opposed to percent of completion) and the contract contains a provision giving the grantee title to NO property (materials, work in progress, and finished goods) for which progress payments are made. The contract may contain other security in lieu of obtaining title. 47) Time and Materials Contracts This is a time and materials contract; the grantee determined that no other type of No contract is suitable; and the contract specifies a ceiling rice. 48) Cost Plus Percentage of Cost This is not a cost plus a percentage of cost No type contract. 49) Liquidated Damages Provisions This contract contains liquidated damages provisions and the assessment for damages No is specified in the contract at a specific rate per day for each day of overrun in contract time. 50) Piggybacking 1) The file contains: Assignability provisions. No 2) The procurement file contains: Price reasonableness determination. . 56) Clauses Yes in the original RFP solicitation This contract contains the appropriate FTA and will be with the PO required clauses. System for Award Management Yes (SAM) SAM run and include in the file. �1} �� Planning, Development & Transportation' Traffic operations F6rt ( ///��`�qi011' �O626 Linden`V-P O Box 580 Fdt Collins, CO 80522,0580 - 970.221.6630 976121.6282 - fax VAVWJcgov.com/iraific TO: John Stephen, Senior Buyer FROM: Britney Sorensen, Traffic Systems Engineer DATE: January 6, 2614 SUBJECT: Sole Source Purchase of'Econolite Traffic Signal Controllers The purpose of this memo is to request sole source purchase of.Traffic Signal Controllers' for use on the MAX/BRT project. The City of Fort Collins currently maintains over 150 locations that are equipped with Econolite controllers. These controllers are connected to an Econolite Centracs central system that monitors intersection status and provides upload/download programming capabilities. Eight intersections will need -controllers as gait of the MAX/BRT project. The use of a uniform system allows for coordination and synchronization,with existing equipment. The purchase of additional spare equipment is minimized due to existing inventories of spare equipment. By 'purchasing Econolite traffic signal controllers, additional training and support of proprietary software are not necessary as it is already established. Purchase of another controller would require significant expenditures related to integration that is not necessary with the proposed controller. Fort of Date of Estimate: 11612014. Contract. Type:. Material Bid ExistingContract or PO (Y/N):: N Independent Cost Estimate Description of:Goods', A) or Services (B): Provide Traffic.Signal Controllers per City Fort Collins specificationsfor.the,MAX/BRT project I"have obtained the following estimate from: Prior City of Fort Collins Tratfic.Operalions:jobs, current City.of Loveland Bid Award Published Price List / Past Pricing (dale) Current as. of 1/6/2014 Engineering or Technical Estimate (performed by). Britney Sorensen Independent Third: Party Estimate.(performed'.by) Britney Sorensen Other (specify) Cost Estimate.Details: (Estimate calculated in US Dollars) Cost of Standard Items Engineering Estimate Data 'Source -1:City of Fort. Collins' Prior Purchase Data Source 2: City. of Loveland Pricing Product I Quantity Unit I Cost.($/unit) Total Cost I Cost.($/unit) Total Cost /u Cost( nit) Total Cost EconolileASC3Rack Mount Controller 8 'each I'S 1,700.00 1 $ 13;600:00 �$ I,644.00 1 $ 13,152:00 1 $ 3,150:On I '$ 25;grin .00 $ 13,600.00 $ 13,152.00 $ 25,200.00 Source7Notes 1: Prior City'af Fort Collins purchases:(5/30/13); 2.. Current City of Loveland Bid. Award (5/31113), Naztec controller 'Si6hature of Prepares b 'I HAECONOLITE' S. 3360 E t.6 PaIrna Ave, Analielm, CA 92866 Phone: (714) 630-3700 Bill To: CITY.OF FORT COLLINS TRAFFIC- OPERATION'S P 0 Box 580 FORT COLLINS; CO 80522-'0580 USA Account , gr. Dan S choenecke - 66 Pay Term;Net 30 mue Date: 0§122113, 4 SKIP To: CITY -,OF FORT COLLINS 626. LINDEN FORTYCOLLINS, CO 80524 Ship Ditit-'.. 05130/13 Ship Method:.,- N'.`P*ald F66: 'Ec9n.olfte-Maheirn Maric PWa: TRAFFIC H .45 INVOICE invic. No. 106148 Date 05/30/13 .so No. d&3978 Your PO 9130478. cust; No. =34875 Page '13 JUN 13 142PM SS 'PLEASE REMIT�TO Products ; Inc 4 e' have —�W"tj Irivolc6d ant:I/or have��'- .Thdre ar �additional bffm on thIs oAder'"! rnay,jiave,��q,p shipped or Invoked. 7ff Id like i:d led copy of the i6volce.it ease contact ReoeM�.,,-".4 you �Pl p bl' Sales Tait Macao: 73,980.00 Arni. Subiect to Sales Tax 10:00 0.00, Arnt E)C"qmPt -- from Sales Tax. 73,980.00 T axs 0.00 0.00 0.00 Please advise the Credit 0bpt of any problems In making payment within terms. Cd/1 714-630-37M ImRqrtant-. EconotheCoVd Pfoducta,4= roverms Its *Is under the itedtanic's Dan Law. my payntent bend, and any other possible taniedlea In the even of w4aytmenl In iccwd.w" with tnetanne: Interest VAN be dmigad,T peal d-qpo�tm.p!1.5`t6 p� month, Ifnacesmy to anf� cbfla�tlan, buyer apses tDPOY All costs end ibafneyefais, FOS Cdon wllellar�a mMNWWHty fw shwas goocks 6f Ctalrii for loos w dermage tornaterIal rima be nods dre�* at the point gwpmnL to ft-wrier. Returned aVA.notbe a� �y try p�w writeraweetnent. We hereby •ce , Mfy that ftsm coeds andlorzinvicas were Mducid In cm-NUanm wfth the Fair Litw Standards Act as amended and an ragula9cm - Vr ndw. Original Invoice, 12 spread Spectrum gad" Moon. Communbatern nN 6 $ E;Issso 3 6.991W SDo- 2v-:'} "• 11 Antennas lYAGI) 9D2928 MH213 elements l3Dn eaN L ': 1''�. "i`t'-d1+'_. ,' :'$'- 12000 Slca tpl5 13 Antenna Cable Wfl-4 3/8'So rgea loam dielectric cable feel SOD.. :.c"'2"'t_^ �`F F. iBt::-.:.� - - t 13 CHmP Connectors Pt. vE2"C NlriH eaN 24 �"`_=`_$ `h .l 4S-.i x�i' • --- r: S 14 LightningArresto, (oNcrah Model H.. lACAN 200 watts eaN 12 Es Wrr iT-s:'a'L.:= >� $ 75W i$.. scam :Stock 1645' utl tcxun uxl la _. IS ..no metlel C-tnps',, hannnl nelnrty narh 6 f1.'d:L.W..SXi. ,L heLiYH. s4 .'M1.etaS!p':C 1dnp, e. "na -itlnh rnd[ 14 Pedestrian Push Button POlaea bull d .black, PH BDLM2-(B ieaN d0 ft :,; y ;, ;,,, 12 Push Button Station - black P.W. PH PBfS.70) or approved equal 1: 4D u _-•r-.r4 _r'Sfe 52 �...Ftr y, c 18 Pedestrian Stan(Polare PNSa]A Reservblel or approved equal ea[A td '."N'+':t«'.'"fi r'`Y.,{: �qv_ q :5'Sty�'1. +: •I[ - Trafimn Video Detection Camera w/S eru.ndins mounts and Erico 19 Suppressor eacM1 24 �'a i�'?a( k�..-� Xi Traficd6 VIP 301 card for l]0 system vAth latest f—dron. 21 TI.Scon 21harmel ertentian modulas I ... hi 24 5! ==i��"'?a_as •'...$.,.':: i 'cP" ' MCCAIIIT -ff 56 aIH ad 1h12131212w/bwer<d back plate and s4Y T`-^ - - t`"ate M bracket mounding hardware, black aide be aide eaN 6 E?l"�="'_N� ,-W.�<_-1 -t. r. $ 325.W 'f5 3,4000) iStoakto 45' MCCAIN w/9wDGM Mod 14351.[ D. Traffic Signal Read 12-12-12-1i-32 w/buYered back pbte aM ky bracket mount ghud are, black, side tr/>gg�-++� >>> , � ^!"i9j-.ajj1 M '3 '- 31 aide eaN 6 MEN S 62300 _6.584W 51 k10 65 MCCAINTaHc Signal H-d black 12-12.12w/ louvered back plate B tkY {1.. - p 32 bracket annn6 hardwara each 34 - { .0 •:.�ikAll$ 24o W. 5' _5,](000 IStac4' 1o65'' MCCAIN w/DIAUGW Model 435121212 LE0: T ff Signal Head black w/ - —... °:cs _- .'3-�.y"[,E.c ,- , t r .•,. 33 Iouveredbxk gaieaM sky bracket mount ng hardware each 24 1' `" �' e's� if--a5�4 $ f4]D W. $) ll'2W05 ISIlkkto45' MCUIN7,.McSlgnal Head 12-1212�Wcksid p(Polew/aluminum black.5 3d hardware 300 >0 .5 5;4dOW �5leck'tso d5' MCGIN /DIALIGWMod 1415 LE.D. Tr.ffc- Signal Head black 12 12-12 - ' `'.3,Ca�r�T? .-K4' FSlod[n 35 Black Sde Of Polcw/alumi mbtackh.,d,.r. eaN 50 _e?,=r�Tv'x nos. .F !Y.-s-x:•M .$ .dW.00, :5 20pWDD 45 MCCAIND d Iaan Sgnal Head black Dam NNl mourn0lack LER'•taSsLL"`. y=✓.d.. 36 quirk uMoo (Side by Side)w/e66 rts of aaprWed Muak ..in lag 93':_ ".L �t� Hl $. 12JW. i$ 6,W6W (Stack to 45 j uB4 r MCCAIND d N HeadSiibl kD shDq m kounl-Black RIGM � 37 mount Hide by Side)w/tt8 crate or appr-wed roust. m each 46 3 121 5 W 1$• 6,09LW Stock to 45 MCCAIN /OIADGM Model l E.D. Pedealdan Si ... I Head black sa/egg crare. P�kI..__. 1. q n -' RA unls el,(Side by SMe) LEFT mount Black Hardware each a8 11 0 $ '3W W 'Si 1],IWW Stock to 45 MCCAIN /DKIIGHi Model L C DPedestrian Sigl Headblack sure" crate, 39 visor. m4untc,et'(Side by Site)RIGHT mount Blab Hard—,e each 48 �Ig� i iaa3a+F S�. 5360.011 '$. 1). ro. <i5 aa MCAND dSg al H( �- a' 1kk . 40 i D'ufhr countwnot tiled, 39g00 9.55EW 151o41454 o Wilal.P d u 5'g al Head, black ClamN Ilq k nt(LERIY+tM1 src-` al OiiggM ounldown st{nal, flied, hand/person or approved <goil. each 24 ':_._ �cd'',a=1i d 5 39g00 5 9,552M (Stock 1. 45 DIaBght tubntdgwh pedestrian signal, Illled,hand/person. hisMCCAIH clam ' s2 �. 7 / F - Y,i1 13 Nell head Or approved equaL each N -x" _'=s �F �5'.IgO DD IStakte 05 John Stephen From: Gerry S. Paul Sent: Tuesday, January 14, 2014 1:08 PM To: John Stephen Subject: RE: Econolite Traffic Signal Controllers Sole Source John This sole source purchase is approved in accordance with City Municipal Code Chapter 8, Article IV, Sec. 8 161, d(1), b-, Although there exists more than one (1) responsible source, a competitive process cannot reasonably be used or, if used, will result in a substantially higher cost to the City, will otherwise injure the City's financial interests or will substantially impede the City's administrative functions or the delivery of services to the public. Regards, Gerry Paul Director of Purchasing and Risk illauagement 215 N. Mason Cily of Porl Collins 970-221-6779-0 970-567-9840-C gspauKaf�com From: John Stephen Sent: Tuesday, January 14, 2014 12:59 PM To: Gerry S. Paul Subject: Econolite Traffic Signal Controllers Sole Source Gerry, Budget: Maximum $13,600 The Traffic Department is requesting a sole source purchase of eight Traffic Signal Controllers for use on the MAX/BRT project from Econolite Control Products, Inc. The City of Fort Collins currently maintains over 150 locations that are equipped with Econolite controllers. These controllers are connected to an Econolite Centracs central system that monitors intersection status and provides upload/download programming capabilities. Eight intersections will need controllers as part of the MAX/BRT project. The use of a uniform system allows for coordination and synchronization with existing equipment. The purchase of additional spare equipment is minimized due to existing inventories of spare equipment. By purchasing Econolite traffic signal controllers, additional training and support of proprietary software are not necessary as it is already established. Purchase of another controller would require significant expenditures related to integration that is not necessary with the proposed controller. These controllers must match the system for safety concerns. Upon your approval, the City will issue a purchase order to Econolite Control Products, Inc. for maximum purchase price of $13,600. City Municipal Code Chapter 8, Article IV, Sec. 8-161, d(1), b; Although there exists more than one (1) responsible source, a competitive process cannot reasonably be used or, if used, will result in a substantially higher cost to the City, will otherwise injure the City's financial interests or will substantially impede the City's administrative functions or the delivery of services to the public. John Stephen, CPPO, LEED AP Senior Buyer 215 N Mason City of Fort Collins 970-221-6777 2 Title: Econolite Traffic Signal controllers Date: 1-14-14 CONTRACT CHECKLIST FOR NON-COMPETITIVE PROPOSALS (SOLE SOURCE) Checklist Item Contract File Comments Location 7) Independent Cost Estimate The City made and documented an This is a sole source request and independent cost estimate before receipt of we do have an ICE proposals. 10) Unnecessary Experience and Excessive Bonding Unnecessary experience and excessive no bonding requirements were not included in this solicitation or contract documents. 11) Organizational Conflict of Interest (OCI) If there is an apparent or potential OCI the solicitation contains provisions to eliminate or mitigate the conflict (e.g. by inserting a clause No that prohibits the contractor from competing for the follow-on contract to the current design or research contact) and OCI Certification is submitted by the contractor. 12) Arbitrary Action There was no arbitrary action in the procurement process. (An example of arbitrary action is when award is made to No other than the contractor who most satisfied all the City requirements as specified in the solicitation and as evaluated by staff. 13) Brand Name Restrictions Brand Name or Equal. When it is impractical or uneconomical to provide a clear and accurate description of the technical requirements of the property to be acquired, a "brand name or equal" description may be used to define the performance or other salient characteristics of a specific type of property. The City must identify the salient characteristics of the named brand that Brand Name Econolite offerors must provide. When using a "brand name" specification, the City does not need to reverse -engineer a complicated part to identify precise measurements or specifications in order to describe its salient characteristics. FT A's "Best Practices Procurement Manual," (BPPM) contains additional information on preparation of specifications including examples with specific language. 14) Geographic Preferences The solicitation contains no in -State or local NO geographic preference except where Federal statutes mandate or encourage them. 15) Contract Term Limitation The contract period of performance for rolling stock and replacement parts does not exceed five (5) years inclusive of options without prior no written FTA approval. For all other types of contracts, the procurement file contains evidence that the contract term is based on sound business judgment. 18) Award to Responsible Contractor The City made a determination that it was awarding to a responsible contractor considering such matters as contractor integrity, compliance with public policy, record of past performance, and financial and 1. Yes technical resources. 2. Yes 1. Appropriate Financial, equipment, facility 3. Yes and personnel. (Y/N) 4. Yes 2. Ability to meet delivery schedule. (Y/N) 5. Yes 3. Satisfactory period of performance. (Y/N) 4. Satisfactory record of integrity, not on declined or suspended listings. (Y/N) 5. Receipt of all necessary data from vendor. (Y/N) 19) Sound and Complete Agreement This contract is a sound and complete agreement. In addition, it includes remedies Yes Purchase order for breach of contract and provisions covering termination for cause and convenience. 24) Clear, Accurate, and Complete Specification A complete, adequate, and realistic specification or purchased description was yes available and included any specifications and pertinent attachments which define the items or services sought in order for the bidder to properly respond. 38) Sole Source if other Award is Infeasible The contract file contains documentation that award of a contract was infeasible under small purchase procedures, sealed bids, or competitive proposals and at least one 1. Yes and prices are of the following circumstances applies: consistent (1) The item was available only from a single source. (Verify prices are no higher than price 2. No for such item by likely customers.) 3. No (2) Public exigency for the requirement did 4. No not permit a delay resulting from a 5. The sole source of the competitive solicitation. -(3) An emergency for the requirement did not controllers Is needed to permit a delay resulting from a competitive match an existing system solicitation. (4) The FT A authorized noncompetitive negotiations. (5) Competition was determined inadequate after solicitation of a number of sources.