HomeMy WebLinkAbout4.06 LEDModulesTrafficSgnl
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CITY CLERK
File #D!aH51[QJ-~~
AGENDA STATEMENT
CITY COUNCIL MEETING DATE: December 16,1997
SUBJECT:
Award of Purchase Order - LED Modules for Traffic Signals
Request for Budget Adjustment
Report Prepared by: Lee S. Thompson, Public Works Director
EXHIBITS ATTACHED:
Budget Change Form
RECOMMENDATlO~: rI)
(1J\J" p 2)
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Award purchase order to Synchronex in the amount of
$44,536.70
Approve Budget Change Form
FINANCIAL STATEMENT:
The low bid received, $44,536.70, exceeds funds budgeted for purchase
of modules by $2,677.
A budget change in the amount of$2,438 from the San Ramon Road
Specific Plan Assessment District Reserve is recommended.
DESCRIPTION: On November 4, 1997, the City Council approved a new Capital
Improvement Project to convert red traffic indications and the orange pedestrian "don't walk" indications for
16 of the City's traffic signals from incandescent light to LED (light emitting diode). The cost of this work is
partially offset by a rebate from PG&E. LED's use far less power than the standard incandescent bulbs that
are currently used in traffic signals, and the net savings to the City over the first five year period that the
LED's are installed is estimated to be over $20,000. The LED modules have a 5-year warranty and would
therefore not have to be replaced for at least :five years.
Staff solicited bids from vendors who could potentially supply LED equipment. The following two bids were
received; however, after reviewing the submittals, it was determined that only one product meets the
specification that was issued in the proposal package.
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COPIES TO: Bidders
ITEM NO.
4.6
g: \agenmisc\awardled
ITEM QTY. BUDGET ESTIMATE SYNCHRONEX ELECTRO- TECH I
UNIT TOTAL UNIT TOTAL UNIT TOTAL
Red 12" Ball 111 114.50 12,709.50 114.50 12,709.50 108.00 11,988.00
Red 12" Arrow 51 70.00 3,570.00 70.00 3,570.00 75.00 3,825.00
Red 8" Ball 94 75.00 7,050.00 75.00 7,050.00 70.00 6,580.00
Oran~e Ped Hand 118 130.00 15,340.00 149.00 17,582.00 99.00 11,682.00
TOTAL: 38,669.50 40,911.50 34,075.00
Sales Tax 3,190.23 3,375.20 2,811.19
Delivery n/a 250.00 150.00
TOTAL: $41,859.73 $44,536.70 $37,036.19
The low bid is approximately $2,677 higher than budgeted for the purchase of LED equipment. Based on the
prior calculation of payback period for this project, this overage changes the payback period from 2.46 years
to 2.64 years, or a difference of about two months. The savings over the :first :five year period is still a
significant amount, and Staff therefore recommends going ahead with the project.
Although the proposal from Electro-Tech is less than the proposal from Synchronex, the Electro-Tech
product does not conform to the specification that was included in the City's proposal package. The
significant differences and reasons for specifYing those differences are as follows:
The Synchronex product can be installed without removing the existing reflector and lamp socket from
the signal head. This eliminates a step installing the product, which reduces the cost of labor for the
conversion by at least 50%, and, if the City decided to return to use of incandescent bulbs in the .
future, would allow that change to be made easily.
The Synchronex product utilizes a full-length LED, which allows for better heat dissipation and
theoretically prolongs the life of the unit. Other products use a shorter LED.
The individual LED's in the Synchronex product are removable and can be salvaged and used as
replacements in other modules. This could be important in the case of accident damage or when
individual LED's bum out after the warranty period has expired. This is not the case with the other
product.
The San Ramon Road Specific Plan Assessment District has carried a reserve balance for several years which
has been drawn down each year to pay the annual cost of maintenance for the San Ramon Road/Amador
Valley Boulevard traffic signal. As indicated above, the fund balance at the end of the current :fiscal year is
expected to be $2,438.00. The estimated cost of this project as related to the San Ramon Road/Amador
Valley Boulevard traffic signal is $2,950.00. Staff recommends utilizing the available funds in this
Assessment District so that this fund can be closed out at the end of the current fiscal year.
Since the lowest acceptable bid for purchase of the product is $2,677 over the original cost estimate, and the
$5,500 labor estimate for installation is still a valid figure, Staff recommends utilizing the appropriation from
Fund 712 to offset the cost overage. This would leave a balance of about $239, which could be absorbed if
the labor cost is slightly under the estimate. The installation work is proposed to be performed by Alamede
County signal maintenance personnel and charged at their hourly rate.
Staff recommends that the City Council award the purchase order for LED equipment to Synchronex and
approve the budget transfer.
Page 2
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CITY OF DUBLIN
BUDGET CHANGE FORM
CHANGE FORM #
New Appropriations (City Council Approval Required):
Budget Transfers:
X From Unappropriated Reserves From Budgeted Contingent Reserve (1080-799.000)
Within Same Department Activity
From New Revenues Between Departments (City Council Approval Required)
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........ ... -................ .. .. ........... ........ .. , ..... .......... ................. .. ..........
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Name: Name: LED Traffic Signal Conversion
$2,438.00
Account #: Account #: 712-9644-750-050
Name: Name:
Account #: Account #:
Name: Name:
Account #: Account #:
City Manager:
Date:
Signature
REASON FOR BUDGET CHANGE ENTRY: To use remaining balance in Fund 712 for CIP #9644 and to
offset higher bid price.
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Mayor:
Date:
Signature
Posted By:
Date:
Signature
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