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Current Council Agenda and Past Meeting Information

 

CITY COUNCIL AGENDA ITEM NO. 20

Meeting Date: May 23, 2006

Subject/Title: Adopt a Resolution approving and authorizing the City Manager to execute an agreement for the purchase and installation of Traffic Collision Database and Analysis System software from Crossroads Software, Inc., in an amount of $39,632.18, plus a 5% contingency, for a total amount of $41,613.79.

Prepared by: Public Works: Teresa Wooten

Approved by: Public Works: Bailey Grewal

RECOMMENDATION
Adopt a Resolution approving and authorizing the City Manager to execute an agreement for the purchase and installation of Traffic Collision Database and Analysis System software from Crossroads Software, Inc., in an amount of $39,632.18, plus a 5% contingency, for a total amount of $41,613.79.

PREVIOUS ACTION
On September 13, 2005, by Resolution No. 2005-221, City Council authorized the City Manager to execute the Funding Agreement with the State of California Office of Traffic Safety for a safety grant in the amount not to exceed of $138,275.

BACKGROUND
The California Office of Traffic Safety (OTS) makes funds available to local government for the purposes of reducing vehicle, bicycle and pedestrian collisions and making public roadways safer. Funding is based upon the magnitude and severity of the problems identified, and availability of funds.

A “concept paper” was submitted to the State of California Office of Traffic Safety (OTS) by staff. The Public Works and Police Departments identified a need for software that would create a database of current and historical collisions. This software will generate reports and maps that will allow the Public Works and Police Departments to identify areas with high collision rates using actual data. Mapping will be in conjunction with the City of Brentwood’s GIS system.

The grant agreement requires the expenditure of funds by the City of Brentwood for the items identified in the grant. Requests for reimbursement are submitted with the quarterly reports required by the grant. This grant allocates a reimbursable amount for the purchase and installation of this software. A cost proposal in the amount of $39,632.18 was received from Crossroads Software, Inc. for the purchase and installation of their Collision Database System. Crossroads Software will install this program at the Police Department and the Public Works Department’s Traffic Division as a stand-alone program and will not be connected to the City’s server. Crossroads will also provide the necessary two (2) license agreements from ArcView to enable the mapping function.

The installation of this software will be in accordance with the scope of services and cost proposal incorporated into the attached Resolution as Exhibit “A”.
FISCAL IMPACT
100% of the amount shown on the attached cost proposal from Crossroads Software, Inc. will be reimbursed to the City through the OTS Safety Grant agreement provisions. This includes two days of training for the Police Department, electronic input of all existing centerline data and electronic input of 5 years of historical accident data. This software will be installed at the Police Department and the Public Works Department’s Traffic Division as a stand-alone program and will not be networked. This software purchase is a one-time cost. The two ArcView licenses currently have an annual maintenance fee of $600 with the first annual fee payable in 12 to 15 months. This amount will be paid from the approved 2006/07 Public Works and Police Department’s operating budgets.

Attachments:
Resolution
Contractual Services Agreement
Exhibit “A” – Scope of Services and Cost Proposal

RESOLUTION NO.

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BRENTWOOD APPROVING AND AUTHORIZING THE CITY MANAGER TO EXECUTE AN AGREEMENT FOR THE PURCHASE AND INSTALLATION OF TRAFFIC COLLISION DATABASE AND ANALYSIS SYSTEM SOFTWARE FROM CROSSROADS SOFTWARE, INC., IN AN AMOUNT OF $39,632.18, PLUS A 5% CONTINGENCY, FOR A TOTAL AMOUNT OF $41,613.79.

WHEREAS, the Office of Traffic Safety (OTS) administers a Federal Grant Program using Federal funds apportioned to California under the National Highway Safety Act and the Transportation Equity Act for the 21st Century (TEA-21) for programs designed to reduce deaths, injuries and economic losses resulting from traffic related collisions; and

WHEREAS, based on the concept paper submitted for the City of Brentwood Pedestrian and Bicycle Safety Program, OTS has approved funding for the project in the amount of $138,275, for the period from October 1, 2005 to December 31, 2007; and

WHEREAS, on September 13, 2005, by Resolution No. 2005-221, City Council authorized the City Manager to execute the Funding Agreement with the State of California Office of Traffic Safety for the Pedestrian and Bicycle Safety Grant in the amount of $138,275; and

WHEREAS, the intent of the Pedestrian and Bicycle Safety Program is to reduce pedestrian and bicycle collisions with a combination of education, enforcement and engineering technology, with collision-tracking software and installation of in-pavement lighted crosswalks; and

WHEREAS, the Public Works and Police Departments recognize the need for accurate tracking of current and historical traffic accidents in order to make improvements to areas with high collision rates; and

WHEREAS, the grant allocates a reimbursable amount for the purchase and installation of Traffic Collision Database and Analysis System Software from Crossroads Software, Inc.

NOW, THEREFORE BE IT RESOLVED that the City Council of the City of Brentwood does hereby approve and authorize the City Manager to execute an agreement for the purchase and installation of Traffic Collision Database and Analysis System software from Crossroads Software, Inc., in an amount of $39,632.18, plus a 5% contingency, for a total amount of $41,613.79.

PASSED, APPROVED AND ADOPTED by the City Council of the City of Brentwood at a regular meeting held on the 23rd day of May 2006 by the following vote:

 

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