Submitted By
Bill McKenna, Village Engineer
Reviewed By
LKS
Agenda Item Title
Title
A Resolution Approving an Independent Contractor Agreement for a Three Year Software Maintenance Agreement with Traffic Control Corporation for Econolite Centracs Traffic Signal Management Software in an amount not to exceed $28,410 and Authorizing its Execution
End
Overview
Overview
The Village currently has an annual software maintenance agreement with Traffic Control Corporation for software upgrades and support for the Centracs Traffic Signal Management System. The term of the current annual maintenance agreement is nearing completion and the Engineering Division requested a quotation for renewing the current annual agreement or extending the term to a 3-year agreement. By extending the term of the agreement to 3-years the Village will save $4,110 over the current annual agreement.
Body
Staff Recommendation
Approve the Resolution.
Fiscal Impact
The costs for the current year of the 3-year software maintenance agreement would be paid in 2016 with the costs for the two additional years of the agreement being paid in January of 2017.
The FY 2016 General Fund for Public Works-Engineering, Transportation Program account no. 1001-43700-723-550663 provides $10,000 for the annual Centracs Software Maintenance Agreement. The additional $840 needed for the annual software maintenance agreement would be funded through the FY2016 Capital Improvement Fund, Public Works, Engineering, Traffic Signal Management account no. 3095-43780-101-570971.
Funds for the remaining $17,570 will be included in the recommended FY2017 Budget in the General Fund for Public Works-Engineering, Transportation Program account no. 1001-43700-723-550663.
Background
In 2012, the Village of Oak Park implemented the Centracs Traffic Signal Management System funded primarily through a Federal Congestion Mitigation and Air Quality Improvement (CMAQ) Grant. This system helps to optimize signal timings based on real time traffic and in turn reduce traffic delays.
The Village has a software maintenance agreement with Traffic Control Corporation for the Centracs Traffic Signal Management System. This ensures the Centracs software is up-to-date and that the Village will have support for any issues with the system as they arise.
The current software maintenance agreement expires in November of 2016. The Engineering Division requested a quotation to renew the agreement at the current annual term and also to provide pricing for extending the term to either a 3 or 5 year term. The current annual agreement costs $10,840 and a 3 year agreement costs $28,410 which saves the Village $4,110 over the course of these years. Traffic Control Corp also provided a quote for a 5-year term which would save the Village $8,940 over the annual term. Staff anticipates using this software system to manage the traffic signal network for the foreseeable future but does not recommend extending the agreement term to 5 years since this is too long a time period to accurately predict changes in technology.
Alternatives
The alternative to this recommendation could be to delay action to gain additional information.
Previous Board Action
On September 21, 2015 the Village Board awarded and agreement with Traffic Control Corporation for the Centracs Traffic Signal Software Maintenance.
Citizen Advisory Commission Action
N/A.
Anticipated Future Actions/Commitments
N/A.
Intergovernmental Cooperation Opportunities
None at this time.
Performance Management (MAP) Alignment
N/A.