TITLE
Recommendation to adopt Specifications No. PA-03512 and award a contract to McCain, Inc., of Vista, CA (not an MBE, WBE, SBE or Local), to furnish and deliver traffic signal equipment, in an annual amount not to exceed $350,000, for a period of one year, with the option to renew for two additional one-year periods, at the discretion of the City Manager. (Citywide)
DISCUSSION
City Council approval is requested to enter into an annual contract with McCain, Inc., to furnish and City Council approval is requested to enter into an annual contract with McCain, Inc., to furnish and deliver traffic signal equipment for the Department of Public Works, Traffic Operations Division. The traffic signal equipment to be furnished under this contract, which includes signal housing, signal mounts, and pole fittings and hardware, is compatible with existing equipment and standard traffic equipment modules. This contract allows for continued support for ongoing traffic signal maintenance and upgrades throughout the City.
The bid was advertised in the Press-Telegram on May 25, 2012, and 725 potential bidders specializing in traffic signal equipment were notified of the bid opportunity. Of those bidders, 20 downloaded the bid via our electronic bid system. The bid document was made available from the Purchasing Division, located on the seventh floor of City Hall, and the Division's website at www.longbeach.gov/purchasing <http://www.longbeach.gov/purchasing>. A bid announcement was also included in the Purchasing Division's weekly update of Open Bid Opportunities, which is sent to 30 local, minority and women-owned business groups. Four bids were received on June 12, 2012. Of those four bidders, one was a Minority-owned Business Enterprise (MBE), one was a Women-owned Business Enterprise (WBE), two were certified Small Business Enterprises (SBEs), and two were Long Beach businesses (Local). McCain, Inc., of Vista, CA (not an MBE, WBE, SBE or Local), was the lowest responsible bidder.
Local Business Outreach
In an effort to align with our outreach goal, Long Beach businesses were encouraged to submit bids for City contracts. The Purchasing Division also assisted businesses with registering on the Bids Online database to download the bid specifications. Through outreach, four Long Beach vendors were contacted to submit bids, of which two downloaded and submitted a bid. The Purchasing Division is committed to continuing to perform outreach to local vendors to expand the bidder pool.
This matter was reviewed by Deputy City Attorney Amy R. Webber on July 17, 2012 and Budget Management Officer Victoria Bell on August 6, 2012.
TIMING CONSIDERATIONS
City Council action to adopt Specifications No. PA-03512 and award a contract concurrently is requested on September 4, 2012 to ensure that a new contract is in place expeditiously.
FISCAL IMPACT
The contract, in an annual amount not to exceed $350,000, is budgeted in the General Fund (GP) in the Department of Public Works (PW), and will be used for current and future projects. There is no local job impact associated with this recommendation.
SUGGESTED ACTION
Approve recommendation.
Respectfully Submitted,
JOHN GROSS
DIRECTOR OF FINANCIAL MANAGEMENT
MICHAEL P. CONWAY
DIRECTOR OF PUBLIC WORKS
APPROVED:
PATRICK H. WEST
CITY MANAGER