TITLE
Recommendation to authorize City Manager to increase blanket purchase order number BPPW10000059 with JTB Supply Company, Inc. (not an MBE, WBE, SBE or Local), by $160,000, bringing the total annual amount not to exceed $235,000, for the purchase of LED traffic modules and related equipment, with the option to renew for another one-year period, at the discretion of the City Manager. (Citywide)
DISCUSSION
City Council approval is requested to increase the blanket purchase order with JTB Supply Company, Inc., by $160,000 to cover the purchase of traffic signal safety improvement upgrades funded by the Capital Improvement Project (CIP) Fund, thus bringing the total annual amount not to exceed $235,000. These safety improvements will upgrade pedestrian signals at 75 locations, in compliance with Caltrans' countdown standards.
At the time the original bid was advertised and awarded, the approved CIP-funded traffic signal safety improvements were not yet identified. This commodity will be reviewed and a bid process may again be conducted in 2012, striving to capture further competitive prices through economies of scale.
The original bid for LED traffic modules and related equipment was advertised in the Press-Telegram on May 13, 2010, and 177 potential bidders specializing in heavy construction services and products were notified. Of those bidders, 41 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. 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's business groups. Five bids were received on the bid opening date of May 25, 2010. Of those five bidders, none were Minority-owned Business Enterprises (MBEs), one was a Women-owned Business Enterprise (WBE), one was a certified Small Business Enterprise (SBE), and none were Long Beach businesses (Local). JTB Supply Company, Inc., of Orange, 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, we solicited Long Beach businesses to take advantage of local preferences offered by the City and by encouraging them to submit bids for City contracts. We also assisted businesses with registering on our Bids Online database to download the bid specifications. Through outreach, nine Long Beach vendors were contacted to submit bids; none 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 November 8, 2011 and Budget Management Officer Victoria Bellon November 14,2011.
TIMING CONSIDERATIONS
City Council action is requested on December 6, 2011 to ensure additional funds are added expeditiously.
FISCAL IMPACT
The increase in contract authority of $160,000 is included in the FY 12 budget in the Gas Tax Street Improvement Fund (SR 181) in the Department of Public Works (PW). There is no impact to the General Fund. There is no job impact associated with this action.
SUGGESTED ACTION
Approve recommendation.
BODY
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Respectfully Submitted,
JOHN GROSS
DIRECTOR OF FINANCIAL MANAGEMENT
MICHAEL CONWAY
DIRECTOR OF PUBLlC WORKS
APPROVED:
PATRICK H. WEST
CITY MANAGER