TITLE
Recommendation to adopt Specifications No. ITB PW22-011 and award a contract to McCain, Inc., of Vista, CA, and Econolite Control Products, Inc., of Anaheim, CA, for furnishing and delivering as-needed traffic signal equipment, in an annual aggregate amount of $355,000, authorize a 20 percent contingency in the amount of $71,000, for a total annual aggregate amount not to exceed $426,000, for a period of one-year, with the option to renew for four additional one-year periods, at the discretion of the City Manager; and, authorize City Manager, or designee, to execute all documents necessary to enter into the contract, including any necessary subsequent amendments. (Citywide)
DISCUSSION
City Council approval is requested to enter into contracts with McCain, Inc., and Econolite Control Products, Inc., for the furnishing and delivering of as-needed traffic signal equipment.
The Public Works Department (Public Works) is responsible for the maintenance and repair of over 630 intersections with traffic signals throughout the City of Long Beach (City). The City’s traffic signal system must be
maintained on a regular basis to be kept in working order. Public Works also performs repairs or replacements when traffic signals are damaged in accidents.
The bid was advertised in the Long Beach Press-Telegram on February 19, 2022, and 43 potential bidders specializing in traffic signal equipment were notified of the bid opportunity. Of those bidders, 21 downloaded the bid via the City’s electronic bid system. The bid document was made available from the Purchasing Division, located on the sixth 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 42 local, minority-owned, and women-owned business groups.
There were three bids received on March 16, 2022. Of those three bidders, none were Minority-owned Business Enterprises (MBEs), none were Women-owned Business Enterprises (WBEs), one was a certified Small Business Enterprise (SBE), and none were Long Beach vendors (Local). McCain, Inc., of Vista, CA (not an MBE, WBE, SBE, or Local), and Econolite Control Products, Inc., of Anaheim, CA (not an MBE, WBE, SBE, or Local), were the lowest responsible bidders.
Local Business Outreach
To align with the City’s outreach goal, Long Beach businesses are encouraged to submit bids for City contracts. The Purchasing Division also assists businesses with registering on the PlanetBids (transitioned to Long Beach Buys) database to download bid specifications. Through outreach, two Long Beach vendors were notified to submit bids, of which none downloaded and 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 Vanessa Ibarra on July 26, 2022, Purchasing Agent Michelle Wilson on July 27, 2022, and by Budget Management Officer Nader Kaamoush on August 8, 2022.
TIMING CONSIDERATIONS
City Council action to adopt Specifications No. ITB PW22-011 and award a contract concurrently is requested on August 23, 2022 to ensure the contract is in place expeditiously.
FISCAL IMPACT
The total annual aggregate amount of the contract will not exceed $426,000, inclusive of a 20 percent contingency. Sufficient appropriation is budgeted in the General Fund Group in Public Works Department. Any work not currently budgeted will only proceed at such time that appropriations have been approved by the City Council. This recommendation has no staffing impact beyond the normal budgeted scope of duties and is consistent with existing City Council priorities. There is no local job impact associated with this recommendation.
SUGGESTED ACTION
Approve recommendation.
Respectfully Submitted,
ERIC LOPEZ
DIRECTOR OF PUBLIC WORKS
APPROVED:
THOMAS B. MODICA
CITY MANAGER