City of Culver City, California
Agenda Item Report
Meeting Date: 11/22/2010 Item Number: C-5
CITY COUNCIL AGENDA ITEM: Approval of a Purchase Agreement with JTB
Supply Co, Inc. for CDBG - Countdown Pedestrian Signals, P-887
Contact Person/Dept.: Hong Wang/PW Phone Number: 310-253-5604
Fiscal Impact: Yes [X] No [] General Fund: Yes [] No [X]
Public Hearing: [] Action Item: [] Attachments: [X]
Commission Action Required: Yes [] No [X] Date: _______________
Public Notification: (E-Mail) Agenda and Meetings – City Council (11/17/2010); JTB (E-
mailed on 11/17/2010)
Department Approval:
Charles D. Herbertson(10/11/10)
City Attorney Approval:
Carol Schwab (by H. Baker) (11/16/10)
Chief Financial Officer Approval:
Jeff Muir (by K. Marsden) (11/16/10)
City Manager Approval:
John M. Nachbar (11/17/10)
RECOMMENDATION:
Staff recommends the City Council approve a purchase agreement with JTB Supply
Co, Inc. for CDBG - Countdown Pedestrian Signals, P-887.
BACKGROUND/DISCUSSION:
This project (CDBG - Countdown Pedestrian Signals, P-887) is for the purchase and
installation of countdown LED signals to assist pedestrians (particularly those
needing additional time to complete crossing the street) by displaying the time
remaining in seconds to cross an intersection. The signals will provide particular
benefit to individuals in wheelchairs, the developmentally disabled, and the elderly.
On January 4, 2010, the City Council approved the 2010/2011 CDBG projects,
which included using remaining grant funds for the purchase of countdown
pedestrian signals. With the current funding level, all crosswalks on arterial streets
within the City will be equipped with the new pedestrian countdown LED signals.
The City of Long Beach recently (May 25, 2010) conducted an open competitive
bidding process for its LED traffic modules and related “Re-bid”, PA-01410. The City
of Long Beach subsequently awarded a contract to JTB Supply, as the lowest
responsive and responsible bidder for a total bid amount of $75,606.23 for providing
various LED traffic modules, including the countdown signals. The unit price
contained in the City of Long Beach’s bid for the countdown module is $119.80 each
(for a total quantity of 350), which is substantially lower than the $215 unit price the
City of Culver City received in 2008 (for a total quantity of 42).
Pursuant to Culver City Municipal Code Section 3.07.045.G, the City’s bidding
requirements shall not apply to: City of Culver City, California
Agenda Item Report
“Purchases of equipment, goods or supplies where competitive bid
procedures have already been utilized by the City, another public
agency, including, but not limited to, federal, state and county
governments, including, state of California agencies, counties,
cities, joint power agencies and special districts, or nonprofit
agencies whose main purpose is to assist cities or other public
entities, including, but not limited to, the League of California Cities
and Independent Cities Association; provided the equipment, goods
or supplies are supplied to the City at the same or better price, as
was obtained through the competitive bid procedures of that entity."
Staff has a written letter from JTB Supply Co, Inc. that states they will extend the
same contract unit price to the City of Culver City.
Staff recommends that the City Council approve a purchase order with JTB Supply
Co, Inc. in the amount of $53,910, plus tax, for four hundred fifty (450) countdown
pedestrian LED signals.
The pedestrian signal heads will be installed by Public Works Maintenance
Operations staff after the material is delivered to the City.
FISCAL ANALYSIS:
The project is funded entirely by a Community Development Block Grant
administered through the County of Los Angeles Community Development
Commission. The total CDBG grant funds available equal $71,822 (Account No.
42800887). This amount includes $42,172 from the Veteran’s Park Playground
Improvements Project (P-924) that is being reprogrammed to this project. The
funding is no longer needed in P-924 because the project costs were offset by the
Kaboom grant. The remaining balance of the grant (approximately $17,900) will be
utilized to partially offset city staff costs to install the LED countdown modules.
ATTACHMENTS:
1. City of Long Beach Bid Notice and Summary of Bid Results
2. Letter from JTB Supply Co., Inc. dated 10/28/2010.
MOTIONS:
1) Approve a purchase agreement with JTB Supply Co, Inc. in an amount of
$53,910, plus tax. for CDBG - Countdown Pedestrian Signals, P-887; City of Culver City, California
Agenda Item Report
2) Authorize the City Attorney to review/prepare the necessary documents; and
3) Authorize the City Manager to execute such documents on behalf of the City.
11/22/10
1) Waiver of Formal Competitive Bidding Process as
Authorized by § 3.07.045 (G) of the Culver City Municipal
Code, and 2) Approve a Purchase Agreement with JTB
Supply Co, Inc. for CDBG - Countdown Pedestrian
Signals, P-887
MEETING DATE:
AGENDA ITEM:
ATTACHMENTS
Pages|109| City of Long Beach Bid Notice and Summary of Bid Results
1-2|109| Letter from JTB Supply Co., Inc.
3FOR LEGAL ADVERTISING
NOTICE INVITING BIDS
Sealed bids are invited by the City of Long Beach, California to provide:
PA 01410 — LED TRAFFIC MODULES & RELATED **REBID**
Bidders can register at www.longbeach.00v/purchasing to view and download the
specifications.
Bids are due on May 25, 2010 at 11:00 am in the City Clerk's Office, Plaza Level, 333
W. Ocean Blvd., Long Beach, CA 90802
(SEAL) !s/LARRY HERRERA
City Clerk, City of Long Beach, California
DATED: May 1, 2010
Sealed bids are jmfit.Cd b the City of Long Beach
California to provide:
PA 01410 - LED TRAFFIC
RELATED *REBID**
Bidders can register at
to view and download the
•
Stip0.fftdt.icifts.;:
Bids are due on May 25, 2010 at 11:00 am
Gity Ciei k's Office, Plaza Level, 333 W.
Blvd, Long Beach, CA 9UO2
•
::($:EAL)/t/LA .
California
City Clerk, City of Long Beach,
••
DATED: .114by 13, 2010
Ptib: .:May12;... 2010tItYPT.(1220507075121
• • .... .•
.
. , .
6,491.06
. , .
8,731.95
INCLUDED 200.00
73,066.06 98,290.45
8, 89.50
6,716.73
INCLUDED
75,606.23
810.96 113,392.50
11,055.77
INCLUDED
124,448.27
501.16
76,235.50
7,432.96
INCLUDED
83,668.46
SUb- I UI IkL:
9.75% TAX:
FREIGHT:
GRAND TOTAL:
CfL
RECAP: PA-01410 REBID
May 25, 2010
LED TRAFFIC MODULES & RELATED
LENORE BLUEFORD
MANUFACTURER:
EXCELLENCE OPTO
POMONA
FLYNN SIGNS
LONG BEACH
jT13
:: ORANG .g, CA
TRAFFIC PARTS
CON ROE TX
WESTERN PACIFIC
SAN LEANDRO, CA
UNIT
EXCELLENCE
EXTENTION
OPTO
UNIT EXTENTION
!;:i.DIALIOSRT
UNIT :EXTENTION
TIOJA10317
UNIT EXTENTION
TRASTAR
EMMEN
45.00 4,500.00
UNIT EXTENTION
- .....t.atgEK
2,750.00 27.50
IMIIIIIIII
MI
111111111=MIIII MI
6 50 ea 12'7300mm Green Arrow - Tinted 33.35 1,667.50 45.37 2,268.50
MI
46,25 2,312.50 31.95 1,597.50
: 34 ,.90 1,745,00 58.88
OM
1,335.00
7 50 ea 8'7300mm Red Ball LED Tinted 24,50 1,225.00 33.87 1,693.50 .40.5 1.302,50 45.00
60.00
ME
3,000.00 26.70
8 50 ea 8'7300mm Yellow Ball LED - Tinted
30.25 1,512.50 40.63 2,031.50 31:25 1:,562,50
9 50 ea 8'7300mm Green Ball LED-Tinted 29.75 1,487.50 1,761.50 •1,355:00 62.50 3,125.00 29.88 1,494.00
10 100 ea 18x16 SBS Hand/Man LED- Uniform 71.50 7,150.00 94.84 9,484.00 : 72.95
11 350 ea 18x16 Hand/Man LED Countdown - Uniform 115.50 40,425.00 155.74 54,509.00 11 980
111.
DELIVERY
STATUS
1ST RENEWAL:
2ND RENEWAL:
TERMS
30 30 5 to 65 30
CBE CBE CBE CBE WBE SBE
0% 73,066.06 10% 108,119.50 5% 79,386.54 5% 130,670.68 2% 85,341.83
0% 73,066.06 10% 108,119.50 7% 80,898.66 5% 130,670.68 2% 85,341.83
NET30 NET30 NET30 NET30 NET30
NOTES:|109| 177 BIDDERS NOTIFIED; 41 DOWNLOADED; 5 RECEIVED; 5 ANALYIZED (8-MBE; 9-WBE; 7-SM; 8-LOC
2 PRODUCT QUOTED NOT TO SPECS: EXCELLENCE OTPO & TRAFFIC PARTS (NOT ON CALIFORNIA ENERGY COMMISION APPROVED LIST
3 EXCELLENCE OTPO: SIGNATURES BAD - NO CORPORATE RESOLUTION ATTACHED.
4 LOWEST RESPONSIBLE BIDDER: JTB SUPPLY CO., INC. of ORANGE, CA.4/1/J
Matt Pieper
Regional Sales eager
matte jtbsupplyco.corn
October 28, 2010
Mr. Hong Wang
Senior Civil Engineer
9770 Culver Boulevard
Culver City, CA 90232-0507
Dear Mr. Wang,
,ITB Supply Company is pleased to announce that we will be offering the same Dialight LED
unit prices that are on the Long Beach Signal LED Contract to the City of Culver City. JTB
Supply Company currently holds this LED contract with the City of Long Beach, which has a
piggyback option for other cities, and looks forward to doing business with the City of
Culver City based on these contract prices. The Dialight Countdown LED # 430-6479-001X
will be offered at $119.80 each, per the current contract pricing. Please do not hesitate to
contact me for any questions or concerns you may have.
Sincerely,
JTB Supply Co., Inc.
1030 N. Batavia, Suite A Orange, A. 92867; , 714-639-9498 714-639-9488 fax
3