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CC - CONSENT ITEM: (1) Waiver of Formal Bid Procedures, Pursuant to Culver City Municipal Code Section 3.07.075.F.3; and (2) Approval of a Purchase Order with Gibraltar Perimeter Security for 18 Traffic Bollards to be Installed on Main Street, in an Amount Not-to-Exceed $210,617.37.
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Meeting Date: February 27, 2023
Contact Person/Dept.: Andrew Maximous/Public Works
Phone Number: (310) 253-5628
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Attachments: Yes [] No [X]
Commission Action Required: Yes [] No [X] Date:
Commission Name:
Public Notification: (E-Mail) Meetings and Agendas - City Council (02/22/2023)
Department Approval: Yanni Demitri, Public Works Director/City Engineer (02/09/2023)
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RECOMMENDATION
Staff recommends the City Council (1) waive formal bid procedures, pursuant to Culver City Municipal Code (CCMC) Section 3.07.075.F.3; and (2) approve a purchase order with Gibraltar Perimeter Security for 18 traffic bollards, to be installed on Main Street, in an amount not-to-exceed $210,617.37.
BACKGROUND
On March 28, 2022, the City Council directed Public Works staff to reopen Main Street between Culver Boulevard and the City Limit (“Main Street”), with the exception of continued closure on Tuesdays for Farmers Market and every weekend. Main Street had been previously closed to vehicular traffic seven days a week during the pandemic. The City Council provided additional direction to secure the roadway using automatic retractable bollards.
DISCUSSION
In July 2022, the City Council adopted the Fiscal Year 2022/2023 Capital Improvement Program that included funds to design and install automatic retractable bollards along Main Street.
In September 2022, City staff selected Kimley-Horn and Associates to begin design. During the concept design phase, Kimley-Horn provided the City with bollard options from three different vendors along with their specifications and costs. Staff from the Fire and Public Works Departments reviewed the options and selected bollards from Gibraltar Perimeter Security for use on Main Street. The Gibraltar bollards meet the national ASTM standard crash rating for use in the street.
A total of 18 bollards are included with this purchase order. Three will be located in the middle of each side of Main Street. These six bollards will be fully automatic and can be lowered by the Fire Department to provide a 26’ opening in case of emergency. The other 12 bollards will be placed on either side of the automatic bollards and can be lowered into ground manually by City crews as needed.
This purchase order allows the bollards to be procured by the City in advance of construction to avoid long lead times for the equipment. The bollards will then be furnished to the construction contractor in order to advance the project timeline. The contractor will be selected through a public bid process.
Pursuant to CCCMC Section 3.07.075.F.3, the City Council may waive, by a majority vote, the formal bid procedures, if it determines that compliance with the procedures would be impractical and is in the best interest of the City. In this case, staff recommends the bid procedures be waived, as the selected design firm identified three qualified vendors and the City obtained informal quotes as to each vendor’s specifications and costs. The Gibraltar bollards meet the requirements of both the Fire and Public Works Departments and are the lowest cost among the three options sourced by the consultant.
FISCAL ANALYSIS
The Adopted Budget for Fiscal Year 2022/2023 includes sufficient funding to cover costs for the proposed purchase in Capital Improvement Projects PS023 (Main Street Bollards). The $210,616.37 cost covers $182,306 for the bollards, $9,625 for shipping, and $18,626.37 of use tax.
ATTACHMENTS
None.
MOTIONS
That the City Council:
1. Waive formal bid procedures, pursuant to Culver City Municipal Code Section 3.07.075.F.3;
2. Approve a purchase order with Gibraltar Perimeter Security for 18 traffic bollards, to be installed on Main Street, in an amount not-to-exceed $210,617.37; and
3. Authorize the Purchasing Officer to execute the purchase order on behalf of the City.