TO:
Honorable Mayor and Members of the City Council
THROUGH:
John Jalili, Interim City Manager
FROM:
Bruce Moe, Finance Director
Gwen Eng, Purchasing Manager
SUBJECT:Title
Award of Proposal for the Budgeted Purchase of Two Replacement Mobile Message Boards to A Cone Zone, Inc. in the Amount of $36,667.60 (Finance Director Moe).
APPROVE
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Recommended Action
RECOMMENDATION:
Staff recommends that the City Council award RFP #961-14 to A Cone Zone, Inc. in the amount of $36,667.60 for the purchase of two budgeted replacement mobile message boards with speed display.
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FISCAL IMPLICATIONS:
Funds totaling $50,000 are budgeted in the fiscal year (FY) 2013-2014 Fleet Management Fund for the purchase of this equipment. The message boards cost $36,667.60; the remaining budgeted funds of $13,332.40 will be returned to fund balance.
BACKGROUND:
The FY 2013-2014 budget includes the replacement of 44 vehicles and equipment in the City's fleet that need to be purchased in order to maintain service levels, reduce repair costs and provide for cost-effective fleet operations. The list represents "catch-up" years when the fleet was not actively replaced due to budget constraints.
DISCUSSION:
The budgeted replacement message boards are capable of displaying variable messages as well as static and dynamic graphics. The boards are trailer mounted and programmable, and are used by the Police Department to inform and educate motorists regarding specific traffic issues throughout the community such as reduced speeds around schools, areas where trucks are not allowed, changes in speed limit, etc. In addition, other departments such as Public Works and Parks and Recreation utilize the boards to announce major projects such as street closures, and to publicize upcoming City-sponsored events.
The recommended message boards include directional radar which, when deployed by the Police Department, displays speed information to approaching motorists. It alerts those traveling in excess of posted speed limits with a flashing display. These units will be deployed in problem areas to increase speed awareness.
The current units being replaced were purchased in 2000 and 2001, and do not have messaging capability. In addition, maintenance is becoming increasing difficult due to obsolescence. As a result, replacement units were included in the adopted budget.
In order to satisfy this need, a Request for Proposal was issued. Equipment performance specifications were written with the intent to encourage competition. Warranty, service and logistical support were also included as these are considered an integral part of the life cycle of the units. Without these, equipment can be rendered useless if not properly maintained.
A total of five proposals were received. The comparison in Attachment "1" includes the aggregate price, including sales tax and fees. While K&K Systems provided the lowest cost unit, they were unable to demonstrate to the City's satisfaction that their units met the requirements specified. Additionally, because the vendor operates primarily in the southern and eastern United States, the ability to provide logistical support is questionable. The vendor was unable to provide local references in order for staff to verify performance and reliability of the units. In addition, their warranty program provides limited repairs only if the work or maintenance is performed by authorized agents. Since there are no service centers in Southern California, it would be difficult to comply with these requirements. As a result, staff eliminated K&K Systems from consideration.
The firm that met the requirements, including warranty and service support, at the lowest cost was A Cone Zone, Inc. As a result, staff recommends that the City Council award RFP #961-14 to A Cone Zone, Inc. in the amount of $36,667.60 for the budgeted purchase of two replacement mobile message boards with speed display.
If this purchase is approved, the existing units will be retired and sent to auction. The auction amount will be determined by market conditions. The new equipment will arrive in approximately 30 days.
CONCLUSION:
Staff recommends that the City Council award RFP#961-14 to A Cone Zone, Inc. for the budgeted purchase of two replacement mobile message boards with speed display in the amount of $36,667.60.
Attachment:
1. RFP #961-14 Comparison for Mobile Message Boards (2)