TO:
Honorable Mayor Powell and Members of the City Council
THROUGH:
David N. Carmany, City Manager
FROM:
Jim Arndt, Public Works Director
Bruce Moe, Finance Director
Gwen Eng, General Services Manager
SUBJECT: Title
Award of Bid for One Replacement Mobile Message Board and One Speed Display Trailer to lowest responsible bidder, MPH Products, in the Amount of $32,523.85.
APPROVE
Body
____________________________________________________________________
RECOMMENDATION:
Staff recommends that the City Council award bid #891-13 to lowest responsible bidder, MPH Products, in the amount of $32,523.85 for the budgeted replacements of one Mobile Message Board and one Speed display trailer.
FISCAL IMPLICATIONS:
Funds totaling $37,500 are budgeted in the fiscal year 2012-2013 Fleet Management Fund to purchase this equipment. The remaining budgeted Fleet Management funds of $4,976.15 will be used for graphics and other incidental expenses. After factoring in those costs, the purchase will be within the budgeted amount.
DISCUSSION:
The fiscal year 2012-2013 budget includes the replacement of one mobile message board and one speed display trailer. The message board is capable of displaying variable messages as well as static and dynamic graphics. It is trailer mounted and programmable, and will be 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 and changes in speed limit, etc. In addition, other departments such as Public Works and Parks and Recreation utilize the board to announce major projects such as street closures and to publicize upcoming City sponsored events. The speed trailer is also programmable and has directional radar, which is used to inform motorists of their vehicle speed. It alerts violators with a flashing display. This unit is generally deployed in problem areas to increase speed awareness. The current units were purchased in 1990 and are no longer operational.
In order to satisfy this need, an Invitation for Bid was issued. Equipment performance specifications were written with the intent to encourage competition. However, there were certain requirements that vendors had to meet such as security alarms and intrusion sensors for the units. 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 four bid responses were received. The comparison in Attachment "1" shows the aggregate price, including sales tax and fees. While K&K Systems provided the lowest bid, they were unable to demonstrate to the City's satisfaction that their units met the requirements specified. The vendor operates primarily in the southern and eastern United States; therefore the ability of the vendor 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.
The next lowest bidder, Monitor Systems, did not fully meet specifications in that their units have no intrusion alarms or sensors to deter tampering. This feature is required due to attempts by the public to damage or interfere with the equipment when deployed in the field.
The third bidder, MPH Products, meets all specifications. As a result, staff recommends that the City Council award bid 891-13 to the lowest responsible bidder, MPH Products, in the amount of $32,523.85 for the purchase of one Mobile Message Board and one Speed display trailer. If this purchase is approved, the new equipment will arrive in approximately 60 days. The old units are not operational and will be surplused.
Attachment:
1. Message board and speed trailer bid comparison