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HomeMy WebLinkAboutItem 15 - Traffic and Street Name Sign Purchase Public Works Agency https://www.santa-ana.org/pw Item # 15 City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report April 20, 2021 TOPIC: Traffic and Street Name Sign Purchase AGENDA TITLE Award Purchase Orders to Safeway Sign Company and Zumar Industries, Inc. for Traffic and Street Name Signs, for up to a Five-Year Term, in an Aggregate Amount not to Exceed $850,000 (General and Non-General Funds) RECOMMENDED ACTION Award blanket purchase order contracts to Safeway Sign Company and Zumar Industries, Inc. for the purchase of traffic and street name signs for a three-year period beginning April 27, 2021 and expiring April 26, 2024, with provisions for two, one-year renewals exercisable by the City Manager, in an aggregate shared amount not to exceed $850,000, subject to non-substantive changes approved by the City Manager and City Attorney. DISCUSSION The City of Santa Ana’s Public Works Agency maintains approximately 30,000 traffic signs, including 1,200 overhead street name signs, located at 304 signalized intersections throughout the City. These traffic and street name signs are critical to promoting roadway safety and efficiency by providing orderly movement of all road users on streets, alleys and bikeways. Traffic signs often require immediate replacement due to fading, vandalism, collisions or as a result of engineering safety enhancements. Once the traffic sign is compromised, it must be replaced as soon as possible to minimize impacts to the public. Similarly, many Reflective Street Name Signs (RSNS) require immediate replacement due to illegible text, fading, low retroreflectivity, graffiti damage, or to meet minimum reflectivity requirements. Retroreflectivity (reflectiveness) is a critical property as this attribute makes signs visible during nighttime hours. Most City RSNS have deteriorated over time due to weather damage, material defects and vandalism, and many are currently at or below minimum levels of reflectiveness. In order to replace poorly functioning traffic and street name signs, a notice inviting bids was advertised on March 12, 2021 on the City’s online bid management and publication system. A summary of the bid invitations and bids received is as follows: Award Purchase Orders for Traffic and Street Name Signs April 20, 2021 Page 2 6 3 9 134 Vendors notified 11 Santa Ana vendors notified 29 Vendors downloaded bid documents 5 Bids received Five bids were received and opened on March 26, 2021. After evaluating the bids, four were determined to be responsive (Exhibit 1). One bid was deemed non-responsive due to the firm’s qualifications. The bids received from Safeway Sign Company and Zumar Industries, Inc. were the lowest, responsive to specifications, and met the City’s requirements. Staff recommends awarding blanket purchase order contracts to Safeway Sign Company and Zumar Industries to replace RSNS throughout the City. Outreach Efforts The Purchasing Division advertised this project on the City’s online bid management and publication system, which directly notified 11 Santa Ana vendors, none of which submitted a bid packet for consideration. ENVIRONMENTAL IMPACT There is no environmental impact associated with the action. FISCAL IMPACT Funds in the amount of $250,000 are budgeted and available for expenditure in the current Fiscal Year 2020-21 and funds will be included in the annual proposed budget for future years in the accounts indicated in the table below for the remaining agreement term and extension options, if exercised. Fiscal Year Accounting Unit – Account # Fund Description Accounting Unit – Account Description Amount Agreement 3-Year Term 2020-21 (March-June) 01117620-62300 General Fund Contract Services- Professional $200,000 2020-21 (March-June)01117625-62300 General Fund Roadway Marking and Signs/Contractual Service- Professional $25,000 2020-21 (March-June)10117601-62300 Public Works- Admin & Planning Administration & Planning $25,000 2021-22 (July-June)02917620-62321 Special Gas Tax Traffic Signal Maintenance- Maintenance & Repair Improvement $100,000 2021-22 (July-June)01117625-62300 General Fund Roadway Marking and Signs/Contractual Service- Professional $25,000 Award Purchase Orders for Traffic and Street Name Signs April 20, 2021 Page 3 6 3 9 Fiscal Year Accounting Unit – Account # Fund Description Accounting Unit – Account Description Amount 2021-22 (July-June)10117601-62300 Public Works- Admin & Planning Administration & Planning $25,000 2022-23 (July-June)02917620-62321 Special Gas Tax Traffic Signal Maintenance- Maintenance & Repair Improvement $100,000 2022-23 (July-June)01117625-62300 General Fund Roadway Marking and Signs/Contractual Service- Professional $25,000 2022-23 (July-June)10117601-62300 Public Works- Admin & Planning Administration & Planning $25,000 2023-24 (July-April)02917620-62321 Special Gas Tax Traffic Signal Maintenance- Maintenance & Repair Improvement $85,000 2023-24 (July-April)01117625-62300 General Fund Roadway Marking and Signs/Contractual Service- Professional $20,000 2023-24 (July-April)10117601-62300 Public Works- Admin & Planning Administration & Planning $20,000 Extension Option 2023-24 (April-June)02917620-62321 Special Gas Tax Traffic Signal Maintenance- Maintenance & Repair Improvement $15,000 2023-24 (April-June)01117625-62300 General Fund Roadway Marking and Signs/Contractual Service- Professional $5,000 2023-24 (April-June)10117601-62300 Public Works- Admin & Planning Administration & Planning $5,000 2024-25 (July-June)02917620-62321 Special Gas Tax Traffic Signal Maintenance- Maintenance & Repair Improvement $25,000 2024-25 (July-June)01117625-62300 General Fund Roadway Marking and Signs/Contractual Service- Professional $25,000 2024-25 (July-June)10117601-62300 Public Works- Admin & Planning Administration & Planning $25,000 2025-26 (July-April)02917620-62321 Special Gas Tax Traffic Signal Maintenance- $25,000 Award Purchase Orders for Traffic and Street Name Signs April 20, 2021 Page 4 6 3 9 Fiscal Year Accounting Unit – Account # Fund Description Accounting Unit – Account Description Amount Maintenance & Repair Improvement 2025-26 (July-April)01117625-62300 General Fund Roadway Marking and Signs/Contractual Service- Professional $25,000 2025-26 (July-April)10117601-62300 Public Works- Admin & Planning Administration & Planning $25,000 Total Contract Amount:$850,000 EXHIBIT(S) 1. Abstract of Bids Submitted By: Nabil Saba, P.E., Executive Director – Public Works Agency Approved By: Kristine Ridge, City Manager ABSTRACT OF BIDS REFLECTIVE STREET NAME SIGNS (21-040) BIDDER LOCATION TOTAL Lotus USA, Inc.* Los Angeles, CA $2,274.80 Maneri Sign Company Gardena, CA $3,429.62 Rockart Industries, Inc. Mesa, AZ $3,212.16 Safeway Sign Company Adelanto, CA $2,369.63 Zumar Industries, Inc. Santa Fe Springs, CA $3,031.36 *Nonresponsive Bid Note: Bid totals are based on pricing for quantity of one per type of sign.