HomeMy WebLinkAboutItem 17 - Purchase Order to Tolar Manufacturing Company for Bus Shelters and Related AmenitiesPublic Works Agency
www.santa-ana.org/pw
Item # 17
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
May 20, 2025
TOPIC: Purchase of Bus Stop Furniture
AGENDA TITLE
Purchase Order to Tolar Manufacturing Company for Bus Shelters and Related
Amenities (Specification No. 25-063) (General Fund)
RECOMMENDED ACTION
Authorize a Purchase Order to Tolar Manufacturing Company for bus shelters and
related amenities, in a total amount not to exceed $250,000.
GOVERNMENT CODE §84308 APPLIES: Yes
DISCUSSION
There are a total of 647 bus stops in the City. Of these, 33 are unimproved (no
amenities), 475 are improved with a bench and trash bin, and 172 are fully improved
with a bus shelter and related amenities that include a bench and trash bin. Staff
identified a number of shelters with amenities that have reached the end of their useful
life and with damages beyond repair and need to be replaced. Many benches have
already been removed as they were found to be unsafe and unrepairable. With the City
having the highest volume of ridership counts in the County of Orange, it is important
that the bus stop furniture is replaced and maintained to accommodate the needs of the
community.
The recommended purchase order (Exhibit 1) will procure new Santa Ana standard bus
shelters and amenities to replace existing deteriorated ones, commonly known as the
old green shelters. The new Santa Ana standard bus shelters have been in use since
2019 as a result of a grant funded project and feature a black finish, solar powered LED
lights, and Santa Ana logos and lettering. Staff recommends replacement of 13 existing
bus stop shelters and related benches and trash bins based on results from routine
inspection and passenger boarding data (Exhibit 2).
Santa Ana City Ordinance No. NS-3041 authorizes the City to make non -bid purchases
of services, supplies, materials, and equipment whenever there is only one reasonably
available source (Exhibit 3). Tolar Manufacturing Company was the manufacturer and
supplier of the bus shelter and amenities procured as part of the grant funded project in
2019. The grant funded project allowed the City to procure a more modern and durable
Purchase of Bus Stop Furniture
May 20, 2025
Page 2
bus shelter furnishings that were more easily maintained, did not require power, and
were aesthetically pleasing to both passengers and the community at large. In order to
ensure the City retains a consistent, high quality public realm theme, it is important that
future bus shelter furniture conform to the new established standard. Staff researched
available procurement options and product offerings in the market and determined that
the bus shelters and related amenities offered by Tolar Manufacturing Company are the
only ones that meet the Public Works Agency specifications (Exhibit 4).
ENVIRONMENTAL IMPACT
There is no environmental impact associated with the action.
FISCAL IMPACT
Funds for this purchase are budgeted and available in the following General
Fund account:
Fiscal
Accounting Unit-
Fund
Accounting Unit,
Amount
Year
Account #
Description
Account Description
PWA-Service
FY 24-25
01117017-62300
General Fund
Enhancement, Contract
$250,000
Services - Professional
EXHIBIT(S)
1. Quote
2. Locations
3. Sole Source Letter
4. Specifications
Submitted By: Nabil Saba, P.E., Executive Director — Public Works Agency
Approved By: Alvaro Nunez, City Manager
TOLAR
258 Mariah Circle
Corona, CA 92879
(951) 808-0081
www.tolarmfg.com
info@tolarmfg.com
Customer:
Project:
Marlene Alcaraz
Transit Shelters -
Right of Way Coordinator
Advertising -Revised
City of Santa Ana
Design
20 Civic Center Plaza
Santa Ana, CA 92701
Quote No:
23381 PMR1
Date:
04/04/25
Quote Expires:
30 Days
Sales Contact:
Patrick Merrick
Phone:
951-547-8209
Email:
pmerrick - tolarmfg.com
Lead Time:
24 Weeks
From receipt of signed written order, and all
required approvals.
Terms:
Net 30 Days From Invoice
Terms subject to change. Final terms to be
determined based on credit history & bonding.
Item:
Qty.
I Description:
I Unit Price:
Ext. Price:
1
13
12' Tolar Signature Sunset Transit Advertising Shelter (37884-00) featuring:
$ 8,985.00
$ 116,805.00
Sunset series extrusion, radius roof, 1/8" aluminum roof panels secured with
gasketed pressure ribs, perforated aluminum branding element with location
plaque (street names by others), City logo disc with logo (2) on the upstream
end, flat back to back media display kiosk downstream with two side hinged
display doors containing 3/16" clear tempered glass, durable baked powder coat
finish color RAL 9004 Signal Black, adjustable leveling shoes with spun
escutcheon shoe covers, stainless steel anchors and all installation hardware -
illumination quoted below -benches and trash receptacles quoted separately -
WITH REVISIONS DISCUSSED WITH STAFF ON 4/2 DRAWING APPROVAL
REQUIRED PRIOR TO START OF FABRICATION
2
13
Tolar USC RAD 170 featuring dusk to dawn solar powered LED illumination
$ 5,635.00
$ 73,255.00
under the shelter roof, 8 hours of illumination in the media display kiosk
(3390256), powder coat finish RAL 9004 Signal Black - SITE SURVEYS AND
REVIEW OF LIGHTING PLOTS INCLUDED
3
19
6' Steel Strap Bench with back, city branding (Model 37824-111), two seat
$ 1,360.00
$ 25,840.00
delineators, premium durable baked powder coat finish process with sandblast
and pretreat process, zinc anchors with locking nuts (2)
4
4
32 Gallon steel strap trash receptacle with hard rubber liner, hinged and lockable
$ 1,360.00
$ 5,440.00
door -lock by others, (Model 32915-111), premium, durable baked powder coat
finish process with sandblast and pretreat process, zinc anchors with locking
nuts (2)
5
1 57
Idecals for street plaques (1124586)
$ 65.00
$ 3,705.00
• ' '
Sub -Total:
$ 225,045.00
ESTIMATED Freight:
-
_
FIRM Freight:
$ -
2 @ $900 TOLAR Delivery:
$ 1,800.00
CA State Sales Tax
9.25%
$ 20,983.16
-
•
Total:
$ 247.828.16
Pricing Notes:
1. Local/State sales and/or use taxes are not included and are the responsibility of the purchaser, unless specified above.
2. If requested, structural engineering calculations from a licensed engineer in the state of installation are additional cost of $1,500.00 per design/model.
Page 1 of 3 Initials:
"-100�
TOLAR
258 Mariah Circle
Corona, CA 92879
(951) 808-0081
www.tolarmfg.com
info@tolarmfg.com
Customer:
Project:
Marlene Alcaraz
Transit Shelters -
Right of Way Coordinator
Advertising -Revised
City of Santa Ana
Design
20 Civic Center Plaza
Santa Ana, CA 92701
Quote No:
23381 PMR1
Date:
04/04/25
Quote Expires:
30 Days
Sales Contact:
Patrick Merrick
Phone:
951-547-8209
Email:
pmerrick(o�tolarmfg.com
Lead Time:
24 Weeks
From receipt of signed written order, and all
required approvals.
Terms:
Net 30 Days From Invoice
Terms subject to change. Final terms to be
determined based on credit history & bonding.
Item: I Qty.- I Description: I Unit Price: I Ext. Price:
3. Products are shipped knock down & unassembled in bulk packaging for unloading and installation by others. Hardware boxed by unit. Installation instructions are
provided.
4. Freight cost is an ESTIMATE ONLY. Freight is invoiced at actual cost, without mark up, at time of shipment, unless specified above.
5. Client provides unloading at destination, including forklift and labor as necessary.
6. Processing fee of 3% of total charge amount is additional and charged on all credit card payments.
Standard Terms and Conditions
These Terms and Conditions are attached to and incorporated by reference into the Proposal for products or services ("Proposal") provided by Tolar Manufacturing Company, Inc.
("we", "our" or "us").
1. Drawings and Specifications: All drawings and specifications submitted to our clients or potential clients are proprietary in nature and remain our property. They may be viewed,
printed and distributed, without alteration, as reference for sales or for the process of specifying products for use. Detailed shop and erection drawings are provided to allow for field
installation or repair. Sealed and stamped engineering calculations and drawings from an engineer licensed in the state of installation, if required, can be made available for an
additional charge. Customers that provide their own drawing packages will retain ownership and be covered under a separate agreement.
2. Vendor Status: Tolar Manufacturing Company, Inc. is a vendor supplier of manufactured products; is not a subcontractor or contractor; and is not subject to retainage or liquidated
damages for any reason.
3. Payment Terms: Payment terms for services rendered or products manufactured by us shall be determined by us based on our determination of the credit worthiness of buyer and
may require a deposit at time of order. Products are invoiced as shipped.
4. Late Payment Penalty: Buyer agrees to pay a charge equal to the lesser of (i) the highest rate allowable by law or (ii)1.5% per month (18% per annum) on the unpaid balance with
respect to any late payments. In addition, buyer will pay all our costs and expenses, including actual attorney's fees, incurred in connection with enforcing the Proposal and/or
collecting any past due payments. In the event buyer fails to make any payment when due, we have the right of setoff, the right to terminate the Proposal and/or to suspend further
deliveries to buyer and the right to recover damages in addition to any other remedies available to us as a matter of law. Buyer has no right to setoff.
5. Cancellation: If an order is cancelled by buyer after receipt of order authorization, and cancellation fee of 10% of order value may be assessed to the buyer, in addition to an the cost
of materials purchased for the order, which may be invoiced to the buyer at time of cancellation.
6. Delivery, Title and Receipt: Unless otherwise provided in the proposal, all shelters are prefabricated and shipped knock -down and in bulk format (not packaged individually) for ease
of handling and fast on -site installation. Neither buyer nor consignee shall have the right to direct or re -consign the goods to any other destination without our consent. All sales of
products are F.O.B. our plant. Risk of loss of the products shall transfer to buyer upon delivery of the products to the common carrier.
7. Delivery Charges: Unless otherwise provided in the Proposal, buyer shall bear all the costs of transportation, including without limitation loading, unloading, storage, and freight
charge. All delivery quotes allow for an approximate 2-hour unload window for a full truck. If this window is exceeded, additional charges may apply. All price quotes given for delivery
are based on estimates obtained at the time the quote was requested. Actual freight charges may vary.
8. Delivery Dates: Any delivery date(s) or period of delivery provided for in the Proposal is approximate and does not guarantee a particular date(s) or period of delivery. Estimated lead
times are provided in the quote. Under no circumstances will we be liable for delay in delivery occasioned in whole or in part, by fire, flood, explosion, casualty, riot, strike, embargo,
transportation delay, breakdown, accident, act of God or the public enemy, government authority, by our inability to secure materials, fuel, supply power or shipping space or any other
circumstances beyond our reasonable control.
9. Delayed Shipment: If buyer delays shipment, we may invoice for products when ready for shipment and, at our option, we may charge reasonable daily storage fees.
10. International Freight: We require the services of freight forwarder for all international shipments. Buyer may select the freight forwarder, subject to our approval. All fees, taxes and
additional charges, in addition to the actual freight costs, are the responsibility of buyer.
11. Returns: Due to the custom nature of our products, we cannot accept returns and we cannot permit cancellations once work has commenced.
12. Manufacturer's Warranty: Our manufacturer's warranty is set forth in a separate document.
Page 2 of 3 Initials:
TOLAR
258 Mariah Circle
Corona, CA 92879
(951) 808-0081
www.tolarmfg.com
info@tolarmfg.com
Customer:
Project:
Marlene Alcaraz
Transit Shelters -
Right of Way Coordinator
Advertising -Revised
City of Santa Ana
Design
20 Civic Center Plaza
Santa Ana, CA 92701
Quote No:
23381 PMR1
Date:
04/04/25
Quote Expires:
30 Days
Sales Contact:
Patrick Merrick
Phone:
951-547-8209
Email:
pmerrick -.tolarmfg.com
Lead Time:
24 Weeks
From receipt of signed written order, and all
required approvals.
Terms:
Net 30 Days From Invoice
Terms subject to change. Final terms to be
determined based on credit history & bonding.
Item: I Qty. I Description: I Unit Price: 1 Ext. Price:
13. Limitation of Liability: WE ARE NOT LIABLE TO BUYER OR ANY THIRD PARTY FOR ANY SPECIAL, INCIDENTAL, INDIRECT, CONSEQUENTIAL, PUNITIVE OR
EXEMPLARY DAMAGES OF ANY KIND ARISING FROM OR RELATING TO OUR OBLIGATIONS UNDER THE PROPOSAL, INCLUDING LOST PROFITS, LOSS OR USE, LOSS
OF REVENUE OR COST OF CAPITAL. EXCEPT FOR PERSONAL INJURY OR DEATH DUE TO OUR MISCONDUCT, BUYER AGREES THAT THE TOTAL DAMAGES THAT CAN
BE AWARDED IN ANY CLAIM BY BUYER RELATING TO OUR OBLIGATIONS UNDER THE PROPOSAL (WHETHER BASED IN CONTRACT, TORT OR OTHERWISE, SHALL
NOT EXCEED THE TOTAL PAID BY BUYER TO US UNDER THE PROPOSAL. BUYER AGREES THAT THE ABOVE LIMITATIONS ON LIABILITY PROVISIONS SHALL REMAIN
IN FULL FORCE AND EFFECT EVEN IF IT IS FOUND THAT BUYER'S EXCLUSIVE REMEDY FAILS OF ITS ESSENTIAL PURPOSE.
14. Governing Law, Jurisdiction and Venue: The Proposal shall be governed by and construed in accordance with the laws of the State of California without reference to the choice of
law principles thereof. Each party irrevocably submits to the jurisdiction of the Courts of the State of California and the United States District Court for the Central District of California.
15. Amendment: No amendments to these Terms and Conditions can be made unless submitted in writing to us and signed and accepted by our President or his designee.
Page 3 of 3 Initials:
LOCATION OF PROPOSED BUS STOP IMPROVEMENTS
2dqwCounci X.
Boardings Ward m ench
235,109 1 NB HARBOR BLVD FS MACARTHUR BLVD Single Old Green 1
Ex. Ex. Ad
Trash Pannels
EXIBIT 2
Ad
O
50% Replace existing deteriorated
shelter with new
55,699
4/6
WB WARNER AVE
FS BRISTOL ST
Single
Old Green
1
1
1
67%
Replace existing deteriorated
shelter with new
43,839
1
EB WARNER AVE
FS HARBOR BLVD
Single
Old Green
1
1
1
33%
Replace existing deteriorated
shelter with new
41,288
6
WB EDINGER AVE
FS STANDARD AVE
Single
Old Green
1
1
1
76%
Replace existing deteriorated
shelter with new
39,401
2/4/6
EB EDINGER AVE
FS BRISTOL ST
Single
Old Green
1
2
1
97%
Replace existing deteriorated
shelter with new --:m
36,448
315
WB WESTMINSTER AVE
FS FAIRVIEW ST
Single
Old Green
1
1
1
82%
Replace existing deteriorated
shelter with new
32,360
3
EB 17TH ST
NS GRAND AVE
Single
Old Green
1
1
1
82%
Replace existing deteriorated
shelter with new
30,851
4
NB BRISTOL ST
FS SEGERSTROM AVE
Single
Old Green
1
1
1
80%
Replace existing deteriorated
shelter with new
22,803
4
NB BRISTOL ST
FS HEMLOCK WAY
Single
Old Green
1
1
1
76%
Replace existing deteriorated
-
shelter with new
19,194
4
EB MACARTHUR BLVD
FS BRISTOL ST
Single
Old Green
1
1
1
76%
Replace existing deteriorated
shelter with new
18,953
1/2/4
NB FAIRVIEW ST
NS EDINGER AVE
Single
Old Green
1
1
1
76%
Replace existing deteriorated
shelter with new
14,823
2/6
EB 1ST ST
NS MAPLE ST
Single
Old Green
1
1
1
76%
Replace existing deteriorated
shelter with new
11,464
1/4
NB FAIRVIEW ST
FS MACARTHUR BLVD
Single
Old Green
1
1
1
75%
Replace existing deteriorated
shelter with new
,.w
TOLAR
IMAN0FACTURIN0
April 7, 2025
Marlene Alcaraz
Right -Of -Way Coordinator
City of Santa Ana
20 Civice Center Plaza
Santa Ana, CA 92701
Project: City of Santa Ana Branded Shelters -Sole Source
Dear Jason:
The transit shelters (Tolar Models 35835-03/37884-00) and bench (37824-111) were designed and fabricated for the City
of Carson in 2015/2016 by Tolar Manufacturing Company, Inc were fabricated based on designs that are our intellectual
property and contain many custom metal and gasket extrusions that are unique to us. This includes our muti-channel
horizontal extrusion and hidden hinge kiosk extrusion. The shelter also contains City of Santa Ana specific branding. The
bench within the shelter and throughout the City contains Santa Ana specific branding.
In addition, the solar -powered illumination system was designed exclusively for the project in concert with the engineers at
our vendor partner, Urban Solar Corporation. Based on the shelters described above, our outside professional engineer
performed the stamped and steeled structural calculations.
The project we recently quoted will be fabricated to the same specifications by our AWS welders and under the direction
of our rigid quality control processes. This allows the City of Santa Ana staff or their assignee to deal with one kit of
replacement parts, one type of solar power unit, and one method of repair.
Don't hesitate to contact me if you have any questions regarding this information.
Sincerely,
Patrick Digitally signed by
Patrick Merrick
Merrick Date: 2025.04.07
13:05:40-07'00'
Patrick Merrick
Executive Vice -President
TOLAR MANUFACTURING COMPANY INC.
TRANSIT SHELTERS I STREET FURNITURE I DISPLAYS & DIRECTORIES I TRANSIT SOLAR LIGHTING
258 Mariah Circle, Corona, CA USA 92879-1751 1 800-339-6165 1 951-808-0081 1 www.tolarmfg.com
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