TO:Honorable City Council
FROM:Jesus M. Gomez, City Manager
BY:Glen W.C. Kau, P.E., Director of Public Services/City Engineer Jacqueline Koontz, P.E., Senior Civil Engineer
Michael Jea, Assistant Engineer
SUBJECT: AWARD PURCHASING AGREEMENTS FOR 2024-2026 TRAFFIC
SIGNAGE AND RELATED MATERIALS
Background:
The Utilities Division (Utilities) within the Public Services Department is responsible for maintaining, replacing, and installing the City’s traffic signage. Aging infrastructure, new regulatory requirements for sign replacements, automobile collisions, vandalism, and the need for traffic related materials has grown. Currently, the City owns and maintains approximately 28,000 signs citywide. The traffic crew members (field staff) successfully upgrade and/or replace hundreds of signs, and related components, each year.
To prequalify vendors and secure competitive rates, staff solicited an Invitation for Bids (IFB) No. 25-770 for 2024-2026 Traffic Signing and Related Materials was released on August 8, 2024. The key supplies, materials and equipment, and non-professional services for IFB No. 25-770 include:
Supplies, Materials, Equipment Approved 2024-25
Fiscal Year Budget
Traffic signs and materials conforming to the California Manual of Uniform Traffic Control Devices (MUTCD) standards
Sign posts, mounting hardware, and other miscellaneous
related items such as traffic cones and delineators
Custom signs not listed in the MUTCD, as requested
$ 123,000
Street name and overhead intersection signs with letters and numbers $ 85,000
City’s Signage Replacement Project $ 75,000
Total $ 283,000
City Council Agenda Report
October 1, 2024
City Council October 1, 2024
Award Purchasing Agreements IFB No. 25-770 Page No. 2
2024-2026 Traffic Signing and Related Materials
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To avoid potential material shortages that would delay maintenance of efforts, staff recommend establishing purchase agreements with multiple companies. This ensures City access to resources needed for compliance with State laws and to meet community needs. This procurement process is to establish agreements with the three top responsive companies for purchase of supplies and materials.
Amounts budgeted for traffic signage and related materials are estimated and vary by fiscal year and will depend on current City needs. Combined purchases made between the three companies selected will not exceed the total annual amounts budgeted and approved by City Council each fiscal year. The initial contract agreement will be for a three-year term, with the option to extend twice for two one-year periods. Establishing agreements with each of the three companies, and the issuance of purchase orders, will not guarantee any purchases will be made.
Bids were due August 26, 2024. Eight companies submitted bids that were reviewed internally by an evaluation panel of City staff. Bids were evaluated on bid completeness, supplies and materials offered, inventory availability and lead times, and rates.
Proposals Received & Evaluated
Company/Contractor Complete Bid
Square Signs LLC dba Front Signs Yes
Roadline Products Yes
Myers & Sons Hiway Safety, Inc. Yes
Maneri Sign Company Yes
Statewide Traffic Safety & Signs Inc Yes
Sign Solutions USA LLC Non-responsive Bid
Pacific Products and Services Non-responsive Bid
Zumar Industries Inc Non-responsive Bid
Square Signs LLC dba Front Signs, Roadline Products, and Myers & Sons Hiway Safety, Inc., are recommended by staff due to their extensive inventories of signage related supplies and materials and competitive rates. All three companies have supplied similar products and services to other agencies for many years. Additionally, their references confirm a good reputation and the ability to meet City needs.
City Council October 1, 2024
Award Purchasing Agreements IFB No. 25-770 Page No. 3
2024-2026 Traffic Signing and Related Materials
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Fiscal Impact:
Adequate Measure R and Measure M Funds were budgeted in the approved Fiscal Year 2024-25 budget. Funding for future fiscal years will be budgeted and approved on an annual basis.
Citizens Advised:
N/A
Strategic Plan 2023 Implementation:
N/A
Recommended Action:
Staff recommends City Council:
a. reject non-responsive bids submitted in response to Invitation for Bids (IFB) No. 25-770 for 2024-2026 Traffic Signing and Related Materials; and b. award purchase agreements to Square Signs LLC dba Front Signs, Roadline Products, and Myers & Sons Hiway Safety, Inc. for 2024-2026 Traffic Signing and Related Materials over an initial period of three years with two options to extend the term one additional year for a maximum of five years; in equal amounts each fiscal year, in an amount not-to-exceed $94,333 for fiscal year 2024-25 for each agreement; authorize the City Manager to execute the agreements as long as there is funding in the approved fiscal year budget; and any amendments if they are within the City Manager’s signing authority on behalf of the City; in a form approved by the City Attorney.
Attachments:
N/A