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CONSENT CALENDAR
City of San Bernardino
Request for Council Action
Date: October 18, 2023
To: Honorable Mayor and City Council Members
From: Charles E. McNeely, Interim City Manager;
Ernesto Salinas, Acting Director of Public Works,
Operations and Maintenance
Department: Public Works
Subject: Agreement with JTB Supply Co, Inc. for the
Purchase of Traffic Intersection Signal Supplies
(All Wards)
Recommendation
It is recommended that the Mayor and City Council of the City of San Bernardino, California:
1. Authorize the City Manager to execute a Goods Purchase Agreement with JTB Supply Co., Inc., for the purchase of traffic signal supplies and related components; and
2. Authorize the Director of Administrative Services to issue a purchase order in the amount of $200,000; and
3. Authorize the City Manager or designee to extend the Goods Purchase Agreement with JTB Supply Co., Inc., for up to four additional one-year terms for an amount not to exceed $200,000 annually.
Executive Summary
The City of San Bernardino has approximately 275 traffic intersections comprised of various traffic signal components and hardware. Each traffic intersection requires routine inspection and maintenance which includes replacement and repair of components and related hardware. In order to maintain City infrastructure staff recommends authorizing a purchase order in the amount of $200,000 for traffic signal supplies and related components from JTB Supply Co., Inc. of Orange, CA.
Background
The Operations and Maintenance Division (O&M) of the Public Works Department is 1 6
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responsible for the maintenance, repair, beautification, and clean-up of City-owned infrastructure and rights of way. In conjunction with the Public Works Engineering Division, it is also responsible for ensuring the City’s traffic intersections are properly maintained, inspected, upgraded, and repaired as needed. Routine inspections and maintenance of traffic intersections is largely performed by in-house staff that are part of the Traffic and Lighting work section of the O&M Division.
Discussion
The City of San Bernardino has approximately 275 traffic intersections comprised of various traffic signal components and hardware. Each traffic intersection requires routine inspection and maintenance which includes replacement and repair of components and related hardware. In many instances, vandalism or traffic collisions at intersections may necessitate the repair and replacement of damaged components. Sun damage, wind, and end of component lifecycles are also contributing factors in the replacement of components and related hardware. Generally, the most critical traffic intersection supplies required for staff to have readily available or in stock will consist of signal heads, back plates, pedestrian buttons (ped), controller cabinets, red-yellow-green LED lights (in various sizes), conflict monitors, ADA ped buttons, to list a few. Some specialized items also required from time to time.
To ensure the City properly maintains and repairs its traffic intersection efficiently with industry standard components and hardware, staff is requesting $200,000 for traffic intersection signal supplies and related materials under this goods purchase agreement.
The Operations and Maintenance Division of Public Works worked with the Finance Department, and, in July of 2023, a formal bid process was initiated to solicit quotes for traffic signal supplies and related materials. Notices were posted on the City’s website.
The results of the bid opening yielded two qualified vendors as noted below. Both vendors have provided services to the City in the past. In reviewing the results of the bid solicitation, it was determined that JTB Supply Co, Inc. was the lowest vendor and was therefore selected as the winning vendor. It is important to note this purchase order will be set at $200,000 to allow for additional purchases should they be required.
To ensure the City continues operations uninterrupted and maintains costs within the same range, approval of the Goods Purchase Agreement authorizes a one-year agreement and four one-year extension options that would be executed administratively by staff. This is beneficial to the City, not just in cost, but also with reducing our administrative burden.
NAME OF BIDDER CITY UNIT COSTS
JTB Supply Co., Inc. Orange, CA $148,645.00
McCain, Inc. Anaheim, CA $174,555.70
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Staff are confident that JTB Supply Co, Inc. is qualified to provide the required traffic intersection signal supplies and related materials. The City has worked with JTB Supply Co., Inc. in the recent past and they have always provided quality products and timely services.
2021-2025 Strategic Targets and Goals
This project is aligned with Key Target No. 3c: Improved Quality of Life: To evaluate and enhance the quality of public safety service, and Key Target No. 3d: Improve the City’s appearance, cleanliness, and attractiveness. The goods and services agreement will ensure City traffic intersections are properly maintained and repaired as needed in all economic corridors, neighborhoods, major thoroughfares, and secondary streets.
Fiscal Impact
The General Fund impact is $200,000 and is appropriated in the FY 2023/24 budget.
This amount will need to be programmed annually for additional four option years.
Conclusion
It is recommended that the Mayor and City Council of the City of San Bernardino, California:
1. Authorize the City Manager to execute a Goods Purchase Agreement with JTB Supply Co., Inc., for the purchase of traffic signal supplies and related components; and
2. Authorize the Director of Administrative Services to issue a purchase order in the amount of $200,000; and
3. Authorize the City Manager or designee to extend the Goods Purchase Agreement with JTB Supply Co., Inc., for up to four additional one-year terms for an amount not to exceed $200,000 annually.
Attachments
Attachment 1 Goods Purchase Agreement
Attachment 2 Goods Purchase Agreement Exhibit C
Attachment 3 Summarized Cost Sheet
Attachment 4 Bid Documents– RFQ F-23-54
Ward
All Wards
Synopsis of Previous Council Actions
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