Agenda Item #12.5
For Council Meeting of: January 24, 2023
CITY OF SANTA ROSA
CITY COUNCIL
TO: MAYOR AND CITY COUNCIL
FROM: ROB SPRINKLE, DEPUTY DIRECTOR, TRAFFIC ENGINEERING, TRANSPORTATION AND PUBLIC WORKS DEPARTMENT
BRANDALYN TRAMEL, PURCHASING AGENT
AUTHOR TRACY VERA, BUYER
FINANCE DEPARTMENT
SUBJECT: SPLIT BID AWARD –ISSUANCE OF PURCHASE ORDERS WITH FEDERAL TERMS FOR FIBER CABLE AND SUPPLIES SPLIT BETWEEN VENDORS B&H INTERNATIONAL LLC AND ANIXTER INC.
AGENDA ACTION: RESOLUTION
RECOMMENDATION
It is recommended by the Transportation and Public Works and Finance Departments that the Council, by resolution, approve a split bid award and issuance of a purchase order with federal terms in a total amount not-to-exceed $108,110.36 for Request for Quote 22-50 for fiber cable and supplies to: 1) B&H International LLC, Bakersfield, California in an amount not to exceed $92,169.06 for the purchase of Superior Essex cable and EtherWAN switching platforms (Section 1, 3 of RFQ); and 2) Anixter Inc., Glenview, Illinois in an amount not to exceed $15,941.30, for fiber components (Section 2 of the RFQ).
EXECUTIVE SUMMARY
The Transportation and Public Works (TPW) submitted Purchase Requisition R160878 to Purchasing to issue a Federally compliant bid for fiber cable and supplies. Request for Quote (RFQ) 22-50 identified B&H International LLC, Bakersfield, California as the lowest responsive and responsible bidder for Section 1 - Superior Essex cable and Section 3 - EtherWAN switching platforms, and Anixter Inc. as the lowest responsive and responsible bidder for Section 2 – fiber components.
BACKGROUND
The Transportation and Public Works Department received a grant in 2020 in the amount of $400,000 for upgrading the existing traffic signal communications to a fiber backbone and changing the controllers from the 1970’s vintage 170 controllers to 2070 controllers. The grant covers the design and installation of this equipment that is being purchased with an 11.47% match from our Traffic Signal Interconnect account.
PRIOR CITY COUNCIL REVIEW
On July 7, 2020, Request for Authorization for Submittal of Housing Incentive Pool Program for Downtown Housing/Operations Enhancements – Fiber Optics Upgrade was approved by City Council.
ANALYSIS
On November 15, 2022, federally compliant RFQ 22-50 for fiber cable and supplies was opened by Purchasing. Of the twenty-two (22) vendors notified, four responses were received, and three were considered responsive and responsible to the bid requirements for each section. B&H International LLC is the lowest responsive and responsible bid for Sections 1 and 3, and Anixter Inc. is the lowest responsive and responsible bid for Section 2.
A tabulation of the responsive and responsible bids received is listed below:
Vendor
Bid Total
Karish Industries
Buena Park, California
Section 1 - $36,871.88
Section 2 – Non-responsive
Section 3 - No bid
B&H International LLC
Bakersfield, Ca
Section 1 - $33,922.13**
Section 2 - $20,447.99
Section 3 - $58,246.93**______________
Western Pacific Signal
San Leandro, California
Section 1 - $56,536.88
Section 2 - $30,606.39
Section 3 - $64,359.18
Anixter Inc.
Glenview, Illinois
Section 1 – Non-responsive
Section 2 - $15,941.30**
Section 3 - $78,092.94
** Lowest responsive and responsible bid per item.
FISCAL IMPACT
Funds for this procurement are budgeted in Project Code 17269, Traffic Signal Interconnect, in the approved Fiscal Year 2022-23 Capital Improvement Program (CIP)
ENVIRONMENTAL IMPACT
This action is exempt from the provisions of the California Environmental Quality Act (CEQA) under CEQA Guidelines Sections 15061(b)(3) and 15378 in that there is no possibility that the implementation of this action may have significant effects on the environment, and no further environmental review is required.
BOARD/COMMISSION/COMMITTEE REVIEW AND RECOMMENDATIONS
Not Applicable
NOTIFICATION
Not applicable
ATTACHMENTS
Resolution
CONTACT
Rob Sprinkle, 707-543-3817, [email protected]
Brandalyn Tramel, 707-543-3706, [email protected]
Tracy Vera, 707-543-3708, [email protected]
BID AWARD OF RFQ 22-50
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