Title
Procurement and Contracts, a division of the Chief Administrative Office, on behalf of the Department of Transportation, Maintenance and Operations Division, recommending the Board approve the following:
1) Award Bid 24-0112 for the purchase of Guide Marker "U" Channel Guide Posts (Category I), "U" Channel Sign Posts (Category II), and Tube Posts and Tube Post Anchors (Category III) to the lowest qualified bidders Vulcan Signs of Foley, AL for Categories I and II and Pacific Products and Services LLC of Anaheim, CA for Category III;
2) Authorize the Purchasing Agent to issue purchase contracts to Vulcan Signs in the amount of $150,000 and Pacific Products and Services LLC in the amount of $100,000 for a thirty-six (36) month term to begin on January 8, 2025 following Board approval; and
3) Authorize the Purchasing Agent to increase the purchase contracts on an "as needed" basis during the awarded period as long as funding is available within the requesting department's budget.
FUNDING: Road Fund.
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DISCUSSION / BACKGROUND
At the request of the Department of Transportation, Maintenance and Operations Division, the Procurement and Contracts Division issued an invitation to bid for the purchase of various Guide Marker "U" Channel Guide Posts, "U" Channel Sign Posts, Tube Posts, and Tube Post Anchors. The material is utilized to complete sign and marker maintenance and is critical for daily operations.
The Invitation to Bid was published on the County's eProcurement system, PlanetBids. Forty vendor notification emails were sent to vendors registered on PlanetBids under the commodity. No local vendors were on the list. Two qualified responses were received, one electronically through PlanetBids and one bid was received by mail. Vulcan Signs of Foley, AL came in lowest for Categories I and II and Pacific Products and Services LLC of Anaheim, CA came in lowest for Category III. The award letter was posted November 18, 2024, followed by a 10-day protest period, during which no protests were received.
ALTERNATIVES
The Board could choose not to award the bid, but the material is utilized to complete sign and marker maintenance and is critical for Department of Transportation operations.
PRIOR BOARD ACTION
N/A
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Department of Transportation
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
Funding is available in the Department of Transportation, Maintenance and Operations Divisions budget for FY 2024-25 and will be included in future recommended budget requests.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
N/A
CONTACT
Rafael Martinez, Director of Transportation
Michele Weimer, Procurement and Contracts Manager/Purchasing Agent