| | | | | | | | Agenda Item - 4.d.
City of Garden Grove
INTER-DEPARTMENT MEMORANDUM
| To: | Scott C. Stiles
| From: | William E. Murray
| | Dept.: | City Manager
| Dept.: | Public Works
| | Subject: | Authorize the issuance of purchase orders with Econolite Control Products and JTB Supply Company Inc., for Fiscal Year 2022-23 Traffic Control Operations. (Cost: $75,000 Econolite; $125,000 JTB Supply Company) (Action Item) | Date: | 8/9/2022 |
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| | | | | | | | OBJECTIVE
For City Council to authorize issuance of purchase orders with Econolite Control Products (Econolite) and JTB Supply Company, Inc. (JTB Supply) for the purchase of traffic control products. |
| | | | | | | | BACKGROUND
Current purchasing policy requires informal quotes or competitive bidding for supply and equipment purchases exceeding $5,000. Blanket purchase orders are used for various categories of items, such as hardware, electrical supplies and minor equipment, when the required individual items or quantities cannot be determined in advance.
Due to the nature of traffic control day-to-day operations, specifically staff’s obligation to respond rapidly to traffic signal outages, pole knockdowns, etc., Traffic Engineering is requesting purchase orders with JTB Supply and Econolite. |
| | | | | | | | DISCUSSION
Econolite controllers exclusively support the City’s traffic signal system. These devices are located at each signalized intersection and are housed in an above ground cabinet. The controllers ensure proper timing and coordination of all red, green, and yellow signal phases as well as pedestrian movements. Econolite controllers have proven reliable and have kept traffic flowing safely and efficiently throughout the City.
JTB Supply provides traffic signal hardware from 17 manufacturers, offering competitive pricing for most of their products. JTB Supply provides rapid turnarounds on our most urgent requests and their nearby distribution center in the City of Orange allows our traffic signal electricians to pick up any emergency orders almost immediately.
Pursuant to Garden Grove Municipal Code 2.50.060(G), the Public Works Department requests that the City Council determine it to be in the best interest of the City to forego the bidding process and issue purchase orders with Econolite and JTB Supply to maintain equipment consistency. |
| | | | | | | | FINANCIAL IMPACT
The Public Works Fiscal Year 2022-23 Engineering budget will cover all purchase order costs. There will be no additional impact to the General Fund. |
| | | | | | | | RECOMMENDATION
It is recommended that the City Council:
- Authorize the request to dispensing with bidding in the best interest of the City pursuant to Garden Grove Municipal Code 2.50.060 (G);
- Authorize the Finance Director to issue a purchase order to Econolite Control Products in the amount not-to-exceed $75,000 to purchase Econolite controllers; and
- Authorize the Finance Director to issue a purchase order to JTB Supply Company, Inc., in the amount not-to-exceed $125,000 to purchase traffic control products.
By: Trevor Smouse, Sr. Administrative Analyst
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