| | | | | | | | Agenda Item - 4.a.
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 open purchase orders to Econolite Control Products and JTB Supply Company, Inc. traffic control products for Fiscal Year 16-17. (Cost: not to exceed a total of $130,000) (Action Item) | Date: | 10/11/2016 |
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| | | | | | | | OBJECTIVE
For City Council to authorize a $55,000 open purchase order with Econolite Control Products (Econolite); and a $75,000 open purchase order with JTB Supply Company, Inc. (JTB Supply) for the purchase of traffic control products. |
| | | | | | | | BACKGROUND
Current purchasing policy requires competitive bidding for supply and equipment purchases exceeding $1,999. Moreover, “open” 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 open purchase orders with these suppliers. Additionally, only two traffic signal electricians maintain all 137 traffic signals and 600 city-owned street lights, therefore, streamlining the purchasing process will enable staff to conduct operations more timely and efficiently. |
| | | | | | | | DISCUSSION
Econolite controllers exclusively support the City’s traffic signal system. These devices are located at each signalized intersection and are housed in an aboveground 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. No other systems can be used in conjunction with the City’s traffic signal system.
JTB Supply provides traffic signal hardware from seventeen (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. |
| | | | | | | | FINANCIAL IMPACT
There is no impact to the General Fund. The cost for the purchase orders is fully covered in the Fiscal Year 2016-17 Traffic Signal Maintenance Budget in an amount not to exceed a total of $130,000. |
| | | | | | | | RECOMMENDATION
It is recommended that the City Council:
- Authorize the Finance Director to issue a Purchase Order to Econolite Control Products, in the amount not to exceed $55,000, 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 $75,000, to purchase traffic control products.
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