For City Council Meeting [April 24, 2018]
TO: Honorable Mayor and City Council
APPROVAL: Robb R. Steel, Interim City Administrator
FROM: Mark P. Kling, Interim Chief of Police
Title
Request City Council to Approve the Purchase of a Changeable Message Sign Trailer with Myers and Sons Hi-Way Safety, Inc. in the Amount of $17,911.88.
Body
BACKGROUND:
On September 12, 2017, City Council approved the FY 2017-2018 California Office of Traffic Safety (OTS) Selected Traffic Enforcement Grant Program (STEP), in the amount of $215,000. Included in this OTS grant is an awarded amount for “Equipment” not to exceed $18,000 for the purchase of a Changeable Message Sign Trailer.
ANALYSIS/DISCUSSION:
Funds provided by the aforementioned OTS grant will be utilized to purchase the message sign trailer to meet the grant reporting requirements. This message sign trailer will be used as an informative medium to alert drivers that they are entering a DUI/CDL checkpoint. It will also be set up around the City to announce City safety events, special enforcement operations, and speed/pedestrian/traffic safety messages.
Piggybacking Purchasing
On January 5, 2018, following their City's Procurement Policy, the City of Escondido approved the purchase of a Changeable Message Sign Trailer (item #103315) from Myers and Sons Hi-Way Safety Inc. with the unit price of $13,778.55. With added options and sales tax, the total price was $16,785.89. Attached to this staff report as Attachment A are the quotes received by the City of Escondido.
On February 19, 2018, Myers and Sons Hi-Way Safety Inc. issued a quote to the City of Rialto to purchase the exact same sign trailer (item #103315) for the same unit price of $13,778.55. With the minimal change to Escondido’s options and added sales tax, the total quoted price for the City of Rialto is $17,911.88 (a copy of the sales quotation is included as Attachment B).
The City of Rialto Municipal Code Section 2.48.210 General - Cooperative Purchasing Agreements (Piggybacking) states:
“Where advantageous for the City, the Purchasing Manager is authorized to purchase supplies, materials, equipment and contractual services through legal contracts of other governmental jurisdictions or public agencies without further contracting, solicitation, or formal bidding, provided such practice otherwise complies with state law. This practice
is commonly referred to as “piggybacking.” Utilization of cooperative purchasing agreements must include:
a) Minimal change in specifications from original bid.
b) Copy of the request for bids and all bids received for the subject item(s) by the originating agency.
c) Authorization from the originating agency to use the bid.
d) Authorization and agreement from the vendor to supply the supplies, materials, equipment or services in accordance with the terms of the bid.
e) Utilization of CMAS, GSA, or “County established contracts.”
ENVIRONMENTAL IMPACT:
The proposed action is not a “Project” as defined by the California Environmental Quality Act (CEQA). Pursuant to Section 15378(a), a “Project” means the whole of an action, which has a potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment. According to Section 15378(b), a Project does not include: (5) Organizational or administrative activities of governments that will not result in direct or indirect physical changes in the environment.
GENERAL PLAN CONSISTENCY:
The City of Rialto has outlined key goals and objects relating to public safety. The purchase of this equipment is consistent with meeting these objectives.
Goal 5-8: Provide effective and comprehensive policing services that meet the safety needs of Rialto.
LEGAL REVIEW:
The City Attorney has reviewed and approved the staff report.
FINANCIAL IMPACT:
Operating Budget Impact
Funding in the amount of $17,911.88 is available in Office of Traffic Safety Grant Account No. 221-500-6975-3030 for this purchase. Per Rialto Municipal Code Section: 2.48.145 a vendor disclosure form is attached.
Capital Improvement Budget Impact
No immediate impact to current capital improvement budget.
Licensing
The Rialto Police Department will pick up the Changeable Message Sign Trailer from Myers and Sons Hi-Way Safety, Inc., located in the City of Chino, California. A business license is not needed from this vendor because the purchase and exchange of goods will be performed outside the City of Rialto.
RECOMMENDATION:
Staff recommends that the City Council approve the purchase of a Changeable Message Sign Trailer from Myers and Sons Hi-Way Safety, Inc. in the amount of $17,911.88.