REPORT TO THE CITY COUNCIL
December 8, 2016
FROM: BRIAN MARSHALL, Director
Department of Transportation
BY: JIM SCHAAD, Assistant Director
Department of Transportation
SUBJECT
Title
Award a requirements contract to Brasco International, Inc. of Madison Heights, Minnesota, for $1,356,957.52 for transit shelters and associated passenger amenities - Bid File No. 9383
Body
RECOMMENDATION
Staff recommends Council award a five-year requirements contract, with provisions for two one-year extensions, in the amount of $1,356,957.52, to Brasco International, Inc. of Madison Heights, Minnesota to manufacture and deliver transit shelters with associated passenger amenities.
EXECUTIVE SUMMARY
The Department of Transportation (FAX) is seeking to establish a requirements contract for transit shelters and associated amenities for installation at its bus stops throughout the city and county of Fresno. The transit shelters and associated amenities will initially be deployed on Shaw and Cedar Avenues to support FAX’s high frequency service (FAX 15) starting early 2017. Additionally, the requirements contract will allow FAX to replace and upgrade existing aging amenities for the next five years, with provisions for two one-year extensions, as funding allows. This project will contribute to the overall efforts by FAX to improve service. Staff recommends Council award a five-year requirements contract, with provisions for two one-year extensions, in the amount of $1,356,957.52, to Brasco International, Inc. of Madison Heights, Minnesota, to manufacture and deliver transit shelters with associated passenger amenities. Award is based upon predetermined estimated bid quantities for orders within the first year.
BACKGROUND
FAX is planning to initiate high-frequency service along the Shaw and Cedar corridors in early 2017 branded FAX 15. Service will be enhanced on Shaw Avenue between Brawley and Cedar Avenues and on Cedar Avenue between Shaw and Butler Avenues. In addition to enhancing frequencies along these two corridors, FAX seeks to add modernized passenger amenities servicing and intersecting bus routes 9 and 38 along Cedar and Shaw Avenues. Planned passenger amenities may include new bus shelters, security lighting, benches, and trash cans.
With the intention of differentiating the FAX 15 passenger amenities from the rest of the system, FAX is seeking a requirements contract for two different types of transit shelters and associated amenities. One type shall be used for high-frequency service; the second type shall be used to expand and replace existing amenities at bus stops throughout the city and county of Fresno. Both transit shelter types are modernized and allow for security lighting, map displays, and advertising displays to be incorporated, if desired, into the shelter structure.
Many of FAX’s existing passenger amenities are approaching the end of their useful life and will require replacement in the near future. The requirements contract will allow FAX to replace and upgrade aging amenities for the next five years, with provisions for two one-year extensions, as funding allows.
The requirements contract is based upon predetermined estimated bid quantities to purchase amenities for the bus stops for FAX 15 and the intersecting standard bus routes. Final initial quantities are tied to engineered drawings for the associated sidewalk improvements on Shaw and Cedar Avenues awarded by Council on July 28, 2016. The maximum total units allowed to be purchased under the requirements contract are 358 transit shelters; 1,723 benches; and 545 waste receptacles.
A Notice Inviting Bids was published on September 9, 2016, posted on the City’s website, and faxed to six building exchanges. The specifications were distributed to thirty-two (32) prospective bidders. Two sealed bid proposals were received and opened in a public on October 4, 2016. Bids ranged from $1,356,957.52 to $1,495,350.24. Brasco International, Inc. of Madison Heights, Minnesota, submitted a base bid in the amount of $1,356,957.52 and was determined to be the lowest responsive and responsible bidder. The award is based upon predetermined estimated bid quantities for orders within the first year. The bids will expire on January 2, 2017. The City Attorney has reviewed the contract and approved it as to form.
Council may reject all bids. However, if all bids are rejected, the project will be rebid resulting in a delay of approximately 120 days.
ENVIRONMENTAL FINDINGS
By the definition provided in the California Environmental Quality Act Guidelines Section 15378, the award of this contract does not qualify as a “project” for the purposes of the California Environmental Quality Act.
LOCAL PREFERENCE
Local preference was not implemented based on the conditions of federal funding.
FISCAL IMPACT
FAX will utilize a combination of federal and state funds identified for passenger amenities for this purchase. No general funds dollars shall be used.
Attachment: Bid Evaluation