REPORT TO THE CITY COUNCIL
FROM: GREGORY A. BARFIELD, Assistant City Manager / Interim Director
Department of Transportation
BY: ORIE J. RUBALCAVA, Senior Management Analyst
Department of Transportation
SUBJECT
Title
Award a two-year Requirements Contract, with options for three one-year extensions, for the purchase of Solar Real Time Digital Displays to Way Sine LLC (Bid File 9663).
Body
RECOMMENDATION
Staff recommends Council award a two-year Requirements Contract, with options for three one-year extensions, for the purchase of Solar Real Time Digital Displays to Way Sine LLC (Bid File 9663).
EXECUTIVE SUMMARY
The Department of Transportation/Fresno Area Express (FAX) owns and operates 1,481 bus stops outfitted with varying degrees of amenities. The majority of these locations have limited access to the electrical power or the communication cables required to power and operate modern amenities such as digital displays. Solar powered digital displays equipped with cellular radios provide a means to easily deploy and install display signs at any location. These displays will allow FAX to inform its ridership of route information, arrival time, departure time, city announcements, and emergency announcements.
This project was previously bid and on April 21, 2022 (ID 22-502) was rejected by Council as non-responsive. The signs are designated as a technology amenity along for the Shaw and Cedar project where solar works best. The project will install 32 signs in tow phases based on completion of each stop.
The city received one bid in response to the solicitation. After review of the bid proposals, staff concluded that the proposed products from Way Sine LLC does meet the specifications of the solicitation.
BACKGROUND
FAX owns and operates 1,481 bus stops outfitted with varying degrees of amenities. The majority of these locations have limited access to the electrical power or the communication cables required to power and operate modern amenities such as digital displays. Solar powered digital displays equipped with cellular radios provide a means to easily deploy and install display signs at any location.
The solar real-time digital displays provide an effective means for FAX to inform its ridership of route information, arrival times, departure times, city announcements, and emergency announcements. This is accomplished through cellular transmission of real-time feeds from Google’s Application Program Interface.
The Requirements Contract includes two types of digital displays, the first is a LED display with a maximum of 24 characters at a given time. The second is grayscale E-paper display with illumination light for nighttime use. The E-paper displays are capable of customized images and text. All real-time digital displays must comply with Americans with Disabilities Act as described in Title 24 California Building Code requirements, including but not limited to 11B-216.13 and 11B-703.
The first Notice Inviting Bids was published in the Fresno Business Journal on December 6, 2021, posted on the City’s website, MassTransit.org, and faxed to 6 building exchanges. The specifications were distributed to 33 prospective bidders. Two sealed bid proposals were received and opened in a public bid opening on January 11, 2022. Staff reviewed the product data sheets provided by the bidders and determined the proposed products did not meet the specifications and council rejected all bids on April 21, 2022 as non-responsive.
The signs are designated as a technology amenity along for the Shaw and Cedar project where solar works best. The project will install 32 signs in tow phases based on completion of each stop.
FAX reviewed the specifications and adjusted increase the likelihood of competition and award. The Notice Inviting Bids was rebid on Planet Bids on July 13, 2022 and posted in the Fresno Business Journal. The specifications were distributed to 4 building exchanges and 29 prospective bidders. One sealed bid was received and opened in a public bid opening on August 9, 2022. Staff reviewed the product data sheet provided by the bidder and determined that the product met the specifications listed in the solicitation. Additionally, staff conducted a single bid analysis by contacting prospective bidders to determine if the language of the solicitation restricted prospective bidders from participating. The results of the analysis determined that language of the solicitation did not restrict competition. In accordance with City of Fresno Administrative Order (AO) 8-21, FAX submitted the product data sheets and the vendor’s security protocol standards to the Information Services Department (ISD) for approval. ISD reviewed the supporting documentation and determined that the products meet the requirements of AO 8-21 and has approved them for purchase.
The City Attorney has reviewed the Agreement and approved it to form.
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”; therefore, it is exempt from the California Environmental Quality Act requirements.
LOCAL PREFERENCE
Local preference was not implemented because of the combination of state and federal funds.
FISCAL IMPACT
This project was included in the FAX FY23 budget. The display purchase will be funded with state grant dollars, through the Low Carbon Transit Operations Program (LCTOP). There is no local funding match required for these state funds. This purchase will not impact the General Fund.
Attachment:
Bid Evaluation
Contract
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