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Home My WebLink AboutJAM SERVICES - 2007-05-21Council/Agency Meeting Held: Deferred/Continued to: )&Appro ed ❑ Conditionally Approved ❑ Denied itC r 's S natur Council Meeting Date: 5/21/2007 Department ID Number: PW 07-018 CITY OF HUNTINGTON BEACH REQUEST FOR CITY COUNCIL ACTION SUBMITTED TO: HONORABLE �OPE MAYOR AND CIT COUNCIL MEMBERS SUBMITTED BY: PEN LBRE� CITY ADMINIST TOR PREPARED BY: ROBERT F. BEARDSLEY, PE, IR O OF PUBLIC W KS SUBJECT: Approve Sole Source Purchase of LED Traffic Signal Lamps Statement of Issue, Funding Source, Recommended Action, Alternative Action(s), Analysis, Environmental Status, Attachment(s) Statement of Issue: Administrative Regulation 229 requires City Council approval for all sole source procurements over $50,000. The Transportation Division is requesting approval of sole source procurement for purchase of Light -Emitting -Diode (LED) traffic signal lamps that will ensure compatibility with existing equipment. Funding Source: Funding in the amount of $71,275 is available in Public Works Equipment Replacement, Traffic Equipment 10040214.84400 ($50,000) and Gas Tax Engineering, Traffic Signal Maintenance 20785201.64670 ($21,275). Recommended Action: Motion to: Approve Sole Source Procurement from Jam Services for the purchase of LED traffic signal lamps. Alternative Action(s): Do not approve the sole source procurement and instruct staff on how to proceed. This action may result in a more costly traffic signal maintenance program. REQUEST FOR CITY COUNCIL ACTION MEETING DATE: 5/21/2007 DEPARTMENT ID NUMBER: PW 07-018 Analysis: In 2001, a grant from the Public Utilities Commission (PUC) and Southern California Edison (SCE) allowed the City to replace incandescent traffic signal lamps with LED modules. The program resulted in a reduction from 135 watt to about 10 watts from each signal indication. This results in energy savings was about 2,920,000-kilowatt hours. At the 2001 rate, cost savings was estimated at $200,000 annually. The LED modules have a five-year warranty and a useful life of eight years. A regular replacement program is necessary. The General Electric (GE) LED is the city standard. This product is compatible with existing part supplies used on the signals. Jam Services is the exclusive distributor in California for General Electric LED traffic signal modules, such as those currently installed. The product has provided excellent performance. Jam Services provides high quality service support. Strategic Plan Goal: C-1 Improve transportation through a variety of means; 1-2 Improve energy efficiency of City equipment. Public Works Commission Action: Not Required. Environmental Status: Not Applicable. Attachment(s): -2- 5/8/2007 4:25 PM ATTACHMENT #1 I I N GTp- O A CITY OF a v� BEACH Sole Source Justification (For use on all goods and services acquisitions.) :z This justification document consists of two (2) pages. All information must be provided and all questions must be answered. The "Required Approvals" section must include a date for each signature, as appropriate for the transaction. ,a Re 46bitifi De artmenti'Information Date: March 28, 2007 Requestor Name: George Ruff Division Manager: Robert Stachelski (Type names. Do not sign.) Department: Public Works Department Head: Robert F. Beardsley (Type names. Do not sign. Must be same as signature below.) --Deoar Con tact: Information �4a . Contact Name: George Ruff Street Address: 17371 Gothard St. Huntington Beach CA 92647 Telephone: 714-536-5530 Fax: 714-960-8812 Shipping Address: 17371 Gothard St. Huntington Beach CA 92647 Cellular phone: Requiredcontact_Informati'on f i 'F Contractor/Supplier Name: Jam Services Contractor/Supplier Address: 7650 Hawthorne Ave. Suite 2 Contractor/Supplier City/State/Zip: Livermore, CA 94550 Original Contract Amount:* Amendment Amount:* (if applicable) New Contract Amount: $71272.32 $ $ (*Includes original contract and previously ("Includes original contract and all amendments, approved amendments) 'Current amendment only) including current amendment Provide a brief description of the acquisition, including all goods and/or services the contractor willprovide: General Electric LED Traffic Signal Products ContractrT :: e� and Term: Contract Type: Contract Term: What account number will be used to purchase? Select One: ® Goods Begin: 05/01/07 Business Unit: 100402214, 20785201 ❑ Service ❑ Goods & Services End: 09/31/08 Object Code: 84400, 64670 ,3'S. `R' K� Re uirertA rovalsnx �`�4a.: D partment Head proved Cen 1 Services Manager Finance Director Deputy City Administrator [�]'A El Denied ov �'Approv El Denied ❑Approved El Denied ffenied L S re/ atD a S' nature/Date Signature/Date Signature/Date (Transactions exceeding $50,000 must be approved by council CITY OF HUNTINGTON BEACH Sole Source Justification (For use on all goods and services acquisitions.) Complete responses must be provided for all of the following items. A. THE GOOD/SERVICE REQUESTED IS RESTRICTED TO ONE SUPPLIER FOR THE REASONS STATED BELOW: 1. Why is the acquisition restricted to this goods/services/supplier? (Explain why the acquisition cannot be competitively bid.) Jam Services is the exclusive distributor for California for General Electric LED Traffic Signal Modules, which are consistent with those currently in use in the City. 2. Provide the background of events leading to this acquisition. Parts are needed for the Equipment Replacement Capital Outlay Request to replace 20% of Traffic Signal LED indications over five years. There was also a recall for LED Pedestrian Signal that required replacements. 3. Describe the uniqueness of the acquisition (why was the good/service/supplier chosen?). Supplier's product has proven to be of good quality and purchase support has been excellent. 4. What are the consequences of not purchasing the goods/services or contracting with the proposed supplier? Installing different components would result in incompatibility with existing part supplies stocked by the City. Other products have not been tested to ensure long-term durability 5. What market research was conducted to substantiate no competition, including evaluation of other items considered? (Provide a narrative of your efforts to identify other similar or appropriate goods/services, including a summary of how the department concluded that such alternatives are either inappropriate or unavailable. The names and addresses of suppliers contacted and the reasons for not considering them must be included OR an explanation of why the survey or effort to identify other goods/services was not performed.) Jam Services is the exclusive distributor for California. No other manufacture can provide the quality of these components. B. PRICE ANALYSIS 1. How was the price offered determined to be fair and reasonable? (Explain what the basis was for comparison and include cost analyses as applicable.) The price was compared to a bid that was done by the County of Alameda, which was awarded on 11/19/04 to Jam Services. 2. Describe any cost savings realized or costs avoided by acquiring the goods/services from this supplier. The General Electric LED Signal Modules have performed excellent. Comparable products have not demonstrated a decreased failure rate or extended life. Remit completed form to: City of Huntington Beach - Central Services Division 2000 Main Street, Huntington Beach, CA 92648-2702 RCA ROUTING SHEET INITIATING DEPARTMENT: Public Works SUBJECT: Approve Sole Source Purchase of LEDs COUNCIL MEETING DATE: May 21, 2007 RCA ATTACHMENTS STATUS` Ordinance (w/exhibits & legislative draft if applicable) Attached ❑ Not Applicable Resolution (w/exhibits & legislative draft if applicable) Attached ❑ Not Applicable .. Tract Map, Location Map and/or other Exhibits Attached ❑ Not Applicable Contract/Agreement (w/exhibits if applicable) Attached ❑ (Signed in full by the City Attorney) Not Applicable Subleases, Third Party Agreements, etc. Attached ❑ (Approved as to form by City Attorney) Not Applicable Certificates of Insurance (Approved by the City Attorney) Attached ❑ Not Applicable Fiscal Impact Statement (Unbudgeted, over $5,000) Attached ❑ Not Applicable Bonds (If applicable) Attached El Not Applicable Staff Report (If applicable) Attached ❑ Not Applicable Commission, Board or Committee Report (If applicable) Attached ❑ Not Applicable Findings/Conditions for Approval and/or Denial Attached ❑ Not Applicable RCA Author: R. Stachelski/L. Daily