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HomeMy WebLinkAboutPier Utility Trench Covers - Armorcast Products - Sole Sourc Council/Agency Meeting Held: / Deferred/Continued to: ja ApprXerj ❑ Conditionally Approved ❑ Denied �. y Cle 's Sign ure Council Meeting Date: February 7, 2011 Department ID Number: CS-11-001 CITY OF HUNTINGTON BEACH REQUEST FOR CITY COUNCIL ACTION SUBMITTED TO: Honorable Mayor and City Council Members SUBMITTED BY: Fred A. Wilson, City Manager PREPARED BY: Paul Emery, Deputy City Administrator SUBJECT: Approve Sole Source Procurement for Pier Utility Trench Covers from Armorcast Products in the amount of$157,959.38 Statement of Issue: Administrative Regulation No. 229 requires City Council Approval for all sole source procurements over $50,000. The Community Services Department is requesting approval of sole source procurement for the purchase and installation of new utility trench covers for the Municipal Pier. Financial Impact: Funds are part of the Fiscal Year 2011/2012 budget in non departmental, Public Works Utilities Fund. Account number— 51185201.83700 ($157,959.38) for purchase and installation of 350 utility trench covers. Recommended Action: Motion to: Approve sole source procurement from Armorcast Products for purchase of 350 utility trench covers on the Municipal Pier at a cost of $157,959.38. Alternative Action(s): Do not approve the sole source procurement for the purchase of the Municipal Pier utility trench covers, and direct staff how to proceed. HB -83- Item 6. - 1 ATTACHMENT #3 Item 6. - 10 Ha .az e m » d "r e. „aa,'�' �s � a� �v�� -•Y' per, �ee�'�� � �. '".a^ 5¢ ° ° x �',;�e� z ^a?„vN.a"' •.;�, _ r �r ,,Lc �'� - �,F., ,�z� .a�^">v' t'�'^;#t ys" _: D ex7 ,�' -- '' �A:: r b �:•��m4:`sN`,x;' � �,a. �;Kv"� „�? `vv Y,„ �fir,^ �� "°�,r„�' sa�� .� ��� r �,. �"''� ,• ,r � � � F a ` &N „ i ,r z � v�-' cw� ��� ,» i lii, vim �,� h• e� ."�"r', �� t ��/� �„ � f, �. 's ,ram. �"� a <.��. �� y���;'� ,,;•.ieyN �'' �! �r:� e O !�r � "��''i �� ��`� � y,,y =Or r3r.K fur""'fi; iY��. r'.r"�, e, __y,^Q �:• REQUEST FOR COUNCIL ACTION MEETING DATE: 2/7/2011 DEPARTMENT ID NUMBER: CS-11-001 Analysis: In March of 2009, Beach Operations staff contacted several vendors to provide an alternative to the current utility trench covers in use on the pier. The current vendor was unwilling to work with staff to come up with a solution for a delaminating issue the current covers were experiencing. Vendors were asked to provide a cover for testing in various locations on the pier. Armorcast was the only vendor to respond to the request. In April 2009 Armorcast provided a cover for testing. This cover has proven to be a superior design and is approximately one third the cost of the previous vendors covers. Photos are attached showing the existing delaminated trench cover as well as a photo of the new trench cover supplied by Amorcast. Environmental Status: N/A Strategic Plan Goal: Replacement of these covers supports Strategic Plan goals of maintaining and enhancing public safety. Attachment(s): P, FSole Source Justification/Pier Trench Covers 2. Photo—existing delaminated trench cover 3. 1 Photo—new trench cover plate Item 6. - 2 I-IB - 4- ATTACHMENT # 1 ha -85- Item 6. - 3 : CITY OF HUNTIN T N BEACH w Sale-Source Justification ` (For use on ail goods and services acquisitions) 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. Requesting Department information Date: December 16,2010 Requestor Name: Scott A Smith Division Manager: (Type names. Do not sign.) Department: Community Services Department head: Jim Engle names. Do not s" n. Must be same as si nature below.) Department Contact information Contact Name: Scott A Smith Street Address: 8669 Edison Ave Huntington beach,Ca Tel hone: 714 536 5287 92646 Fax; 714 374 9580 Shipping Address: 8669 Edison Ave Huntington Beach, Cellular hone. 714 2921661 Ca 92646 Required Contact Information- Contractor/Supplier Name: Armorcast Products Company ContractortSupplier Address: 13230 Saticoy street ContractorlSu tier C' IStatelZi : North Ho llywood,Ca 91605 Original Contract Amount:* Amendment Amount:* (if applicable) New Contract Amount:* $157,959.38 $ $ (*Includes original contract and previously ("Includes original contract and all amendments, approved amendments) ("Current amendment onl including current amendment Provide a-brief description of the ac iisition;including all goods and/or services the contractor willprovide: Replacement Municipal Pier utilities trench covers Contract T . and Term Contract Type: Contract Term: What account number will be used to purchase? Select One: ® Goods Begin: Business Unit: 51185201 ❑ Service ❑ Goods&Services End: Object Code: 83700 Require Approvals Department Head Fiscal Services Manager Director of Finance u� Ad inistrator p oved [] d ApprovedDe ❑ paoved�� ❑ 3enied �APpgve Q-Denied F Signature } Signatui4ef } Signature J/t)Sign re ate Date Date Date (Transactions exceeding.;50,000 must be approved b City Council Item 6. - 4 HB -8 - CITY OF HUNTINGTON M Sole Source Justification ' (For use on all goods and services acquisitions.) Complete responses must be provided for all of the following Item. A.' TIME GOODISERNICE REQUESTED IS RESTRICTED TO ONE SOPPUER FOR THE REASONS STATED BELOW: 1. Why is the acquisition restricted to this goodslserviceslsupplie (Explain why the acquisition cannot be competitively bid.) Staff research did not produce a vendor milling to produce these custom sized covers at a reasonable cost.The previous vendors product-is not comparable to Armorcast and does not have the longevity that the Armorcast product has shown in testing on the pier. 2. Provide the background of events leading to this acquisition. The utility trench covers on themunicipal pier are in disrepair and are a hazard to public safety.Their piece design does not stand up to the heavy truck delivery truck traffic In this location. Beach Operations staff had been repairing or replacing the covers on an as needed basis,unable to keep,up with the failure rate of the existing covers City staff attempted to work with the current vendor to find,a solution to the .delamination issue wewere experiencing with the current two piece covers.Fibergrate was unwilling to resolve the issue and further refused to alter covers that had been received In the incorrect dimensions. Staff then began research into different manufacturers.Two additional manufacturers were found Comcore and Armorcast.Armorcast was the only company contacted that was willing to work with staff' to develop an effective solution to the problems unique to the pier. 3. Describe the uniqueness of the acquisition (why was the good/service/supplier chosen?). Armorcast was choosen due to their prior relationship with the City and upon a recommendation from the building department.They are a local company that was willing to mate a custom dimensions trench cover for the pier.They were also willing to provide a cover for extensive testing on the pier at.no charge or obligation to the City. Armorcast provided a test-cover to the City for testing to the City in April of 2009,this cover has performed extremely well in a variety of locations on the pier.Again Armorcast writhe only company willing to work with staff to solve an ongoing problem,a suitable replacement for the;pier trench covers that would last longer,.hold up to the heavy traffic and be reasonably priced. 4. What are the consequences of not purchasing the goods/services or contracting with the proposed supplier? In order to provide the same kind of product reliability assurance that the Armorcast product has proven, any competetive bidder would need to provide the same amount of testing or data on their product.This type of testing would further delay the replacement of these covers and compromise,public safety.Staff was unable to find such a vendor when the research was completed,in early 2009. 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 and3he reasons for not considering them must be included OR an explanation of why the surveyor effort to identify other goods/services was not performed-) Direct side by side comparisons were made between the current product in use on the pier and Armorcasts product_Armorcasts product has proven superior. Three vendors were contacted about making custom covers in use on the pier. H - - Item 6. - 5 1) Fibergrate composites 5151 Beltline Rd 9700 Dallas,Tx 75254=7028 Current supplier-unwilling to work with staff to find a solution to the unique problems present on the pier. price was not comparable with other vendors. The price from Fibergrate is roughly $1350 per cover. 2) Comcore 780 West Granada Blvd Ormond Beach,Fla 32174 Comcore's product was lighllhan all other products however the vendor was;unwilling to provide a cover for testing on the pier and price was not comparable to the cho4sen vendor. 3)Armorcast products 13230 Saticoy street North Hollywood,Ca 91606 Vendor was known to the City of Huntington Beach.Vendor was grilling to work with stafl';to find a solution to our problem and provide product to the city for testing. B. PRICE,Ia NALYSIS 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,) Armorcasts product is approximately one third the cost.of the product previously used on the pier.The composite fiberglass covers currently in use are$1200.00 each plus tax and delivery totaling roughly $1350 per cover.Comcore quoted pricing between$900.00 and$1000.00;depending on the product composition,phis tax and shipping.Comcore total pricing was roughly$1050.00`and$1260.00. Armorcasts cover will cost$415.00 each plus tax since they are a local company Armorcast has agreed to deliver the covers for free. Comcore cost includes delivery & installation 2. Describe any cost savings realized or costs avoided by acquiring the goodsiservices from this supplier. The cost savings realized from using this product will be over$298,000 This amount was derived by the following; 315 items x $415 Armorcast Remit comp a trmnia: x $12Sf1m pre. t}�e ifference between the two pierty oc#Huntingtoneac�—Purchasing Division 2000 Main Street,Huntington Beach,CA 92648-2702 Item 6. - 6 HB -8 - t Of t ARMORCAST`N'R.OD'UCTS COMPANY nay 10/07/16 13230 Saticoy Street, North Hottywood,CA 91605 Phone: (818)982-36GO fax: (818)982-7742 AR emaN:info@amwrcastprod.com www.armorcastprod.com QU O 't N c�+i Na.: 1010-047 'QUOTE©TO: SHIP TO: C4._0f-Huntin2ton Beach Huntington Beach,Ca Attu: Scott Smith EMAIL: TELEPHONE: JOB NAME. HB Pier hovers FAX: BID DATE: QUOTE REQUESTED BY I?F�9 UA 17#TY Al I ORCAST PART It s` V PRODUCT DESCRIPfi0N _ LOACX G4vER LOGO Bi3t TS U IT PRfCE EXTENSi(3N,` 2 350 IfEb Heavy Duty Cover-HuntingtonBeach"Pier Trench, $415M. $145,250,00 Sales Tax(8:75%) 1 12,71W38 Quotation Na#es avo& ort'airam" Ifa/y10rao aaPs. -Quote Plumber Must Be Marked On Order To,Receive Price 'Cu/rent.Lead-ilme:SeeAbvove ""Payf77wt Toms: Not 30 lays (Account must ae Current and Active.-Inactive overt years Subject To Credit Approvail P7sWAla)k1ng.* Price Shown is For Standard Logos Only if Not Noted Above ""Frsigkt Terms: Prepaid and Allowed For rota/Quantity To Destination Above Additional Comrnents: 1. Speci/ afions/Orax��ifg Provided No Alp arovedS1gned Q1VW17g R.9qu11,9d WO Order. No 3. Cu5fawPro?fv&NO7-Ca1709IgbleAndNonRg&tm"t?IIOr7ered' yeS Thank you for your interest in Armorcast Products lssued,`8y: PHB Sates Rep: DATA CC: 0 Approved:By: PHB Above pricing does not include unloading equipment or"setting". Tax;if applicable-is also not included. Pricing is based on above written description and is subject to change upon receipt of project specifications. Please confirm customer specifications at time of order. HB -89- Item 6. - 7 ATTACHMENT #2 Item 6. - 8 Nesa- 3 z ti HB - Item 6. - 9