DATE: March 26, 2025
TO: Honorable Mayor and City Councilmembers
FROM: Development Services Department
TITLE: PURCHASE ORDER FOR THE PROCUREMENT OF EQUIPMENT FOR THE RANCHO DEL ORO ROAD/MESA DRIVE TRAFFIC SIGNAL PROJECT
RECOMMENDATION
title
Staff recommends that the City Council approve a purchase order to California Electric Supply (CES), in the amount of $128,412, for traffic signal poles for the Rancho Del Oro Road/Mesa Drive Traffic Signal Project; authorize the procurement as sole-source; and authorize the Financial Services Director, or designee, to execute the purchase order.
body
BACKGROUND AND ANALYSIS
The proposed Rancho Del Oro Road/Mesa Drive Traffic Signal Project (“Project”) consists of traffic improvements at the signalized intersection, including replacement of traffic poles and signals, and the installation or construction of new traffic equipment, ADA ramps, and a grind and asphalt overlay on the existing paved surface. As a Capital Improvement Program (CIP) project with funding from the Thoroughfare/Signals Program, the proposed Project would refurbish existing aging traffic equipment and traffic signal poles. This signalized intersection is currently being powered by overhead electrical lines due to failing existing underground rigid conduit.
Per the City’s Traffic Signal and Street Light Design Guidelines, new traffic signals and street lights installed along the Rancho Del Oro Road corridor shall have a galvanized gray appearance. As such, the proposed Project would replace the existing brown traffic poles with those meeting today’s standards.
The new traffic signal poles required for the Project would take approximately 22 to 24 weeks to fabricate and deliver to the City. However, before a contractor is able to order project materials and equipment, it typically takes six weeks to process a construction contract, review and approve project submittals, and issue a Notice to Proceed. As such, staff is requesting City Council approval of a purchase order to procure material in advance and specify equipment as “City-Furnished Equipment” in the contract. Doing so would result in an estimated six-week time savings in the project schedule.
Per the City’s procurement policy: “…Goods and services that can be obtained from only one vendor or one known source as the results of standardization, unique performance capabilities, manufacturing processes, compatibility requirement or market conditions are exempt from competitive bidding but may negotiate competitive pricing. These sole source purchases may include propriety items sold directly from the manufacturer, items that have only one distributor authorized to sell in this area, or a certain product has been proven to be the only product acceptable.” CES is the only vendor that has proven to meet City guidelines for providing these specialized traffic signal poles, thereby meeting City requirements to procure the purchase as a sole-source item.
Staff anticipates submitting a separate request for City Council approval of the proposed Project’s construction contract later this spring.
FISCAL IMPACT
The cost for the traffic poles is $128,412 and will be charged to the Traffic Signal RDO/Mesa account 903185523562.5703.10100. This account has an available balance of $746,970; therefore, sufficient funds are available.
|
Account Number |
Amount |
Available Balance |
|
Traffic Signal RDO/Mesa 903185523562.5703.10700 |
$128,412 |
$746,970 |
COMMISSION OR COMMITTEE REPORT
Does not apply.
CITY ATTORNEY’S ANALYSIS
Purchases must comply with City Code Chapter 28A.
end
Prepared by: Luis Cardenas, Associate Engineer
Reviewed by: Darlene Nicandro, Development Services Director
Submitted by: Jonathan Borrego, City Manager
ATTACHMENTS:
1. Staff Report
2. CES Quote