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PW Traffic Signal Pole Procurement; 3rd Street at Hetherton StreetRAF,q�! �� a 2 yo c'rY WITH a TO: Jim Schutz City Manager FROM: SUBJECT: Bill Guerin Public Works Director PUBLIC WORKS DEPARTMENT INTERDEPARTMENTAL MEMORANDUM DATE: December 17, 2019 Traffic Signal Pole Procurement for 3rd St at Netherton St Over the past three years, the City has studied and considered improvements to the signalized intersection of 3rd St at Hetherton St. Following completion of the design and environmental clearance, Caltrans authorized the City to advertise the construction contract on December 5, 2019. Due to the high volume of traffic signal poles manufactured across the country by very few vendors, wait times between 5-6 months are common to receive the new signal poles on site. As such, staff recommends procuring traffic signal poles as quickly as possible, separate from the construction contract, to shorten the construction timeline. The poles will subsequently be furnished to the installation contractor. On Monday, December 9, 2019, staff competitively advertised a bid package requesting quotations for the traffic signal poles. The following bids were received: NAME OF BIDDER AMOUNT JAM Services, Inc. $36,990.00 AZCO Supply, Inc. $43,545.50 If you approve the purchase of the traffic signal equipment quotation from JAM Services in the amount of $36,990, please sign below and return this memorandum to me. Upon receipt, staff will issue a purchase order to procure the equipment. NA:—.C- - Ji Schut ,City Manag Date CITY OF SAN RAFAEL , 00 FIFTH AVENUE, SAN RAFAEL, CALIFORNIA 94901 CITYOFSANRAFAEL.ORG Gary O. Phillips Mayor • Andrew Cuyugan McCullough, Vice Mayor • Maribeth Bushey, Councilmember • Kate Colin, Councilmember • John Gamblin, Councilmember iq-3_ ols A RAP i 2 1iT WH P �\� 41 IT CONTRACT ROUTING FORM INSTRUCTIONS: Use this cover sheet to circulate all contracts for review and approval in the order shown below. TO BE COMPLETED BY INITIATING DEPARTMENT PROJECT MANAGER: Contracting Department: Public Works Project Manager: Hunter Young Extension: 3408 Contractor Name: JAM Services, Inc. Contractor's Contact: Dave Lebherz Contact's Email: dave@jamservicesinc.com ❑ FPPC: Check if Contractor/Consultant must file Form 700 Step RESPONSIBLE DESCRIPTION COMPLETED REVIEWER DEPARTMENT Project Manager DATE Check/Initial 1 a. Email PINS Introductory Notice to Contractor N/A N/A b. Email contract (in Word) and attachments to City Attorney c/o Laraine.Gittens@cityofsanrafael.org 1 12/10/2019 ® HY 2 City Attorney a. Review, revise, and comment on draft agreement 12/10/2019 ® HY and return to Project Manager b. Confirm insurance requirements, create Job on N/A ❑ PINS, send PINS insurance notice to contractor 3 Department Director Approval of final agreement form to send to 12/10/2019 © BG contractor 4 Project Manager Forward three (3) originals of final agreement to N/A N/A Project Manager contractor for their signature When necessary, contractor -signed agreement 5 © N/A agendized for City Council approval * *City Council approval required for Professional Services ❑ Agreements and purchases of goods and services that exceed Or $75,000; and for Public Works Contracts that exceed $175,000 Clicl Date of City Council approval PntF- PRINT CONTINUE ROUTING PROCESS WITH HARD COPY 6 Project Manager Forward signed original agreements to City Attorney with printed copy of this routing form 7 City Attorney Review and approve hard copy of signed agreement Review and approve insurance in PINS, and bonds 8 City Attorney 11-11-711 1y/1,'1/ j (for Public Works Contracts) ��/ 9 City Manager/ Mayor Agreement executed by City Council authorized City Clerk official 10 Attest signatures, retains original agreement and forwards copies to Project Manager 12 11111,