M&C Review


COUNCIL ACTION:  Approved on 6/28/2016 

DATE: 6/28/2016 REFERENCE NO.: **P-11894 LOG NAME: 13P16-0198 SIGN SHEETING MJR TPW
CODE: P TYPE: CONSENT PUBLIC HEARING: NO
SUBJECT:   Authorize Purchase Agreement with 3M Company for a Total Amount Up to $100,000.00 for the First Year for Sign Sheeting Material for the Transportation and Public Works Department (ALL COUNCIL DISTRICTS)

RECOMMENDATION:

It is recommended that the City Council authorize a Purchase Agreement with 3M Company for a total amount up to $100,000.00 for the first year for sign sheeting material for the Transportation and Public Works Department.

 
DISCUSSION:

The Transportation and Public Works (TPW) Department will use this Agreement to purchase sign sheeting and related materials that will be used to fabricate street name and traffic control signs for various locations throughout the City.  

The Invitation to Bid (ITB) consisted of detailed specifications describing sign sheeting material characteristic requirements including retroreflective element, adhesive liner, and colors.  The TPW Department certifies that the bid received from 3M Company meets the specifications required for the items that are being awarded.  No guarantees were made that a specific amount of sign sheeting material would be purchased.  Sign sheeting material will be ordered on an as needed basis.

BID ADVERTISEMENT - This bid was advertised in the Fort Worth Star-Telegram on April 20, 2016, April 27, 2016, and May 4, 2016.  Fifteen vendors were solicited through the purchasing database system; two bids were received.

BID TABULATION -  

Bidder

Total

3M Company

$50,940.00

Osburn Associates, Inc.

$63,798.00

PRICE ANALYSIS - There is an overall decrease of 29 percent in pricing compared to the previous Agreement awarded May 15, 2012 (M&C P-11382).  TPW Department staff reviewed the proposed pricing and certified that the prices offered are fair and reasonable based on the bid received.

ADMINISTRATIVE CHANGE ORDER - An administrative change order or increase may be made by the City Manager in the amount up to $25,000.00 and does not require specific City Council approval as long as sufficient funds have been appropriated.

M/WBE OFFICE - A waiver of the goal for MBE/SBE subcontracting requirements was requested by the Purchasing Division and approved by the M/WBE Office, in accordance with the BDE Ordinance, because the purchase of goods or services is from sources where subcontracting or supplier opportunities are negligible.

AGREEMENT TERMS - Upon City Council approval, this Agreement shall begin on June 29, 2016 and end on June 28, 2017.

RENEWAL OPTIONS - This Agreement may be renewed for up to four successive one-year terms at the City's option.  This action does not require specific City Council approval provided that the City Council has appropriated sufficient funds to satisfy the City's obligations during the renewal term.

 
FISCAL INFORMATION/CERTIFICATION:

The approval of this action provides purchasing authority up to $100,000.00, as specified.  The Director of Finance certifies that funds are available in the current operating budget, as appropriated, of the Transportation and Public Works General Fund and that prior to an expenditure being made, the Transportation and Public Works Department has the responsibility to validate the availability of funds.

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FROM
    Fund Department
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Account Project
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Program Activity Budget
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Submitted for City Manager's Office by:
Jay Chapa (5804)
Originating Department Head:
Aaron Bovos (8517)
Additional Information Contact:
Jack Dale (8357)
Jane Rogers (8385)

 
 
ATTACHMENTS
  16-0198 3M 1295 Form.pdf