SR-102307-1BCity Council Meeting: October 23, 2007
Agenda Item: ~ ~~
To: Mayor and City Council
From: Carol Swindell, Director of Finance
Subject: Award of Bid for Plexiglas Window Guards
Recommended Action
Staff recommends that the City Council award Bid #2929 to Transit Products and
Services in the amount of $495,000 to provide Plexiglas window guards for New Flyer
and MCI Classic buses as required by the Big Blue Bus.
Executive Summary
Award of bid to Transit Products and Services for the purchase of Plexiglas window
guards for New Flyer and MCI Classic buses at specified unit prices, plus applicable
sales tax, for aone-year period with two additional one-year renewal options at the
same price, terms and conditions. The estimated expenditure for the balance of this
fiscal year is $105,000. The total estimated expenditure for the three-year term is
$495,000. Budget authority for subsequent years will be included in each annual
proposed City budget. The Plexiglas window guards provide a deterrent against graffiti
vandalism.
1
Discussion
Background
Graffiti vandalism on transit vehicle passenger windows is an ongoing problem. Staff
discovered that the use of a recyclable acrylic liner that covers the glass is a cost
efficient and effective alternative to replacing the safety glass.
The acrylic window liner is invisible to the passengers and can be easily replaced once
it has been vandalized. The liner is held in place so it is integrated into the window
frame. The vandals think they are vandalizing the window glass but in reality they are
vandalizing the acrylic liner.
Changing out the liners once they have been vandalized drastically improves the fleet
appearance. The passengers feel safe when riding in a clean graffiti free bus. With new
unmarked liners our Operations Supervisors and local Law Enforcement Officers can
easily see into the bus through an unobstructed window. Keeping the window glass
free of graffiti actually discourages repeated vandalism further reducing cost to the city.
Vendor Selection
In June 2007, the City published Notices Inviting Bids to provide Plexiglas window
guards in accordance with City specifications. Bid forms were mailed to thirteen
vendors and notices were advertised in accordance with City Charter and Municipal
Code provisions. Three bids were received and publicly opened on June 28, 2007 per
Attachment A.
2
Bids were evaluated based on competitive pricing, bid response, estimated annual
usage, and product availability. Based upon these criteria, Transit Products and
Services is recommended as the best bidder.
Budget/Financial Impact
The replacement parts are purchased in bulk and are initially recorded as inventory in
account 41.111006, "Inventory-Materials/Supplies". They will be expensed to repair
parts and materials accounts as parts are issued for use. Since Fiscal Year 2007/2008
has begun, the estimated expenditure for the remainder of the fiscal year will be
$105,000. Budget authority for subsequent years will be included in each annual
proposed City budget.
Prepared by:
Diane Howell, Purchasing Agent
Approved:
Carol Swindell
Director of Finance
Forwarded to Council:
mt Ern
Hager
Attachments: Attachment A -Pricing
3
ATTACHMENT A
~ !! BID # 2929 ~
BI
D OPENING DATE
6/28/2007 __
r I
_ TITLE; ~PROVIDE PLEXIGLAS WINDOW GUARDS FOR NEW FLYER AND MCI
I (
___ CLASSIC BUSES AS REQUIRED BY THE BIG BLUE BUS.
- ~
- -
-_
~
-
__ _. __
~-- _.__ __
Part Number
' COMPANY NAME
IDescri lion 1
Fran ~4 ,.
_ _
~ :c"_,_ 2
,_. ~aac~i~
~"~'~ ~ 3
~,`~~'Stti.,^~ e
__`'
6348462 WINDOW GUARD, SIDE BOTTOM -Unit Cost $ 14.25 $
17.18 $ 14.32
WINDOW GUARD, SIDE BOTTOM -Ext. Cost (4000)
$ __
57,000.00 _ _ _
$ ~ ~~ 68,720.00 _
$ 57,280.00
6348461 WINDOW GUARD, SIDE TOP -Unit Cost _
$ - 3.90 $ 4.80 $
4.00
-
WINDOW GUARD, SIDE TOP - Ext.Cost (2000)
$ 7,800.00
$
9,600.00 _ _ _
$ - - 8,000.00
4074-GG
-- WINDOW GUARD, SIDE, REAR L -Unit Cost
~ $ 11.05 __ ___
$
13.49 $ 11.24
_ _WINDOW GUARD, SIDE,
REA_R L -Ext. Cost (1200) $
13,260.00 _ _ _
$ ~
16,188.00 $ 13,4
88.00
4150-GG WINDOW GUARD, TRANSOM SIDE -Unit Cost _
$
4.02 _
$
~
5.11 .
$ 4.26
__ , _ WINDOW GUARD, TRANSOM SIDE -Ext. Cost (600)
_. __
$ - 2,412.00 __ _
_
$
3,066.00 $ 2,556.00
4762-GG
_.
WINDOW GUARD,SIDE WINDOW-L-Unit Cost
._ _ _ _
$
9.52 _
_.
$
--
11.76
$ 9.80
_ ._WINDOW GUARD,SIDE WINDOW-L-Ext. Cost (500)
- __
$
4,760.OD __
_
$ -
~
-
5,880.00 $ 4,900.00
TC-17226
WINDOW GUARD, REAR DOOR -Unit Cost
__ _ _._ _
$ ~ _
12.27 _
__
_
$ 15.24 _
$ 12.70
WINDOW GUARD, REAR DOOR -Ext. Cost (300)
_- __.. _
$ _ ~ 3,6
8
1.00 $ 4,572.00 $
3,810.00
TC-45476 WINDOW GUARD, EXIT DOOR UP-Unit Cost .
.
$ 2.50 $
3.31 __ _ _
$ -~ 2.76
WINDOW GUARD, EXIT DOOR UP -Ext. Cost (250)
_.__ $ _ 625.00
- __
$
_
827.50 $ 690.00
4340-GG WINDOW GUARD, SIDE BOTTOM- Unit Cost
_... $
23.02 _
_
$ ~ 28.80 $
24.00
__ WINDOW GUARD, SIDE BOl70M -Ext. Cost (200)
_ $ 4,604.00 $
5,76D.00 _ _ _
$~ 4,
8
00.00
6308473 WINDOW GUARD, LOWER-Unit Cost
-- $ _
32.56 __
$~~ 39.36 _
.
$ -~~ 32.80
WINDOW GUARD, LOWER-Ext. Cost (200)
__ _
$ ~- _ 6
,
512.00 $ ~ 7,872.00 $ 6,560.00
_.__ 4764-GG WINDOW GUARD, SIDE UPPER -Unit Cost __
_
$ 9.89 $ 12.60 _
$
10.50
WINDOW GUARD, SIDE UPPER -Ext. Cost (200)
_ $ 1,978.00 $ 2,520.00 __
$
2,100.00
TC-17521_ _
__ WINDOW GUARD,EXIT DOOR-Unit Cost
$ 2.99
$ 3.72 _
$ ~~-
3.10
_
WINDOW GUARD,EXIT DOOR -Ext. Cost (30D)
_- __ _
$ 897.00 $
1,116.00 _
$ 930.00
4147-GG _
_ _ WINDOW GUARD - Unii Cost _
$
28.02 _ _ _
$ ~ ~~
36.72 _
$ 30.60
WINDOW GUARD-Ext. Cost (10) ___
$
280.20 __ _ _
$ - 3
67.20 $ 306.00
TC-34076
WINDOW GUARD, #1, 3, 5 RO -Unit Cost _ __
$
23.00 .
$ ~ 27.96 _
$ 23.30
WINDOW GUARD, #1, 3, 5 RO-Ext. Cost (10Z __
$ 230.00 _ $ 279.60 $ _
233.00
TC-34126 WINDOW GUARD, #2, 4 ROADS(-Unit Cost
- $
26.50 $
35.88 _
$ ~~ 29.90
WINDOW GUARD, #2,
4 ROADS(-Ext. Cost (10)
__. - __ __
$ - 265.OD
_
-~ _ _
$ - 358.80 $ 299.00
_ _ 6348454 WINDOW GUARD, BOTTOM DEST. -Unit Cost $
28.65 $ 36.72 _
$
30.60
_ _ _ WINDOW GUARD, BOTTOM DEST. -Ext. Cost (10)
___ $ 286.50 $
367.20 _
$ ~~ -306.00
6348447 WINDOW GUARD, SIDE UPPER L -Unit Cost $
4.75 _ _ _
$ ~~ - - 6.05 $ 5.04
WINDOW GUARD, SIDE UPPER L -Ext. Cost (100) _ _
$ - 475.00 _
$ 605.00 $
5D4.00
6308476 WINDOW GUARD, LOWER- Unit Cost $ 26.99 $ 33.60 _
$
28.00
WINDOW GUARD, LOWER -Ext. Cost (200) $ 5,398.00 $ 6,720.00 ___
$
5,600.00
Subtotal $ 110,463.70 $ 134,819.30 _
$
~
112,362.00
__ Sales Tax (8.25%
_..___ _. )
$ 9,11326
$ 11,122.59 _
__
$
9,269.87
Frei ht IfA licable _
$ $ .,_____.
$
GRAND TOTAL $ 119,576.96 $ 145,941 89 $ 121,631.87
Percentage Discount Off Manufacturer's List Price On
Items Not Included
25% - 35 %
NlA; 0% - 0%
None
Payment Terms Net 30 Net 30 Net 30
_ _ _ _ _ Rene_w_ al Options Year 1 Same price, terms &
conditions
6
% 3% Increase ove
Year 1
Renewal O lions Year 2 Same price, terms &
conditions _
_
~
6% 3 % Increase ove
Year 2