SR-01-22-2013-3IID
City of City Council Report
Santa Monica
City Council Meeting: January 22, 2013
Agenda Item: �Z
To: Mayor and City Council
From: Gigi Decavalles- Hughes, Director of Finance
Subject: Citywide Fencing Services
Recommended Action
Staff recommends that the City Council award Bid No. 4044 to Santa Monica Fence, a
California based company, for fencing services including maintenance, permanent and
temporary installation in the cumulative annual amount not to exceed $150,000 with a
not to exceed amount of $450,000 over a three year period.
Executive Summary
City divisions require ongoing maintenance and repairs of existing motorized fencing, as
well as installation for temporary fencing services. A consolidated citywide bid was
conducted so all City departments would have the ability to use the services of the
selected vendor. Santa Monica Fence is recommended as the best bidder for a total
contract amount of $450,000.
Discussion
In response to City needs, a citywide bid was conducted to secure services from a
fencing vendor that would provide a wide range of services on an as- needed basis.
Departments were asked to provide purchasing specifications and scope of work, from
which the bid was drafted to address citywide needs.
Vendor Selection
In November 2012, the City published Notices Inviting Bids to provide fencing services
as required by various City departments in accordance with City specifications. The bid
was posted on the City's on -line bidding site, and notices were advertised in the Santa
Monica Daily Press in accordance with City Charter and Municipal Code provisions.
Ninety -eight vendors were notified and 20 vendors downloaded the bid. A job walk was
held and eight vendors attended. One bid was received and• publicly opened on
November 15, 2012 per attachment A. The bid was evaluated based on price, quality of
material and compliance with City specifications. Based upon these criteria, staff
recommends Santa Monica Fence as qualified and sole bidder to provide fencing
services including maintenance, permanent and temporary installation in accordance
with City specifications.
Financial Impacts & Budget Actions
The amount of purchase orders to be awarded to Santa Monica Fence will be entered
as needed by divisions with a combined total not to exceed $150,000 for the period
starting on the date of award through June 30, 2013. Funds are included in the
FY2012 -2013 budget. Budget authority in subsequent years will be requested in each
budget cycle for Council approval. Future funding is contingent upon Council approval.
Prepared by: Kellee Mac Donald, Senior Buyer
Approved:
i
igi` ecavaIles- he
Director of Finance
Attachments: Attachment A — Pricing
Forwarded to Council:
Rod Gould
City Manager
Bid #: 4044 FENCE SERVICES
Vendor: SANTA MONICA FENCE
ATTACHMENT A
Description of Repairs /Service
cost
Labor rate / hr.
$50
Emergency after hours rate for Repairs /Service
$75
Percentage Discount off manufacturer's list price for materials
10%
Preventative Maintenance (bbb location only)
Description of Maintenance
Cost
Preventative Maintenance Inspection (PMI) includes inspection of gates at designated
6Ft. Galvanized Chain Link Fence 9 gauge)
entrances to make sure they operate safely, inspection of wheels, and inspection to identify
$380 /mo
damages. Inspection of electronic opening devices, controllers, motors and all parts
201 -300 Feet
associated with automation devices.
8Ft. Galvanized Chain Link Fence 9 gauge)
Description of Product/Installation
Footage
Cost
6Ft. Galvanized Chain Link Fence 9 gauge)
101 -200 Feet
$29.76 /Per Ft.
6Ft. Galvanized Chain Link Fence 9 gauge)
201 -300 Feet
$27.12/Per Ft.
8Ft. Galvanized Chain Link Fence 9 gauge)
101 -200 Feet
$33.22 /Per Ft.
8Ft. Galvanized Chain Link Fence 9 gauge)
201 -300 Feet
$32.40 /Per Ft.
8 Ft. Galvanized Chain Link Fence (1" mesh)
101 -200 Feet
$49.64 /Per Ft.
8 Ft. Galvanized Chain Link Fence (1" mesh)
201 -300 Feet
$48.82/Per Ft.
Wind Screen 6Ft.
101 -200 Feet
$13.50 /Per Ft.
Wind Screen 6Ft.
201 -300 Feet
1$13.50 /Per Ft.
Wind Screen 8Ft.
101 -200 Feet
$18.00 /Per Ft.
Wind Screen 8Ft.
201 -300 Feet
$18.00 /Per Ft.
Description of Services
Cost
Drilling Charges
$.48 per linear foot
Top Rail
$2.95 per linear foot
Tension Wire
$.48 per linear foot
3- Strand Barbed Wire
$1.48per linear foot
Minimum Charge (new installation)
$3.95
Return Trip Fees
$195 Each
Emergency Trip Fees
$195 Each
Fencing Hand Carry
$.48 per linear foot
6' chain Link Fencing
(Cost should reflect any additional items pertaining to equipment used to install fencing i.e. line posts, gate posts,
gates, etc.)
Fence Footage
Six Month Rental
One -Year Rental
Less than 250 Feet
$1.65 per linear foot
$1.85 per linear foot
251 -500 Feet
$1.55 per linear foot
$1.75 er linear foot
501 -750 Feet
$1.45 per linear foot
$1.65 per linear foot
751 -1000 Feet
$1.35 per linear foot
$1.45 per linear foot
Over 1000 Feet
$1.25 per linear foot
$1.45 per linear foot
6' Panel Fence
Fence Footage
Six Month Rental
One -Year Rental
Less than 250 Feet
$2.05 per linear foot
$2.35 per linear foot
251 -500 Feet
$1.99 per linear foot
$2.25 per linear foot
501 -750 Feet
$1.95 per linear foot
$2.15 per linear foot
751 -1000 Feet
$1.85 per linear foot
$2.05 per linear foot
Over 1000 Feet
$1.75 per linear foot
$1.95 per linear foot
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Bid #: 4044 FENCE SERVICES
Vendor: SANTA MONICA FENCE
6' Privacy Screen
ATTACHMENT A
Fence Footage
I Six Month Rental
I One -Year Rental
Any Footage
1$1.95 per linear foot
1$1.95 per linear foot
Gates
Gates Sizes
Six Month Rental
One -Year Rental
60
$65
$130
6x4
$65
$130
6x5
$65
$130
6x10 Single
$75
$150
6x10 Double
$95
$190
6x12 Single
$85
$170
6x15 Single
$85
$170
6x15 Double
$105
$210
6x20 Double
$95
$190
6x24 Double
$115
$230
6x30 Double
$125
$450
6x10 Single Slider
$350
$450
6x12 Single Slider
$350
$450
6x15 Single Slider
$400
$600
6x20 Single Slider
$550
$850
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