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Home My WebLink About14-104 Purchase Traffic Signal PolesCITY OF ^ ,_. LADE 9 LSINORI V DREAM FXTREME- REPORT TO CITY COUNCIL TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: GRANT M. YATES CITY MANAGER DATE: APRIL 22, 2014 SUBJECT: PURCHASE TRAFFIC SIGNAL POLES /MAST ARMS FOR THE TRAFFIC SIGNAL IMPROVEMENTS AT SUMMERHILL DRIVE AT VIA SCENICA PROJECT NO. 4423 CANYON HILLS ROAD AT SAGE LANE PROJECT NO. 4368 Recommendations 1. Authorize the pole /mast arms purchase for the Traffic Signal Improvements at Summerhill Drive at Via Scenica and Canyon Hills Road at Sage Lane to McCain, Inc. for the not to exceed amount of $53,328.00. 2. Authorize the City Manager to execute the contract with McCain, Inc. Background The contractor is typically responsible for the placement of orders for the pole and mast arms and other ancillary traffic signal equipment for traffic signal projects. The time of fabrication for traffic signal and mast arms ranges from 10 to 14 weeks depending upon the manufacturer's current fabrication work load. The City of Lake Elsinore is pre - ordering the poles and mast arms for the two traffic signal projects in order to facilitate the installation process and to maintain the project completion by this summer. Discussion The City had requested pole and mast arms cost quotes from the two signal pole fabricators Valmont Industries, Inc. and Ameron International. The quotes that were received were by their distributors, McCain, Inc. and Pacific Lighting Sales, Inc., respectfully. The City had sent the pole schedule and letter dated April 3, 2014 detailing the requirements for the fabrication of the poles and signal mast arms. The City also requested an expedited fabrication cost which neither firm offers. The City reviewed the anticipated fabrication delivery dates from each firm and determined that they were no real benefits in delivery schedule relative to the added cost between the two proposals. The City anticipates an 8 week time saving by pre- ordering the traffic signal poles and mast arms. All other ancillary traffic signal equipment will be purchased by the general contractor. The following are the cost proposals from their distributors: Name Pacific Lighting Sales, Inc. McCain, Inc. Anticipated Proiect Schedule Award Pole Fabrication Place Order /Purchase Order Pole Delivery (13 weeks) Fabrication Time Cost 10 - 14 weeks $62,226.00 11 — 13 weeks $53,328.00 April 22, 2014 April 25, 2014 July 25, 2014 It is anticipated that the pole delivery date will coincide with the contractor's Notice to Proceed by approximately one week, which will allow for the foundations to be placed just prior to pole /mast arm delivery date if the materials take the full 13 weeks to fabricate. Fiscal Impact The project budgets and funding sources are as follows: Summerhill Drive at Via Scenica Fund 205 Traffic Impact Fee $239,791.00 Anticipated Expenditures: Pole Fabrication / Delivery $ 29,362.00 Project Management & Administration $ 1,500.00 $ 30,862.00 Canyon Hills at Sage Lane Fund 112 Measure "A" Fund 204 Signal CIP Anticipated Expenditures: Pole Fabrication / Delivery Project Management & Administration Prepared by: Peter Ramey Project Engineer $ 45,322.20 $148,234.00 $193,556.20 $ 23,966.00 $ 1,500.00 $ 25,466.00 Approved by: Vince Damasse Director of Public Works /City Engineer Approved by: Jason Simpson Director Administrative Services Department Approved by: Grant Yates City Manager Attachments: Vicinity Maps: Summerhill/Via Scenica Canyon Hills /Sage Lane Exhibit 'A' - McCain, Inc. Quotation for Traffic Signal pole /mast arm VICINITY MAP Traffic Signal at Canyon Hills Road and Sage Lane EXHIBIT "A" Quotation for Signal Pole /Mast Ann \Y OW 1\22\23121h ff m` Ii" a \ \sue \ Peter Ramey City of Lake Elsinore QUOTATION Quote #: D040414B Agency: Lake Elsinore City of Job Name: Poles and anchor bolts Bid Date: 4/4/14 Bid Item Lot Signal Poles, Arms a Bolts for below locations: 1 SummerhillNla Scenica 1 Canyon Hills /Sage Estimator: Diane Hawkins (760)734 -5016 dhawkins@mccain-inc.com Current lead time is 11 -13 wks ARO F.O.B. Destination, Freight Allowed Intersection plan drawing will be required prior to releasing order to Production Off - loading is not included Price Extension $23,966.00 $23,966.00 $29,362.00 $29,362.00 McCain Inc. is an international corporation with factories, vendors and suppliers located throughout the world. Unless specifically noted, we are not aware and /or may not comply with Buy America requirements particular to this project. Reference Total. $63,328.00 Prices firm for 30 days. Freight included. Add sales tax. Sale is subject to McCain's standard terms and conditions. The information transmitted is intended only for the person'or entity to which it is addressed and may contain confidential and/or legally privileged material. Any review, retransmission, dissemination or other use of, or taking of any action in reliance upon, this information by persons or entities other than the intended recipient is prohibited. .r 1f you received this in error, please contact the sender and delete the material from any computer.