STATEMENT OF ISSUE
The Procurement Services Division, Department of Management and Administration, advertised an Invitation for Quotes (IFQ) and requested quotes from interested vendors to provide Florida Department of Transportation (FDOT) steel traffic poles with mast arms to the City of Tallahassee Public Works Department, Traffic Engineering Division. As a result of quotes received from the IFQ, staff is seeking the City Commission’s approval to award the supply of steel traffic signal poles to the only responsive and responsible vendor.

RECOMMENDED ACTION
Option 1 Approve the award for the supply of traffic signal poles to Graybar Electric Supply Inc. of Tallahassee in the amount of $56,800, the sole bidder meeting the specifications for the supply of steel traffic signal poles at Governor’s Square Boulevard at Blair Stone Road.

FISCAL IMPACT
This project will be funded from the annual recurring traffic management system project # 09052 in the amount of $56,800. The Budget and Procurement Divisions have reviewed the item and it meets City budget guidelines.

Gabriel P. Menendez, Director, Public Works Department

Anita Favors Thompson, City Manager

For information, please contact: E. Olu Sawyerr, Public Works Department, Traffic Engineering Division, (850) 891-8261

SUPPLEMENTAL MATERIAL/ISSUE ANALYSIS
HISTORY/FACTS & ISSUES
The intersection of Governors Square Boulevard and Blair Stone Road has had a temporary wood pole span signal while the City’s Engineering Division was developing plans for and constructing the Governors Square Boulevard Widening Project to a four-lane roadway. Construction of the Governors Square Boulevard Widening Project is now complete with the exception of the permanent traffic signalization.

The signal poles with mast arms for this project were advertised for quotes on October 14, 2008, under IFQ No. 0020-09-AB-QP. Only one quote was received on October 17, 2008. This quote from Graybar Electric met the current FDOT Quality Products List (QPL) specifications. The bid amount of $56,800 is comparable with recent quotes from another project on a similar product.

CHARITABLE CONTRIBUTIONS
No vendor submitted Charitable Contributions information.

BID INFORMATION FOR THE PROJECT
Number of vendors obtaining bid package / 6
Number of bids received / 1
The only responsive and responsible bidder meeting specifications:

Graybar Electric Supply of Tallahassee

Procurement, and Public Works concur on the recommendation / Yes

OPTIONS

1. Approve the award for the supply of traffic signal poles to Graybar Electric Supply Inc. of Tallahassee in the amount of $56,800, the sole bidder meeting the specifications for the supply of steel traffic signal poles at Governor’s Square Boulevard at Blair Stone Road.

Pros
a. The quotation process establishes price competition among vendors.
b. Signal upgrade at Governors Square Boulevard / Blair Stone Road intersection will complete the Governors Square Widening Project on schedule and as planned.

Cons
a. May further delay the entire widening project.

2. Reject the only quote received and instruct staff to obtain new quotes.

Pros
a. May result in lower quotes but not likely.

Cons
a. Will extend the period for delivery and execution of the project.
b. Could delay project completion further.
c. Re-advertising will delay the project’s completion date by as much as six months and staff does not anticipate that re-bidding would result in lower costs.

3. Provide alternative direction to staff.

ATTACHMENTS/REFERENCES
None