HomeMy WebLinkAboutItem 17 - Bus Stop Furniture PurchasePublic Works Agency
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Item # 17
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
June 15, 2021
TOPIC: Bus Stop Furniture Purchase
AGENDA TITLE
Award a Purchase Order in the Amount of $369,476 to Tolar Manufacturing for Bus
Benches and Trash Containers (General Fund)
RECOMMENDED ACTION
Authorize a one-time purchase and payment of purchase order to Tolar Manufacturing
for 159 bus benches and 159 trash containers, for a total amount not to exceed $369,476,
subject to non -substantive changes approved by the City Manager and City Attorney.
DISCUSSION
The Public Works Agency is responsible for the acquisition, maintenance, repair, and
replacement of bus stop furniture, including shelters, benches and trash containers. The
bus stop furniture located at stops without shelters was purchased in 2000, and is
suffering from metal fatigue. Many benches have been removed, as they are
unrepairable. Given that the City of Santa Ana has one of the highest ridership counts in
the County of Orange, it is imperative that benches are replaced and maintained to
accommodate the needs of the community.
City Council approved the initial purchase of replacement furniture in FY 2019-20, which
staff began deploying last month. The current contract award is for the second purchase
in the replacement plan and the furniture is expected to go into service in the winter of
2021. In total, 293 benches and 314 trash containers will be replaced during the first two
phases. A third purchase will be made during the upcoming fiscal year.
This contract award will provide 159 benches and 159 trash containers for deployment
throughout the City. The installation will first be prioritized based on the condition of the
existing furniture at each bus stop, with a focus on replacing furniture that shows metal
fatigue. Secondly, furniture in locations where either the bench or trash container are
missing will be replaced. Any existing furniture in those locations will be replaced as well.
The remaining furniture, if any, will be distributed equally between City wards after sharing
staff recommendations with each Council member.
Due to the unique style of the shelter furniture (Exhibit 1), this contract will be awarded
through an exception to the Competitive Bidding Process. The City's current bus shelter
Award Purchase Order to Tolar Manufacturing
June 15, 2021
Page 2
and furniture manufacturer, Tolar Manufacturing, was selected to supply the bus benches
and trash containers in order to match the new furniture to the current distinctive shelter
design. The quote submitted from Tolar Manufacturing is appropriate and responsive to
the City's requirements (Exhibit 2).
ENVIRONMENTAL IMPACT
There is no environmental impact associated with the action.
FISCAL IMPACT
Funds for this purchase are budgeted and available in the following General Fund
account:
Fiscal
Accounting Unit
Fund
Accounting Unit,
Amount
Year
— Account #
Description
Account Description
Bus Shelter Program,
2020-21
01117621-62300
General Fund
Contract Services
$369,476
Professional
EXHIBIT(S)
1. Bus Stop Furniture Specifications
2. Bus Stop Furniture Quote
Submitted By: Nabil Saba, P.E., Executive Director — Public Works Agency
Approved By: Kristine Ridge, City Manager
SPECIFICATIONS
EXHIBIT 1
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5. ALUMINOMWELLYNOSk IIC B4ORMTOAMEPICAN WELLING 50GETY 5TPNDARJ
D1.209 FLEC7G DE55HALLCONFORM P 5/SFAS:IOGLASSc 4049.
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AIL 00RP -'ATE PROCEDURES_ NaI-C NG FABRICATIOIL MU SIRE IN COMI'tANC,
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EXAM P iL.' . 1
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DRAWING NUMBER CONFIGURATIONA
TOP PERSPECTIVE
&-DOOR SWING DETAIL
CONFIGURATTON B
CONFIGURATION
C
TA, DESIGN AND DRAWINGS REMAIN THE IN L'_=UAL PROPERTY OF TCLAR MFG. AND ARE PROE,7ED BY LIW. THEY
MAY NOT BE ALTERED, RE PRO�JC ED OR USED FOR RADRICATION
WTfHOUTiXPRE55E0 WRITEzN CONSENT PROM TGLAR MFG.-ILL DOCUMENTS
T8 RE RETURNEE] T8 TOUR MFG- AT COMPLETION OE 1 011 C®NTRACTOR TO SFTE VERIFY A! L ❑ETIIL AND —INS1015
A- REPORT ANY ANO All G151REPANCIES TO TOLAR
MFG. EIIGIE COMMENCING WITH THAT RELATED 1—ON OE THE WORK_
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1
CONFIGURATION A
1P LANT 1
2 P'-ANT 2
CONFIGURATION B - ANCHORS
0
NO ANCHORS
1
1,'2' X 3 374" SUP-R ANCHORS, ZINC
2
V2" X 3 314" SUP-R ANCHORS, STN STL
3
U'2" X 4 .1.'4" SUP-R ANCHORS, ZINC
4
1; 2' X 4 1,4" SUP-R ANCHORS, STN STL
5
1,7' X 3 3/4' HILTITZ ANCHORS, ZINC
6
1 2" X 3 -74" HILTI TZ ANCHORS, STN STL
7
1 2" X 4.1/2" HILTIIZ ANCHORS, ZINC
8
1 2' X 4-.1 2" HILTI TZ ANCHORS, STN STL
9
SPECIAL - SPECIFIED ON SALES ORDER
CONFIGURATION C- FINISH
0
NONE
1
STANDARD POWDER COAT
2
STANDARD POWDER COAT WITH CLEAR COAT
3
PREMIUM POWDER COAT
4
PREMIUM POWDER COAT WITH CLFAR OaAT
5
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6
T9D
7
T5D
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SPECIAL - SPECIFIED ON SALES ORDER
tOLAaTOLARMANtWACTURIIN�G COMPANY, INC n
LI�SG,WTION
326. TRASH CAN W1 LANGL DOOR P44AI LOCK
CUSTQMcR'YENOOR p
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32915-00
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EXHIBIT 2
TOLAR
ustomer:
258 Mariah Circle
Corona, CA 92879
(951)808-0081
www.tolarmfg.com
info@tolarmfg.com
Christy Kindig Bench and trash
ProjectS Manager -Public Works receptacle pricing -
City of Santa Ana Revised
20 Civic Center Plaza M-21
Santa Ana, CA 92702
Quote No:
20823PM
Date:
04/22/21
Quote Expires:
30 Days
Sales Contact:
Patrick Merrick
Phone:
951-547-8209
Email:
merrick tolarmf .com
Lead Time:
12 Weeks
From receipt of signed written order, and all
required approvals.
Terms:
Net 30 Days From Invoice
Terms subject to change. Final terms to be
determined based on credit history & bonding.
Item: I 9W. Description: I Unit Price: I Ext. Price:
1
159
6' Steel Strap Bench with back, city branding (Model 37824-111), two seat
$ 1,059.00
$ 168,381.00
delineators, premium durable baked powder coat finish process with sandblast
and pretreat process, zinc anchors
2
159
32 Gallon steel strap trash receptacle with hard rubber liner, hinged and lockable
$ 1,068.00
$ 169,812.00
door -lock by others, (Model 32915-111), premium, durable baked powder coat
finish process with sandblast and pretreat process, zinc anchors
Quote / Order Authorized By:
Sub -Total:
$ 338,193.00
ESTIMATED Freight:
FIRM Freight:
$ -
20 Unit Sets Per Shipment TOLAR Delivery:
CA State Sales Tax 9.25%
$ 31,282.85
Total:
1 $ 369,475.85
Pricing Notes:
1. Local/State sales and/or use taxes are not included and are the responsibility of the purchaser, unless specified above.
2. If requested, structural engineering calculations from a licensed engineer in the state of installation are additional cost of $1,200.00 per design/model.
3. Products are shipped knock down & unassembled in bulk packaging for unloading and installation by others. Hardware boxed by unit. Installation instructions are
provided.
4. Freight cost is an ESTIMATE ONLY. Freight is invoiced at actual cost, without mark up, at time of shipment, unless specified above.
5. Client provides unloading at destination, including forklift and labor as necessary.
6. Processing fee of 3% of total charge amount is additional and charged on all credit card payments.
Standard Terms and Conditions
These Terms and Conditions are attached to and incorporated by reference into the Proposal for products or services ("Proposal") provided by Tolar Manufacturing Company, Inc.
("we", "our" or "us").
1. Drawings and Specifications: All drawings and specifications submitted to our clients or potential clients are proprietary in nature and remain our property. They may be viewed,
printed and distributed, without alteration, as reference for sales or for the process of specifying products for use. Detailed shop and erection drawings are provided to allow for field
installation or repair. Sealed and stamped engineering calculations and drawings from an engineer licensed in the state of installation, if required, can be made available for an
additional charge. Customers that provide their own drawing packages will retain ownership and be covered under a separate agreement.
2. Vendor Status: Tolar Manufacturing Company, Inc. is a vendor supplier of manufactured products; is not a subcontractor or contractor; and is not subject to retainage or liquidated
damages for any reason.
3. Payment Terms: Payment terms for services rendered or products manufactured by us shall be determined by us based on our determination of the credit worthiness of buyer and
may require a deposit at time of order. Products are invoiced as shipped.
4. Late Payment Penalty: Buyer agrees to pay a charge equal to the lesser of (i) the highest rate allowable by law or (ii) 1.5% per month (18% per annum) on the unpaid balance with
respect to any late payments. In addition, buyer will pay all our costs and expenses, including actual attorney's fees, incurred in connection with enforcing the Proposal and/or collecting
any past due payments. In the event buyer fails to make any payment when due, we have the right of setoff, the right to terminate the Proposal and/or to suspend further deliveries to
buyer and the right to recover damages in addition to any other remedies available to us as a matter of law. Buyer has no right to setoff.
Page 1 of 2 Initials:
TOLAR
258 Mariah Circle
Corona, CA 92879
(951) 808-0081
www.tolarmfg.com
info@tolarmfg,com
Customer:
Project:
Christy Kindig
Bench and trash
ProjectS Manager -Public Works
receptacle pricing -
City of Santa Ana
Revised
20 Civic Center Plaza M-21
Santa Ana, CA 92702
Quote No:
20823PM
Date:
04/22/21
Quote Expires:
30 Days
Sales Contact:
Patrick Merrick
Phone:
951-547-8209
Email:
merrick tolarmf .corn
Lead Time:
12 Weeks
From receipt of signed written order, and all
required approvals.
Terms:
Net 30 Days From Invoice
Terms subject to change. Final terms to be
determined based on credit history & bonding.
Item: I (OtL: I Description: Unit Pricejl Ext. Price:
5. Cancellation: If an order is cancelled by buyer after receipt of order authorization, and cancellation fee of 10% of order value maybe assessed to the buyer, in addition to an the cost
of materials purchased for the order, which may be invoiced to the buyer at time of cancellation.
6. Delivery, Title and Receipt: Unless otherwise provided in the proposal, all shelters are prefabricated and shipped knock -down and in bulk format (not packaged individually) for ease
of handling and fast on -site installation. Neither buyer nor consignee shall have the right to direct or re -consign the goods to any other destination without our consent. All sales of
products are F.O.B. our plant. Risk of loss of the products shall transfer to buyer upon delivery of the products to the common carrier.
7. Delivery Charges: Unless otherwise provided in the Proposal, buyer shall bear all the costs of transportation, including without limitation loading, unloading, storage, and freight
charge. All delivery quotes allow for an approximate 2-hour unload window for a full truck. If this window is exceeded, additional charges may apply. All price quotes given for delivery
are based on estimates obtained at the time the quote was requested. Actual freight charges may vary.
8. Delivery Dates: Any delivery date(s) or period of delivery provided for in the Proposal is approximate and does not guarantee a particular date(s) or period of delivery. Estimated lead
times are provided in the quote. Under no circumstances will we be liable for delay in delivery occasioned in whole or in part, by fire, flood, explosion, casualty, riot, strike, embargo,
transportation delay, breakdown, accident, act of God or the public enemy, government authority, by our inability to secure materials, fuel, supply power or shipping space or any other
circumstances beyond our reasonable control.
9. Delayed Shipment: If buyer delays shipment, we may invoice for products when ready for shipment and, at our option, we may charge reasonable daily storage fees.
10. International Freight: We require the services of freight forwarder for all international shipments. Buyer may select the freight forwarder, subject to our approval. All fees, taxes and
additional charges, in addition to the actual freight costs, are the responsibility of buyer.
11. Returns: Due to the custom nature of our products, we cannot accept returns and we cannot permit cancellations once work has commenced.
12. Manufacturer's Warranty: Our manufacturer's warranty is set forth in a separate document.
13. Limitation of Liability: WE ARE NOT LIABLE TO BUYER OR ANY THIRD PARTY FOR ANY SPECIAL, INCIDENTAL, INDIRECT, CONSEQUENTIAL, PUNITIVE OR EXEMPLARY
DAMAGES OF ANY KIND ARISING FROM OR RELATING TO OUR OBLIGATIONS UNDER THE PROPOSAL, INCLUDING LOST PROFITS, LOSS OR USE, LOSS OF REVENUE
OR COST OF CAPITAL. EXCEPT FOR PERSONAL INJURY OR DEATH DUE TO OUR MISCONDUCT, BUYER AGREES THAT THE TOTAL DAMAGES THAT CAN BE AWARDED
IN ANY CLAIM BY BUYER RELATING TO OUR OBLIGATIONS UNDER THE PROPOSAL (WHETHER BASED IN CONTRACT, TORT OR OTHERWISE, SHALL NOT EXCEED THE
TOTAL PAID BY BUYER TO US UNDER THE PROPOSAL. BUYER AGREES THAT THE ABOVE LIMITATIONS ON LIABILITY PROVISIONS SHALL REMAIN IN FULL FORCE AND
EFFECT EVEN IF IT IS FOUND THAT BUYER'S EXCLUSIVE REMEDY FAILS OF ITS ESSENTIAL PURPOSE.
14. Governing Law, Jurisdiction and Venue: The Proposal shall be governed by and construed in accordance with the laws of the State of California without reference to the choice of
law principles thereof. Each party irrevocably submits to the jurisdiction of the Courts of the State of California and the United States District Court for the Central District of California.
15. Amendment: No amendments to these Terms and Conditions can be made unless submitted in writing to us and signed and accepted by our President or his designee.
Page 2 of 2 Initials:
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