City of Santa Monica
California

Staff Report
3938

Award Bid and enter into Agreement with John H. Larkin, Inc. for Permanent Fencing and Gate Services

Information

Department:Finance Department, ProcurementSponsors:
Category:03. Consent Calendar

Recommended Action

Recommended Action
Staff recommends that the City Council:

  1. Award Bid #4375 to John H. Larkin, Inc. dba Santa Monica Fence, a California-based company, to provide permanent fencing and gate services, installation, and maintenance for City-maintained locations citywide;

2.     Authorize the City Manager to negotiate and execute an agreement with John H. Larkin, Inc. dba Santa Monica Fence, in an amount not to exceed $179,000 for one year, with four additional one-year renewal options in the amount of $179,000, on the same terms and conditions, for a total amount not to exceed $895,000 over a five-year period, with future year funding contingent on Council budget approval.

Staff Report Body

Summary

The City procures permanent fencing and gate services for various locations as a “Citywide Bid” for use by all City departments. Permanent fencing and gate services include service, repair, maintenance, purchase, and installation of permanent fences, gates, and associated motors. In January 2019, the City conducted a formal bid process for permanent fencing and gate services and received four bids. To ensure uninterrupted service, interim blanket purchase orders were issued to the using departments for the first year while staff figured out the annual usage in order to determine the award amount for five years. After reviewing the bids, staff recommends John H. Larkin, Inc. (Santa Monica Fence) as the best bidder for an amount not to exceed $895,000 over a five-year period.

 

Discussion

The City procures permanent fencing and gate services for over eighty locations as a “Citywide Bid” for use by all City departments. Permanent fencing and gate services include service, repair, maintenance, purchase, and installation of permanent fences, gates, and associated motors.

Procurement staff worked with the Big Blue Bus and the Facilities Maintenance Division, Water Resources Division, and Public Landscape Division of the Public Works Department to develop specifications for each of their relevant locations for the formal bid.

The Big Blue Bus provided specifications for their location at 1620 6th Street and divisions from the Public Works Department provided information for forty City locations managed by the Facilities Maintenance Division, ten City locations managed by the Water Resources Division, and thirty locations at the beach, on the Third Street Promenade, and within City Parks, which are managed by the Public Landscape Division.

To ensure uninterrupted service, interim blanket purchase orders were issued to the using departments for the first year while staff determined annual usage to determine the award amount for five years.

Vendor Selection

 

Bidder Recommendation

Best Bidder

John H. Larkin, Inc. dba Santa Monica Fence

Evaluation Criteria
 

Price, quality, ability, capacity and skill, promptness; the character, integrity, reputation, judgment, training, experience and efficiency of the bidder; the ability of the bidder to provide such future maintenance or service as may be needed.

Municipal Code

SMMC 2.24.180

 

Submittals Received

Harris Steel Fence Co., Inc.

$3,026

Quality Fence Co., Inc.

$1,005

John H. Larkin, Inc. dba Santa Monica Fence

$1,331

Western Fence & Supply Co.

$1,082

 

Bid Data

Date Posted

Posted On

Advertise In
(City Charter & SMMC)

Vendors Downloaded

Date Publicly Opened

1/11/2019

City's Online Bidding Site

Santa Monica Daily Press

29

1/31/2019

 

Best Bidder Justification

An evaluation panel comprised of representatives from the Finance Department, the Big Blue Bus, and the Public Works Department evaluated the four bids received. The evaluation panel narrowed down the selection to two bids, John H. Larkin, Inc. dba Santa Monica Fence and Quality Fence Co., Inc., based on price and the ability of the vendor to meet the bid requirements. While Quality Fence Co., Inc. and Western Fence & Supply Co. are the lowest bidders, they did not provide enough proof of their ability to meet our service level requirements. John H. Larkin, Inc. dba Santa Monica Fence provided proof of their ability to meet the service level requirements and has had a positive working relationship with the City in the past. Although they are not the lowest bidder, staff recommends John H. Larkin, Inc. dba Santa Monica Fence as the best bidder to provide permanent fencing and gate services.

 

Financial Impacts and Budget Actions

The contract to be awarded to John H. Larkin, Inc. dba Santa Monica Fence is $179,000 with four additional one-year renewal options, for a total amount not to exceed $895,000 over a five-year period. Funds are available within existing budgets and would be charged to the appropriate Division or project account based on frequency of usage.

 

Contract Request

 

Request Amount

FY 2019-20 Budget

Account #

Total Contract Amount

$179,000

Various

$895,000