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HomeMy WebLinkAboutItem 5g. Approve a City Sole Source Purchase for Barriers to Protect People from Vehicles Item 5g Department: Public Works Cost Center: 5006 For Agenda of: 6/21/2022 Placement: Consent Estimated Time: N/A FROM: Matt Horn, Public Works Director Prepared By: Greg Cruce, Deputy Director – Maintenance Operations SUBJECT: APPROVE A CITY SOLE SOURCE PURCHASE FOR BARRIERS TO PROTECT PEOPLE FROM VEHICLES RECOMMENDATION 1. Approve a City Sole Purchase in the amount of $331,279.73 to purchase barriers to protect people from vehicles from Meridian Rapid Defense Group; and 2. Authorize the Finance Director to execute and issue a Purchase Order upon approval. DISCUSSION Background The City of San Luis Obispo is host to many festivals and events, including a weekly Farmer’s Market that is hosted by Downtown SLO. This popular event occurs every Thursday evening in the downtown and attracts both residents and visitors from all over the world, with crowds varying in size between 3,000 to 8,000 visitors per week depending on the time of year. After unfortunate incidents of vehicles entering pedestrian areas at similar events in the US, the City has chosen to take the necessary steps to enhance visitor safety at this event, as well as other events or large gatherings that may occur in the city. As part of the 2019-21 Financial Plan, a CIP request was approved to fund a permanent installation of in-ground vehicle barriers to be used during the Market. As the design for this project was nearing completion, the city enacted the Fiscal Health Contingency Plan in response to the COVID-19 pandemic. Because of this, the project was deferred at that time. Since the deferral of the project, staff has researched other available options of anti-vehicle barricades that will offer the same protection to event visitors. Last year, the City contacted Meridian Rapid Defense Group to request a demonstration of their patented Anti-Vehicle Barricades. A company representative visited San Luis Obispo with the product, which allowed the City to evaluate the product. After the assessment, staff found this alternate to permanent barriers as their pref erred choice for the following reasons: Page 145 of 814 Item 5g 1. Significant cost reduction as opposed to permanent in-ground barriers 2. No ongoing mechanical system maintenance 3. Zero risk of mechanical failure by water intrusion 4. Ability to use at other events throughout the City 5. Ease of loading and unloading barriers 6. Barriers do not require field assembly/disassembly, saving staff time for deployment and retrieval 7. Barriers do not impede on pedestrian traffic when placed in field 8. Ability to decorate barriers for different seasons and themes to provide a welcoming feel The City purchased 16 of the Meridian Archer 1200 Anti Vehicle Barricades last year and has since designed, decorated, and are now implementing the barricades weekly at the north and south Higuera Street entrance to Farmer’s Market as well as other events when needed. Purchasing additional barricades will allow for a full closure of all Farmer’s Market entrances. The cost for these additional barricades were funded as part of the 2021-22 Mid-Year Budget. Previous Council or Advisory Body Action This funding was identified as part of the 2021-22 Mid-year Budget that was approved by the City Council. Policy Context The City of San Luis Obispo Municipal Code and Financial Management Manual designates the City Council as the approval authority for general goods with a value of $150,000 or higher. Section 3.24.060 of the Municipal Code also list the bidding procedures required when making purchases for general goods. Due to the specialty nature of this product, it is currently only available from one manufacture. There are similar products on the market; however, staff has identified deployment timing, ADA and pedestrian access, and liability concerns with the other available products. Therefore, 3.24.060 (C) is applicable to this sole source purchase shown below: 3.24.060 Bidding procedures – Use of not required when. Purchase of those items listed in Section 3.24.010 shall be by bid procedures set forth in this chapter. Such procedures may be dispensed with, at the discretion and judgment of the purchasing authority as to the best interests of the city, as follows: A. When the amount to be expended is less than the bid requirement amount which shall be specified by resolution of the council; Page 146 of 814 Item 5g B. When an emergency purchase is made to address a situation that creates an immediate and serious need for equipment, supplies, or services that cannot be met through normal purchasing procedures and where the lack of such equipment, supplies or services would seriously threaten the functioning of city government, the preservation of property, or the health or safety of any person; C. When the item(s) to be purchased can be obtained from only one vendor or supplier; D. When supplies or equipment have been uniformly adopted in the city or otherwise standardized; E. When the purchase will be made cooperatively with one, or more, other units of government, or from a local dealer within the city limits that can provide the same brand, model and configuration of item(s) identified in cooperative purchase agreement(s) at or below the cooperative purchasing net cost within the same terms and conditions; F. When reasonably necessary for the preservation or protection of public peace, health, safety or welfare of persons or property; or G. When, given the indeterminate nature of the city’s need, a request for proposal will result in a more favorable and efficient comparison of supplies, equipment and/or services. Public Engagement Public engagement was conducted prior to the 202 1-22 Mid-year Budget being adopted by the City Council. CONCURRENCE The preferred Anti-Vehicle Barriers have been shared with the City’s Police and Fire Departments, Transportation Engineering and Planning Program, Administration Department, and Downtown SLO, and all groups concur with the proposed barriers. ENVIRONMENTAL REVIEW Pursuant to the California Environmental Quality Act (CEQA), it can be seen with certainty that there is no possibility that the proposed purchase will have any effect on the environment (General Rule Exemption CEQA Guidelines Sec. 15061(b)(3)). Page 147 of 814 Item 5g FISCAL IMPACT Budgeted: Yes Budget Year: 2021-22 Funding Identified: Yes Fiscal Analysis: Funding Sources Total Budget Available Current Funding Request Remaining Balance Annual Ongoing Cost General Fund $375,000 $331,279.73 $43,720.27 $ State Federal Fees Other: Total $375,000 $331,279.73 $43,720.27 $ ALTERNATIVES Council could decide not to approve the purchase at this time. This action is not recommended by staff as it would leave portions of the Farmer’s Market and other events vulnerable to unauthorized vehicles entering closed areas. ATTACHMENTS A - Meridian Rapid Defense Quote B - Sole Source Justification C - Archer 1200 Anti-Vehicle Barrier Specification Sheet Page 148 of 814 177 E. Colorado Blvd, Suite 200 Pasadena, CA 91105 +1 8186414431 BFields@meridian-barrier.com Quote ADDRESS Jeff Kline City of San Luis Obispo Public Works Street Maintenance Supervisor 25 Pardo Road San Luis Obispo, CA 93401 SHIP TO Jeff Kline City of San Luis Obispo Public Works Street Maintenance Supervisor 25 Pardo Road San Luis Obispo, CA 93401 QUOTE #DATE EXPIRATION DATE 04282022-SLO 2TK 04/28/2022 07/28/2022 PRODUCT DESCRIPTION QTY RATE AMOUNT 8 Barrier Trailer Kit - GSA 8 Barrier Trailer Kit - Pricing reflects GSA coop purchasing 2 83,699.34 167,398.68 Archer 1200 Barrier - GSA Archer 1200 Anti-Vehicle Barrier 16 6,513.75 Archer Hauler - GSA Archer Hauler™2 1,925.18 Archer Field Tow Bar - GSA Archer Field Tow Bar 4 574.18 Arrestor Cable (4ft) - GSA Arrestor Cable™ (4ft)14 574.18 Arrestor Cable (10ft) - GSA Arrestor Cable™ (10ft)4 670.68 Archer 8-Barrier Drop Deck Trailer - GSA Archer 8-Barrier Drop Deck Trailer 2 23,155.18 Archer 1200 Barrier - GSA Archer 1200 Anti-Vehicle Barrier - Pricing reflects GSA coop purchasing 20 6,513.75 130,275.00T Arrestor Cable (10ft) - GSA Arrestor Cable™ (10ft) - Pricing reflects GSA coop purchasing 2 670.68 1,341.36T In-Field Installation & Certified Training In-Field Installation & Certified Training 1 1,495.00 1,495.00T Freight/Shipping Freight/Shipping to customers location 1 4,115.00 4,115.00T Pricing reflects GSA coop purchasing PAYMENT TERMS: Due to high demand levels, your delivery date will be guaranteed with your 50% deposit so that your protection starts when you need it. SUBTOTAL 304,625.04 TAX 26,654.69 TOTAL USD 331,279.73 Page 149 of 814 Accepted By Accepted Date Page 150 of 814 City of San Luis Obispo Sole Source Justification Form Meridian Rapid Defense Group It is the policy of the City of San Luis Obispo to solicit quotations or bids for purchases of commodities or services for specified dollar amounts and to select vendors on a competitive basis (See City of San Luis Obispo Financial Management Manual, Section 201, Exhibit 201-B). Pursuant to San Luis Obispo Municipal Code Chapter 3.24.060, certain acquisitions in which the products or services may only be obtained from a single source may be purchased without engaging in bidding procedures. Such Sole Source acquisitions must be justified in sufficient detail to explain the basis for suspending the usual competitive procurement process and approved by the approving authority before such a purchase is made. 1. What product or service is being requested? Why is it necessary? The product being purchased is Meridian Archer 1200 Anti-Vehicle Barriers. The specified barriers are movable and can be used at different locations and events throughout the City. These barriers are designed to stop unauthorized vehicles from entering restricting pedestrian areas, which will assist in keeping visitors safe while attending festivals. 2. Is this “brand” of product or services offered the only one that meets the City’s requirements? If yes, what is unique about the product/services? Staff has researched other similar products and have found this product to be our preferred choice due to the ease of deployment and the limited footprint. The Archer 1200 can be quickly deployed or retrieved in an intersection in less than 10 minutes, with four-foot gaps allowed between barriers to provides for pedestrian and ADA access. Other barriers that offer similar protection require staff to field construct and dismantle on each deployment, significantly increasing the amount of staff time required for event setup and tear-down. The other barriers that require field set up are bolted together, making a long barrier that stretches the entire lanes of traffic, which impedes on pedestrian traffic, ADA access and would cause a liability of the City. 3. Is the product or service proprietary or is it available from various dealers? Have you verified this? This product is patented and only sold by the manufacture. Meridian Rapid Defense Group has verified no other vendors currently carry their product. As a government agency, the City is eligible for GSA Cooperative Purchasing pricing for the purchase. 4. Have other products/vendors been considered? If yes, which? and how did they fail to meet the City’s requirements? The City has considered the installation of permanent bollards which are not being pursued due to the high installation and ongoing maintenance cost. The other brand of movable anti-vehicle barriers researched is manufactured by Mifram Security. These barriers provide similar protection; however, they need to be constructed and deconstructed in the field, which would have a long-term impact on staff resources. In addition to the staffing impact, these barriers must stretch the entire length of the roadway which impedes on pedestrian traffic, ADA access, and would create a liability to the City. Page 151 of 814 5. Is the purchase an upgrade or addition to an existing system or brand of products adopted citywide? If so, will purchase of this product avoid “switching” costs as opposed to purchasing another product or service (e.g., additional training required; data conversion; implementation of a new system; etc.)? The City is currently using the Meridian Archer 1200 for the Higuera Street entrances to Farmers Market. Staff has received training on the barriers and will be able to utilize the current trailers to assist with the implementation of a full closure of Farmers Market. 6. Is this a request for services by a contractor with necessary, unique and critical knowledge of established City systems or programs? If so, will the use of the contractor’s services avoid other costs (e.g., significant staff time in compiling information, data transfers, etc.)? N/A 7. What is the quoted price for the product or services and is it reasonable (based on other products or services in the same field or based on historical pricing for the City for similar products or services)? The price for 36 barricades, 2 trailers, and accessories is $331,279.73, which is consistent with other type of vehicle barricades. Greg Cruce, Public Works __________________________________ Requester __________________________________ ________________ Dan Clancy, Purchasing Analyst Date Page 152 of 814 www.meridian-barrier.com Archer® 1200 Vehicle Barrier An unanchored "drop-and-stop" barrier for rapid deployment on roadways and hard surfaces. Best-in-class for Hostile Vehicle Mitigation (HVM), MERIDIAN's Archer 1200 Vehicle Barriers fill a specific need that is simply unmatched by anything currently on the market. Strength and flexibility make them a vital component of your overall security plan. MERIDIAN’s ultimate rapidly deployable Archer 1200 Barrier can augment fixed-in-place HVM (Hostile Vehicle Mitigation) barriers or be utilized as a primary security system for entry points, roadways and perimeters. PRODUCT FEATURES RAPID DEPLOYMENT, MODULAR DESIGN FEATURES & SPECIFICATIONS Archer 1200 Vehicle Barriers provide drop and stop convenience with no heavy equipment required. » Allows for one-person deployment of an 8 barrier trailer kit in under 10 minutes. » Permits pedestrian and emergency vehicle access without moving a barrier. » Archer Hauler allows for easy movement of barriers by adults of any stature. » No maintenance, electricity, hydraulics or batteries required. » Full ballistic protection for any armor piercing 50 caliber rounds. REUSABLE Unlike fixed bollards, our barriers are non-lethal to the driver and minimize shrapnel spray. They are 100% reusable after impact and have a lifetime warranty. 1. Archer 1200s can be connected into sets of two or more barriers. 2. Heavy-duty back plates dig in to force barrier into the vehicle. 3. Barriers feature ballistic-rated front plate and back gusset. 4. Ramped front plate levers into vehicle undercarriage. CERTIFICATIONS Page 153 of 814 Page 154 of 814