Sparks City Council Meeting 6/22/2020 2:00:00 PM

Meeting Link: https://zoom.us/j/93096918084
Meeting Dial-in #: 1-669-900-6833 Meeting ID: 930 9691 8084

Consent Items: 8.6

Title: Consideration and possible approval of an expenditure of $67,060 to purchase four (4) SolarTech full matrix, lift and rotate message boards from RoadSafe Traffic Systems as part of the CIP for FY2020.
Petitioner/Presenter: John Martini, PE., Assistant City Manager/Ron Korman, Public Works Manager
Recommendation: Staff recommends Council approves of the expenditure of $67,060.00 to purchase four SolarTech full matrix message boards from RoadSafe Traffic Systems.
Financial Impact: Four SolarTech full matrix message boards in the amount of $67,060.00. $34,000.00 was approved for project #20-6604 in the FY2020 Storm Drains capital equipment and facilities fund and $34,000 of budget authority is currently available. $18,480.00 was approved for project 20-7500D and $18,480.00 was approved for project 0-7500E in the FY 2020 Fleet Replacement Fund 1702 and $36,960.00 of budget authority is currently available.
Total Costs: $67,060.00
Fund: Storm Drains Cap Proj Fund    Account: 604070
Program: Two Messege Boards (20-6604)
Amount: $33,530.00    Budget Status: Budget Exists
Fund: Motor Vehicle Maintenance    Account: 604080
Program: 1702 Vehicle & Equip Replacement Plan_Vehicle #716B Replace w/ Message Board from SolarTech (20-7500D)
Amount: $17,055.00    Budget Status: Budget Exists
Fund: Motor Vehicle Maintenance    Account: 604080
Program: 1702 Vehicle & Equip Replacement Plan_Vehicle #786A Replace w/ Message Board from SolarTech (20-7500E)
Amount: $16,475.00    Budget Status: Budget Exists
Business Impact (Per NRS 237):
     A Business Impact Statement is not required because this is not a rule.
Agenda Item Brief:

Fleet Services is requesting approval to purchase four (4) SolarTech full matrix, lift and rotate message boards from RoadSafe Traffic Systems. Public Works Maintenance staff will use these message boards to alert the public in the case of emergencies, for maintenance work in our roadways, and for special events messaging. $70,960 was approved in the FY2020 budget by the Council on May 28, 2019. 



Background:

This request is for the purchase of four SolarTech lift and rotate, full matrix display message boards. Two (2) medium sized, 54” x 92” and two small sized, 46”x 78” units to be utilized by our maintenance staff to alert the public in case of emergencies, for maintenance work in the roadways and for special events messaging.  SolarTech brand boards were chosen for their unique ability to display as many as 13 characters per line where standard units only allow 8. Two (2) of the message boards are replacement units for existing basic arrow boards that have exceeded their life cycle. Unit 716B, an Eclipse brand unit and 786A, an Allmand, have provided many years of service and are due for replacement. The other two (2) units are new needs in the Drains Capital Equipment fund to be used in emergencies. Staff currently rents units from vendors, but delays can happen due to supply or after hour emergencies. 



Analysis:

Equipment Services solicited three quotes for the purchase of one (one) medium and one (one) small message boards from local and out of state vendors. RoadSafe Traffic Systems was the lowest quoted price at $67,060.00 for four units. This expenditure will allow staff to purchase the appropriate equipment needed for our Community Services Department.



Alternatives:
  1. Council could approve the recommendation to purchase as outlined by Staff.
  2. Council could reject the recommendation to purchase and provide direction to the City Manager.


Recommended Motion:

I move to approve the purchase of four (4) message boards from RoadSafe Traffic Systems in the amount of $67,060.00.



Attached Files:
     Quote_COS_SolarTechMB_051420.pdf
     RoadSafe signed Quote #1n2.pdf
     Solartech Full Matrix.jpg
     Solartech Full Matrix.pdf
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