HomeMy WebLinkAboutE-10 Staff Report - NEW Blanket Purchase Order- Street FurnitureCONSENT ITEM
E-10
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
VIA: SERGIO GONZALEZ, CITY MANAGER
FROM: JOSE D. JIMENEZ, DIRECTOR OF ECONOMIC & COMMUNITY
DEVELOPMENT
DATE: DECEMBER 4, 2023
SUBJECT: AUTHORIZATION TO ENTER INTO BLANKET PURCHASE ORDER AND
WAVE PURCHASING PROCEDURES, SECTION 2-520(b) SOLE SOURCE OF
THE AZUSA MUNICIPAL CODE TO ENTER INTO AN AGREEMENT WITH
AVALON AMENITIES TO PURCHASE NEW DOWNTOWN STREET
FURNITURE.
BACKGROUND:
On January 19, 2022, the City Council directed staff to execute a Professional Services Agreement
(PSA) to prepare the Downtown Azusa Streetscape Plan intended to provide a new color, furniture
and landscape palette and locations for Downtown Azusa. Due to projects currently under
construction that include installation of street furniture, such as Lumia, staff moved forward in
presenting options for benches, waste receptacles, lighting, bollards and bike racks to the Art in
Public Places Commission, the Planning Commission, and ultimately to City Council on July 19,
2023.
During its presentations, staff provided options for benches, receptacles and light fixture
luminaries. Direction was provided for staff to acquire the Victor Stanley Steelsites RB Series 6
bench, and the Ironsites Series 36-Gallon Side-Door Litter Receptacles in black. The pros and con
of having center armrest option for the benches was discussed during the meeting with the
Commissions and Council. Accordingly, the quotes provided include an armrest option, although
they will not be installed initially. The existing bollards and light fixtures throughout the
Downtown will be painted to match the benches and receptacles. The painting of the existing
furnishings will be through a separate purchase order that will be considered under a separate
Council action.
Approved
City Council
December 4, 2023
Blanket Purchase Order – Downtown Streetscape Plan
December 4, 2023
Page 2
The ideal style, color options for benches, trash receptacles and light fixture luminaries were
provided to staff and through the course of this year, presented to the Art in Public Places
Commission, Planning Commission, and City Council for their consideration.
RECOMMENDATIONS:
Staff recommends that the City Council take the following actions:
1) Approve a Blanket Purchase Order with Avalon Amenities, Inc. to allow the acquisition
and installation of up to 17 new benches, 25 new trash receptacles;
2)Waive the competitive bidding process as authorized under Azusa Municipal Code Section
2-502(b) which provides exceptions for sole source providers; and
3)Authorize the City Manager to execute the Blanket Purchase Order, subject to any non-
substantive revisions approved by the City Attorney, and perform any other obligations of
the City under the PO.
ANALYSIS:
During the design exploration process and presentations to the respective commissions and City
Council, staff was informed that Avalon Amenities, Inc., is the exclusive representative/selling
agent to Victor Stanley, a leader in quality street furnishing within Southern California. Since the
products chosen by the City Council are manufactured by Victor Stanley, no further quotes were
sought. In order to proceed with Avalon Amenities Inc., staff is requesting that the Council
consider and approve the waiving of purchasing procedures under the Azusa Municipal Code
(AMC).
AMC Section 2-520(b) Sole Source Purchases, which states, “Unique commodities or services that
can be obtained from only one vendor, or one distributor authorized to sell in this area, with
singular characteristics or performance capabilities or which have specific compatibility
components with existing city products are exempt from the competitive bidding requirements and
are deemed sole source purchases. Sole source purchases may also include proprietary items sold
direct from the manufacturer.” In this case, Avalon Amenities Inc. is an exclusive representative
and selling agent for Victor Stanley within Southern California, the company chosen for our street
furniture needs. Therefore, the request is compliant with the Sole Source Purchases provisions as
outlined in AMC Section 2-520(b).
The recommendation includes the acquisition of 17 new benches, 25 new trash receptacles based
on existing count and future needs.
FISCAL IMPACT:
The requested Blanket PO of $87,861.55 will allow for the acquisition of the necessary street
furnishings to implement the Downtown Azusa Streetscape Plan, and is budgeted in the FY2023-
24, under Account 10-80-000-662-7120/66222C-7120 (Downtown Improvements.)
Blanket Purchase Order – Downtown Streetscape Plan
December 4, 2023
Page 3
Prepared by: Reviewed by:
Knarik Vizcarra Jose D. Jimenez
Planning Manager Economic & Community
Development Director
Fiscal Review by: Reviewed and Approved by:
Talika M. Johnson Sergio Gonzalez
Director of Administrative Services City Manager
Attachments:
1) Invoice Copy
Representative Sales Order/Purchase Order
Quote Date:
Quote No.
Project Name:
Bill To:Ship To:
Quantity Weight (lbs)Unit Cost Total Cost
17 355 $1,693.00 $28,781.00
25 295 $1,768.00 $44,200.00
Sub-Total $72,981.00
Tax $7,480.55
*Freight $7,400.00
Total $87,861.55
Victor Stanley, LLC as represented by:
To convert this into a valid purchase order to Victor Stanley, LLC kindly sign & return to davids@avalonamenities.com within 30 days to honor this pricing.
Attn: David Skalka, President
davids@avalonamenities.com
31915 Rancho California Rd, Suite 200-324
Temecula, CA 92591
Phone: (951) 299-9394 Fax: (951) 755-8809
*Customer may be billed and responsible for any additional sales tax that may apply.
Azusa, CA 91702
Contact Email
626-812-5200
Contact Phone
DescriptionModel
X Name (Please Print): ___________________________________________ Title:___________________________
X Customer Signature: ___________________________________________ Date:___________________________
Dedicated Truck Delivery
*Please DO NOT make your payment out to Avalon Amenities
Payments & Purchase Orders are to be made directly out to Victor Stanley, LLC, 2103 Brickhouse Rd, Dunkirk, MD 20754
Releasing an Order into Production: Prior to Production, Victor Stanley,LLC requires your written confirmation as well as all required payment information in order to
establish the appropriate credit terms and expedite production. Orders are released into Production once Victor Stanley,LLC receives signed sales/purchase order, credit
determination and (where applicable) deposit, payment bond, etc.
Payment: Sales/purchase orders and payments are to be made out to Victor Stanley,LLC Victor Stanley accepts prepayment via check or credit card (Visa and MasterCard).
Credit terms are Net 30 with approved credit. All Net 30 credit determinations are made by Victor Stanley LLC's Credit Department.
Cancellation Fee: Victor Stanley,LLC manufactures all products to specific orders, and therefore reserves the right to charge a 20% cancellation fee if your order is canceled
while in Production.
It is the buyer’s sole responsibility to inspect shipment at the time of delivery, both by comparing the number of packages received to the number outlined on the Bill of
Lading, and by inspecting the packaging for damage. Damage, loss,or shortage must be noted on the signed Proof of Delivery prior to the departure of the delivery driver,
and must be reported within seven (7) days. Replacement cannot be guaranteed for damage, loss,or shortage not clearly noted on delivery paperwork and promptly
reported. This includes damage to materials that will be stored for later use.
All Victor Stanly,LLC products must be permanently affixed to the ground. Consult your local codes for regulations. Anchor bolts are not provided. Price does not include
installation or assembly.
While the vast majority of Victor Stanley,LLC components satisfy Buy America requirements, Victor Stanley,LLC must know if there are Buy America requirements before
the order is placed.
Avalon Amenities is the exclusive representative for Victor Stanley site furnishings in Southern California. Victor Stanley,LLC (VSI)is a manufacturer of site furnishings
including litter receptacles, benches, tables, planters, bike racks, bollards and ash urns. Neither Avalon Amenities nor VSI are contractors or sub-contractors working on-site.
As a result, they do not have the original contract, plans, specifications or any addendums/addendas for this project. Therefore, they can only be responsible for quoting and
providing the products and quantities that are the subject of the purchase order that has been provided.
RB-28 Steelsites RB Series 6' All-Steel Bench, Intermediate Armrest, Bronze Powder
Coat
SD-42 Ironsites Series 36-Gallon Side-Door Litter Receptacle, Latch, Dome Lid, Black
Plastic Liner, Bronze Powder Coat
Page 1 of 2
This Sales Order for Victor Stanley, LLC in Dunkirk MD is
valid for 30 days.
updated November 28, 2023
Q102315
City of Azusa
City, State, Zip Code
Company
Contact Name
City of Azusa Total shipping weight =13,410 lbs. from
Dunkirk, MD.
Freight pricing is valid for 30-days from the
date of this quote.
If a lift gate truck is required, there may be an
additional charge added to the freight cost.
Ship Via: Common Carrier
Unloading is the responsibility of the receiver.
Ship Freight: Prepaid and Add
Shipping Method: FOB Factory
Estimated Lead Time: Allow 7 to 9 weeks for
production of your order
Contact Phone # for Delivery
Contact Name for Delivery
knarik.vizcarra@azusaca.gov
Address
Azusa, CA 91702
City, State, Zip CodeAddress
Knarik Vizcarra
213 East Foothill Blvd
Company
Exclusive Representatives of the Victor Stanley Product Line in Southern California
Representative Sales Order/Purchase Order
Quote Date:
Quote No.
Project Name:
8.) We realize that projects funded by infrastructure bills may be tied to Buy America requirements; does this project have Buy America requirements?
__________________________________________________________________________________________________________
Victor Stanley, LLC as represented by:Page 2 of 2
Please provide the following additional information below when placing your order:
3.)Is a liftgate needed to off load at delivery? (Lift gate fees start at $158.00 and increase with order size. Some orders may be too large to be shipped
with a lift gate equipped truck. No 8' benches can include a lift gate.) ______________________________________________________
Temecula, CA 92591
Phone: (951) 299-9394 Fax: (951) 755-8809
Q102315
City of Azusa
Attn: David Skalka, President This Sales Order for Victor Stanley, LLC in Dunkirk MD is
valid for 30 days.davids@avalonamenities.com
31915 Rancho California Rd, Suite 200-324 updated November 28, 2023
7.) Is there a required delivery date (Memorial, Special Event, Grand Opening, etc.)? Expediting production schedule fees may apply._________
1.) Online payment contact name and email address (the email address for eBilling/electronic billing)? ___________________________________
2.) If your project is state sales tax exempt, please provide a copy of your exemption form at this time. Is your project state sales tax
exempt?_______________________________________________________________________________________________________________
5.)Does your project require UV Resistant Packaging Labels? (Will the products be stored outside and/or exposed to sun/rain, etc.) UV Resistant
Packaging Labels will be $20 per product. ________________________________________________________________________
4.) If you do not need a lift gate, please verify what equipment you have to offload (forklift, pallet jack, manpower, etc.)_____________________
6.) If your order is completed prior to the estimated lead time, may we ship your order early? If not, please provide the earliest date you can accept the
products?___________________________________________________________________________________________________
Exclusive Representatives of the Victor Stanley Product Line in Southern California
Representative Sales Order/Purchase Order
Quote Date:
Quote No.
Project Name:
Bill To:Ship To:
Quantity Weight (lbs)Unit Cost Total Cost
17 346 $1,515.00 $25,755.00
25 295 $1,768.00 $44,200.00
Sub-Total $69,955.00
Tax $7,170.39
*Freight $7,400.00
Total $84,525.39
31915 Rancho California Rd, Suite 200-324 updated November 28, 2023
Victor Stanley, LLC as represented by:Page 1 of 2
Attn: David Skalka, President This Sales Order for Victor Stanley, LLC in Dunkirk MD is
valid for 30 days.davids@avalonamenities.com
City of Azusa Total shipping weight =13,257 lbs. from
Dunkirk, MD.
Freight pricing is valid for 30-days from the
date of this quote.
If a lift gate truck is required, there may be an
additional charge added to the freight cost.
Ship Via: Common Carrier
Unloading is the responsibility of the receiver.
Ship Freight: Prepaid and Add
Shipping Method: FOB Factory
Estimated Lead Time: Allow 7 to 9 weeks for
production of your order
Company Company
Temecula, CA 92591 Q102315-B
Phone: (951) 299-9394 Fax: (951) 755-8809 City of Azusa
Knarik Vizcarra
Contact Name Address
213 East Foothill Blvd Azusa, CA 91702
Contact Email
Address City, State, Zip Code
Azusa, CA 91702
City, State, Zip Code Contact Name for Delivery
626-812-5200
Contact Phone Contact Phone # for Delivery
knarik.vizcarra@azusaca.gov
To convert this into a valid purchase order to Victor Stanley, LLC kindly sign & return to davids@avalonamenities.com within 30 days to honor this pricing.
Model Description
RB-28 Steelsites RB Series 6' All-Steel Bench, Bronze Powder Coat
SD-42 Ironsites Series 36-Gallon Side-Door Litter Receptacle, Latch, Dome Lid, Black
Plastic Liner, Bronze Powder Coat
Payments & Purchase Orders are to be made directly out to Victor Stanley, LLC, 2103 Brickhouse Rd, Dunkirk, MD 20754
*Please DO NOT make your payment out to Avalon Amenities
*Customer may be billed and responsible for any additional sales tax that may apply.
Dedicated Truck Delivery
Releasing an Order into Production: Prior to Production, Victor Stanley,LLC requires your written confirmation as well as all required payment information in order to
establish the appropriate credit terms and expedite production. Orders are released into Production once Victor Stanley,LLC receives signed sales/purchase order, credit
determination and (where applicable) deposit, payment bond, etc.
Payment: Sales/purchase orders and payments are to be made out to Victor Stanley,LLC Victor Stanley accepts prepayment via check or credit card (Visa and MasterCard).
Credit terms are Net 30 with approved credit. All Net 30 credit determinations are made by Victor Stanley LLC's Credit Department.
Cancellation Fee: Victor Stanley,LLC manufactures all products to specific orders, and therefore reserves the right to charge a 20% cancellation fee if your order is canceled
while in Production.
It is the buyer’s sole responsibility to inspect shipment at the time of delivery, both by comparing the number of packages received to the number outlined on the Bill of
Lading, and by inspecting the packaging for damage. Damage, loss,or shortage must be noted on the signed Proof of Delivery prior to the departure of the delivery driver,
and must be reported within seven (7) days. Replacement cannot be guaranteed for damage, loss,or shortage not clearly noted on delivery paperwork and promptly
reported. This includes damage to materials that will be stored for later use.
All Victor Stanly,LLC products must be permanently affixed to the ground. Consult your local codes for regulations. Anchor bolts are not provided. Price does not include
installation or assembly.
While the vast majority of Victor Stanley,LLC components satisfy Buy America requirements, Victor Stanley,LLC must know if there are Buy America requirements before
the order is placed.
Avalon Amenities is the exclusive representative for Victor Stanley site furnishings in Southern California. Victor Stanley,LLC (VSI)is a manufacturer of site furnishings
including litter receptacles, benches, tables, planters, bike racks, bollards and ash urns. Neither Avalon Amenities nor VSI are contractors or sub-contractors working on-site.
As a result, they do not have the original contract, plans, specifications or any addendums/addendas for this project. Therefore, they can only be responsible for quoting and
providing the products and quantities that are the subject of the purchase order that has been provided.
X Name (Please Print): ___________________________________________ Title:___________________________
X Customer Signature: ___________________________________________ Date:___________________________
Exclusive Representatives of the Victor Stanley Product Line in Southern California
Representative Sales Order/Purchase Order
Quote Date:
Quote No.
Project Name:
Victor Stanley, LLC as represented by:Page 2 of 2
Attn: David Skalka, President This Sales Order for Victor Stanley, LLC in Dunkirk MD is
valid for 30 days.davids@avalonamenities.com
31915 Rancho California Rd, Suite 200-324 updated November 28, 2023
Temecula, CA 92591 Q102315-B
Phone: (951) 299-9394 Fax: (951) 755-8809 City of Azusa
6.) If your order is completed prior to the estimated lead time, may we ship your order early? If not, please provide the earliest date you can accept the
products?___________________________________________________________________________________________________
7.) Is there a required delivery date (Memorial, Special Event, Grand Opening, etc.)? Expediting production schedule fees may apply._________
8.) We realize that projects funded by infrastructure bills may be tied to Buy America requirements; does this project have Buy America requirements?
__________________________________________________________________________________________________________
Please provide the following additional information below when placing your order:
1.) Online payment contact name and email address (the email address for eBilling/electronic billing)? ___________________________________
2.) If your project is state sales tax exempt, please provide a copy of your exemption form at this time. Is your project state sales tax
exempt?_______________________________________________________________________________________________________________
3.)Is a liftgate needed to off load at delivery? (Lift gate fees start at $158.00 and increase with order size. Some orders may be too large to be shipped
with a lift gate equipped truck. No 8' benches can include a lift gate.) ______________________________________________________
4.) If you do not need a lift gate, please verify what equipment you have to offload (forklift, pallet jack, manpower, etc.)_____________________
5.)Does your project require UV Resistant Packaging Labels? (Will the products be stored outside and/or exposed to sun/rain, etc.) UV Resistant
Packaging Labels will be $20 per product. ________________________________________________________________________
Exclusive Representatives of the Victor Stanley Product Line in Southern California