Title
ITB 19-020 - Cabinet & Wayfinding Signs
History
An invitation to bid (ITB) was issued on August 19, 2019 requesting bids to fabricate various non-illuminated cabinet and wayfinding signs per Village specifications. The design of the signs is based on the Village's Wayfinding and Branding Plan which was adopted by the Village Board of Trustees on June 20, 2016. The bid requested a contractor to provide pricing for 2019 and 2020 to fabricate cabinet and wayfinding signs as requested by Village and as detailed in Exhibit C - Sign Specifications. Fabrication requests will be submitted on an as-need basis by Village to vendor and should be fulfilled by vendor in a timely manner. Delivery, permitting and installation of signs would be the responsibility of the Village. The ITB was closed on 8/27/2019, at which time all bids received were publicly opened and read aloud at Village Hall before the Village Manager or his designee. Fifteen (15) vendors viewed the ITB on BidNet and a total of (2) two bids were received.
Bid Summary
Bid submissions were received from One Up Signs from Orland Park, IL and HWI Capital LLC d/b/a SAR Global Signs (HWI) from Rochester, NY. As One Up Signs is a local vendor, the Village's "Local Vendor Purchasing Policy" applies, which provides local vendors with preferential treatment when competing for contracts with the Village. The Village will not award a contract to a local vendor when the difference between the local vendors bid and the otherwise lowest responsive and responsible bid exceeds the applicable percentage indicated below. As such, when considering contracts, the Village reserves the right to forego the lowest responsive and responsible bid in favor of a local vendor under the following circumstances:
Contract Value Range (up to a maximum of)
$0 - $250,000 2.00%
$250,000 - 1,000,000 1.50%
$1,000,000 - 2,000,000 1.00%
Greater than $2,000,000 $20,000
In the case of ITB 19-020, as the annual contract value would not exceed $250,000, HWI's unit price difference was in all instances lower than One Up Signs by a margin greater than 2%, even when an estimated delivery charge per unit was added to HWI's pricing. As such, HWI was the low bidder for this project. Staff was able to speak with two of the three references provided by HWI, both of whom provided positive feedback regarding their experience with HWI. Staff also spoke to a representative from HWI directly to inquire about delivery costs, manufacturing locations and lead time for signs. HWI informed Staff that delivery would be on average $103 per sign, signs would be manufactured in Cleveland or Detroit and lead time would be 2 - 4 weeks from the order date.
Attached is a bid tab, which compares the pricing between HWI and One Up Signs for 2019 and 2020.
Financial Impact
Funding is budgeted for in the Development Services Department "Wayfinding and Braning" account 010-2003-484910 for FY2019 and FY2020.
To expedite the implementation of the Parks cabinet and wayfinding sign project, this case is presented to the Village Board of Trustees without prior review by the Parks and Recreation Committee.
Recommended Action/Motion
I move to approve awarding bid "19-020 - Cabinet & Wayfinding Signs" to HWI Capital LLC d/b/a SAR Global Signs from Rochester, NY, in an amount not to exceed the annual budget amount for Wayfinding and Branding for 2019 and 2020.