SR-09-11-2012-3M10ir
City of City Council Report
Saute Monica"
City Council Meeting: September 11, 2012
Agenda Item: 3M
To: Mayor and City Council
From: Martin Pastucha, Director of Public Works
Subject: Bid Award for the Purchase of Electrical and Street Lighting Supplies
Recommended Action
Staff recommends that the City Council award Bid #4002 for the purchase of electrical
and street lighting supplies to One Source Distributors, a California -based company, in
an amount not to exceed $300,000 for FY 2012 -13, with two one -year options to renew,
for a total not to exceed amount of $950,000 over a three -year period.
Executive Summary
The City purchases a broad variety of electrical and street lighting supplies to maintain
City facilities and service over 8,000 street lights. In June 2012, the City solicited bids
for the purchase of electrical and street lighting supplies. After reviewing all five bids
received, One Source Distributors is recommended as the best bidder to provide
electrical and street lighting supplies for a total not to exceed amount of $950,000 over
a three - year - period.
Discussion
Staff completes approximately 2,800 work orders per year including repair of street
lights and poles, support for facility remodels, and maintenance of lighting fixtures /bulbs,
outlets, hand dryers and other electrical equipment at various City locations. In FY
2011 -12, staff purchased a variety of electrical and street lighting supplies for
approximately $320,000. Of this amount, approximately $100,000 was spent on
electrical supplies previously available from the Warehouse which is now closed. Due
to the variety and quantity of electrical and street lighting products needed, staff asked
vendors to quote fifteen of the most commonly ordered products based on historical
purchases to evaluate pricing and product selection.
1
Vendor Selection
In June 2012, the City published Notices Inviting Bids to provide electrical and street
lighting supplies. The bid was posted on the City's online bidding site and notices were
advertised in the Santa Monica Daily Press in accordance with City Charter and
Municipal Code provisions. Five bids were received and publicly opened on June 14,
2012 per Attachment A. Bids were evaluated on price, product availability and quality,
and compliance with City specifications. One Source Distributors is recommended as
the best bidder as they were the lowest price bidder that is able to meet all of the
specifications.
Financial Impacts & Budget Actions
The purchase order to be awarded to One Source Distributors is not to exceed
$300,000. Funds in the amount of $300,000 are included in the FY 2012 -2013 budget
in division 452. The purchase order will be charged to the following accounts:
014523.533225
$25,000
014523.533226
$25,000
014523.544010
$120,000
014523.566100
$10,000
014523.566330
$120,000
TOTAL
$300,000
Budget authority in subsequent years will be requested in each budget cycle for Council
approval. Future funding is contingent upon Council approval.
Prepared by: Kevin Nagata, Administrative Analyst
Approved:
Forwarded to Council:
Martin Pastucha Rod Gould
Director of Public Works City Manager
Attachments: A - Bid Summary
2
ATTACHMENTA
BID 4002 BID CLOSING DATE: 6-14-2012
BID DESCRIPTION: PROVIDE ELECTRICAL AND STREET LIGHTING SUPPLIES AS REQUIRED BY THE CITY OF SANTA MONICA FACILITIES MAINTENANCE DIVISION
ALL- PHASJSUPF SUPPLY
CREATIVE LIGHTING CONCEPTS
ONE SOURCE DISTRIBUTORS
PREMIUM QUALITY LIGHTING
WALTERSWHOLESAIE
BUSUP
WESTIAKE VILL4GE,CE
SANTA FE SPRINGS,CA
SIMI VALLEY, CA
BREA,CA
EST.ANNUAL
UNIT
EXEQUIVALENT
EXTENDED
EQUIVALENT
UNIT
EXTENDED
EQUIVALENT
UNIT
EXTENDED
EQUIVALENT
UNIT
EXTENDED
DESCRIPTION
USAGE
COST
OFFERED?
UNIT COST
COST
OFFERED?
COST
COST
OFFERED?
COST
COST
OFFERED?
COST
COST
GENERAL ELECTRIC
LUCAl0%3ERIE3100W HPS
40
842fi.30
8
$396.65
St5,866.00
$394.40
$ 15,]]6.00
NO BIO
NO BID
8416.00
$ 16640.00
66A BALLAST -$5]03
GENERAL ELECTRIC
LUCALOX SERIES 150W HPS
30
$458.94
$
$418.80
$12,564.00
$424.55
$ 12,]36.50
NO BID
NOSID
$448.00
$ 13,440.00
66A BALLAST -85299
GENERAL ELECTRIC
LUCALOX SERIES TOW HPS
100
$342.10
$
$309.30
530,930.00
5316.50
$ 31.550.00
NO BID
NO BID
$317.00
$ 31,]00.00
6 GA BALLAST- 25908
GENERAL ELECTRIC
STARTER- 019036
80
$208.42
S
$193.90
$15.512.00
5192.80
$ 15,424.00
NO BID
NO BIO
$204.00
$ 16,320.00
PHILIPS CERAMALUX ALTO
200
$8.02
8 1.604.00
$8.95
$ 1,790.00
WESTINGHOUSE
$7.13
$ 1,426.00
56.67
$ 1.334.00
SUPERIOR
514.00
$ 2.800.00
70W HPS BULB
LIFE #64210
PHILIPS MHCIOOIUIEDnIHW4K
200
NO BID
NO BID
$12.80
NO BID
HALLO
$18.95
NO BID
$11.40
$ 2280.00
SUPERIOR
320.SO
NO BID
METAL HALIDE LAMP
LIFE #64192
WESTINGHOUSE 37020 BULB
200
$9.26
S 1.852.00
SYLVANIA
$10.75
$ 2.150.00
$8.92
$ 1,784.00
$9.25
$ 1,850.00
SUPERIOR
St O.SO
S 2.100.00
#644]1
LIFE #70319
WESTINGHOUSE 37323 BULB
1000
$1.60
5 1.600.00
SYLVANIA
$143
S 1,430.00
$1.69
$ 1,690.00
$2.54
$ 2.540.00
SUPERIOR
$t85
$ 1.850.00
#2199
LIFE#81607
WESTINGHOUSE 37440 BULB
400
87.35
S 2.940.00
SYLVANIA
$8,95
S 3.580.00
$6.32
$ 2.528.00
$6.70
$ 2,680.00
SUPERIOR
$6.00
$ 3,200.00
#67514
LIFE#64210
WESTINGHOUSE 3]443 BULB
200
$7.82
5 1564.00
SYLVANIA
$8.95
S 1.790.00
$6.32
$ 1.264.00
$6.70
$ 1,340.00
SUPERIOR
$6.00
$ 1,600.00
#67516
LIFE #64215
WESTINGHOUSE 3]445 BULB
200
$8.86
S 1.72.00
SYLVANIA
$9.95
$ 1,990.00
$6.32
$ 1,264.00
$67 0
8 1,340.00
SUPERIOR
OR
$8.00
S 1,600.00
PHILIPS C400S51
#6]533
LIFE#64
/ALTO
UNIVERSAL 22834 BALLAST
250
$9.30
$ 2,325.00
SYLVANIA
510.90
S 2.725.00
$9.53
S 2.382.50
ADVANCE
$10.77
$ 2.692.50
SUPERIOR
$12.00
$ 3,000.00
#49838
IOPA2P32LWN35
LIFE #70218
16' PHILIPS LZ LUMEC STREET
2
$4972.00
5 9,944.00
$9,300.55
518.601.10
54,691.20
S 9,382.40
NO BID
NO BID
$6.495.00
S 12,990.00
LIGHT POLE & FIXTURE
26' PHILIPS LZ LUMEC STREET
2
$5752.00
S 11.504.00
$10,91270
$21,835.40
$5,426.40
$ 10,852.80
NO BID
NO BID
$7.510.00
S 15,020.00
LIGHT POLE 8 FIXTURE
PHILIPS LUMINAIRE FOR 26'
STREET LIGHT
2
$1,928.00
S 3,856.00
$4,733.20
$ 9,466.40
$1,870.90 $ $,741.80
NO BID NO BID
52.745.00 S 5,490.00
ULUMEC
POLE
SUBTOTAL
$120,664.80
$90,327.00
$8],925.00
$16,056.50
$94,250.00
SALES TAX (9.25%)
$11,161.49
$8,355.25
$8,133.06
$S g85.23
$8,718.13
DELIVERY
$0.00
$0.00
$0.00
$0.00
$0.00
GRAND TOTAL
$131,826.29
$98,682.25
$0.00
$17,541.73
$102,968.13
RENEWAL OPTIONS
YEARTWOINCREASE
Notoffered
5%
2% -6 % -GE
0%
7%
3%-10% - PHIUPS
NTE 7 %- ADVANCE
NTE S% -LUMEC
YEAR THREE INCREASE
Notoffered
5%
2 % -6 % -GE
0%
6%
3%-10% - PH I UPS
NTE 7 %- ADVANCE
NTE S% -LUMEC
PAYMENT TERMS
NET30
NET 30
2 %25 NET 30
NET30
1 %10 NET 30
FREE SHIPPING OFFERED WITH NO
$5,500 FREIGHT ALLOWED LUMEC
YES
YES
YES
NO -$50 MINI MUM ORDER
MINIMUM ORDER?
$3,500 FREIGHT ALLOWED BE LUCAUCX
% DISCOUNT OFFERED OFF MSRP FOR
GE- 30- 24UNITS -2.5%
N/A
10 % -2]%
5%-15 % - PQL SUPERIOR LIFE PRODUCT
5 %- 50 % -GE, UTHONIA, PRUDENTIAL
OTHER ITEMS
GE - 25-99 UNITS -5%
GE -10 -24 UNITS - 2.5%
GE- 25 -99 UNITS -5%
COMMENTS