SR-06-23-2015-3B- "MM City Council Report
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City Council Regular Meeting: June 23, 2015
Agenda Item: 3 °13
To: Mayor and City Council
From: Susan Cline, Interim Director of Public Works
Subject: Purchase of Electrical Supplies from a Local Store
Recommended Action
Staff recommends that the City Council authorize the Purchasing Services Manager to
exercise the first year renewal option of Bid #4166 and issue a purchase order with
Electric Supply Connection, a California -based company, for electrical supplies in the
amount not to exceed $100,000 for one year, with one additional one -year renewal
option with an increase based on market conditions for a total not to exceed amount of
$300,000 over three years, with future year funding contingent on Council budget
approval.
Executive Summary
The City purchases a broad variety of electrical supplies to maintain City facilities and
service the City's street lighting system. In May 2014, the City solicited bids for the
purchase of electrical supplies from a local store. After reviewing the six bids received,
Electric Supply Connection was selected to provide electrical supplies for FY 2014 -15 in
an amount not to exceed $87,125. Electric Supply Connection, the best bidder, is
recommended to provide electrical supplies for the next two years through June 2017
for a total not to exceed amount of $300,000 over a three -year period.
Discussion
Staff completes approximately 3,000 electrical work orders per year including repair of
lighting and power systems at City facilities and maintenance of street lighting. On
September 11, 2012 (Attachment B), Council awarded Bid #4002 to One Source
Distributors to provide electrical supplies via delivery for a three -year period, for a total
not to exceed amount of $950,000. While One Source Distributors are able to meet the
majority of routine electrical supply needs, staff receives a significant amount of short -
notice repair requests (e.g. lighting or power outages) requiring parts to be purchased
from a local supply vendor immediately, instead of waiting a few days for deliveries.
1 of 3
Vendor Selection
In May 2014, the City published Notices Inviting Bids to provide electrical supplies from
a local store as required by Facilities Services responsible for electrical and street
lighting repairs in accordance with City specifications. The bid was posted on the City's
on -line bidding site, and notices were advertised in the Santa Monica Daily Press in
accordance with City Charter and Municipal Code provisions. A total of 700 vendors
were notified, 32 vendors downloaded the bid (Bid #4166). Six bids were received and
publicly opened on June 6, 2014 per Attachment A. Bids were evaluated based on the
criteria in SMMC 2.24.072, including price, previous experience, ability to deliver, quality
of product, and compliance with City specifications.
Electric Supply Connection is not the lowest bidder, but offered competitive pricing, a
wide selection of products and a store location only a mile away from the City Yards
Electrical Shop. Electric Supply Connection has also provided the City with electrical
supplies satisfactorily for several years. All other bidders had store locations at least 12
miles away. As staff makes approximately 500 short - notice electrical supply runs per
year, selecting the lowest priced vendor with a store location at least 12 miles away
would increase travel by approximately 1,000 hours per year, more than offsetting any
cost savings achieved from materials purchased. Based on these criteria, Electric
Supply Connection was recommended as the best bidder to supply electrical supplies in
accordance with the City specification.
On November 3, 2014, the Purchasing Services Manager awarded Bid #4166 and
issued purchase order #24259 -OF to Electric Supply Connection to provide electrical
supplies through June 2015 in an amount not to exceed $87,125. At the time of
issuance, the purchase order was approved under the Purchasing Services Manager's
authority. This action incorporates both the purchase order #24259 -OF and two
additional one -year renewal options for a three -year total not to exceed $300,000.
Financial Impacts and Budget Actions
The renewal option and purchase order to be awarded to Electric Supply Connection is
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for an amount not to exceed $300,000. The purchase order will be charged to account
014523.544010 and expenditures will be transferred to departments incurring
maintenance services. Funds in the amount of $100,000 are included in the FY 2015 -17
Proposed Biennial Budget in various department budgets. Future year funding is
contingent on Council budget approval.
Prepared By: Kevin Nagata, Administrative Analyst
Approved Forwarded to Council
�1
Susan Cline, Interim Director of PO
Attachments:
Elaine M Polachek, Interim City PSAI- OOrl5
A. Results for Bid #4166 Electrical Supplies
B. September 11, 2012 Staff Report
(PDF)
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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