SR-07-28-2015-3GSunda 61611110a'
City Council Regular Meeting: July 28, 2015
Agenda Item: 3 °a
To: Mayor and City Council
From: Martin Pastucha, Director, Public Works, Facilities Maintenance
Subject: Bid Award for Electrical and Street Lighting Supplies
Recommended Action
Staff recommends that the City Council:
1. Award Bid #4195 to One Source Distributors and Royal Wholesale Electric, both
California -based companies, for the purchase of electrical and street lighting
supplies;
2. Authorize the Purchasing Services Manager to issue purchase orders for
electrical and street lighting supplies with One Source Distributors in an amount
not to exceed $225,000 for one year, with two additional one -year renewal
options to extend with 2% to 10% increases depending on product brand, for a
total not to exceed $744,750 over three years; and Royal Wholesale Electric in
an amount not to exceed $125,000 for one year, with two additional one -year
renewal options to extend with a 2.25% increase each year for a total not to
exceed $383,502 over three years, with future year funding contingent on
Council budget approval.
Executive Summary
The City purchases a broad variety of electrical and street lighting supplies to maintain
City facilities and service the City's street lighting system. In April 2015, the City
solicited bids for the purchase of electrical and street lighting supplies. After reviewing
the six bids received, One Source Distributors and Royal Wholesale Electric are
recommended as the best bidders to provide electrical and street lighting supplies for a
total not to exceed amount of $1,128,252 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.
Approximately $260,000 was spent on electrical and street lighting supplies in FY 2014-
15.
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Vendor Selection
In April 2015, the City published Notices Inviting Bids to furnish and deliver electrical
and street lighting supplies as required by Facilities Services responsible for maintaining
City facilities and street lighting. 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 797 vendors were notified and 39
vendors downloaded the bid. Six bids were received and publicly opened on April 29,
2015 per Attachment A. Bids were evaluated based on the criteria in SMMC 2.24.072,
including price, previous experience, capacity and skill, ability to deliver, quality of
product, and compliance with City specifications. The City provided vendors with a list of
20 commonly purchased products on which to provide pricing as a comparison tool.
To ensure the City has access to the best pricing on purchases of electrical supply
products, staff recommends selecting the two vendors offering the best pricing on the
most items. One Source Distributors offered the best price on 10 of the products and
has satisfactorily provided the City with electrical and street lighting supplies at
reasonable prices since 2002. Royal Wholesale Electric offered the best price on seven
of the products. Both vendors offer a broad variety of products at competitive prices;
the other vendors are either not able to supply all products required by the City or offer
significantly higher pricing. Of the products bid, Advance ballasts, Ameron light poles,
GE starters, Lithonia light fixtures, Myers cabinets and Oldcastle pull boxes /lids will be
purchased from One Source. Cree items, GE ballasts, RAB light fixtures, and TCP
lamps will be purchased from Royal. Philips items will be purchased from both. Unbid
products and large orders will be purchased from the vendor with the best pricing.
Based on these criteria, One Source Distributors and Royal Wholesale Electric are
recommended as best bidders to provide electrical and street light supplies in
accordance with the City specifications.
Financial Impacts and Budget Actions
The purchase order to be awarded to One Source Distributors is for an amount not to
exceed $744,750 over a three year period. The purchase order to be awarded to Royal
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Wholesale Electric is for an amount not to exceed $383,502 over a three year period.
The purchase orders will be charged to account 014523.544010 and expenditures will
be transferred to the departments incurring maintenance services. Funds in the amount
of $350,000 are available in various FY 2015 -16 department budgets. Future year
funding is contingent on Council budget approval.
Prepared By: Kevin Nagata, Administrative Analyst
Approved Forwarded to Council
Martin Pastucha, Director 7/16/2015
Attachments:
Elaine M Polachek, Asst. City Ma71 OM15
A. Bid #4195 Electrical and Street Lighting Supplies Bid Results(PDF)
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