SR 07-25-2017 3G
Ci ty Council
Report
City Council Meeting : July 25, 2017
Agenda Item: 3.G
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To: Mayor and City Council
From: Susan Cline, Director , Public Works, Facilities Maintenance
Subject: Reject Bid for Local Electrical Supplies via In -Store Purchases
Recommended Action
Staff recommends that the City Council:
1. Reject the only bid for Bid #4284 to furni sh electrical supplies via in -store
purchases as required by the Facilities Maintenance Division and Street & Fleet
Services Division ;
2. Direct staff to reissue a bid in order to obtain the best bidder for l ocal e lectrical
s upplies via i n -store purchases.
Executive Summary
The City purchases a variety of electrical supplies to maintain City facilities and street
lighting . This June , staff published a request for bids for local electrical supplies via in -store
purchases. One bidder respo nded, One Source Distributors, which is located in Garden
Grove , approximately 40 miles away from Santa Monica. After review of the bid, staff
determined that it would be in the best interest of the City to: 1) reject the bid, 2) issue a
new Request for Bi ds, and 3) require that all bidders have a physical store location within a
10 -mile radius of Santa Monica .
Background
On July 28, 2015, Council awarded Bid #4195 to One Source Distributors and Royal
Wholesale Electric to furnish and deliver electrical an d street lighting supplies, per
Attachment A. While One Source Distributors and Royal Wholesale Electric are able to
meet a wide variety of electrical supply needs via delivery, staff also requires a local
electrical supply store within close proximity for immediate supply needs.
The last approved local electrical supply vendor was Electric Supply Connection,
located in West Los Angeles, less than two miles from the City Yards. The purchase
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order was awarded via informal bid for a three -year period and ex pired June 30, 2017.
Discussion
Staff from the Facilities Maintenance Division and Street & Fleet Services Division
complete over 2,500 electrical related work orders per year, including lighting repairs of
City offices, public parks, various City facili ties, power systems, and maintenance of
street lighting. Supplies are purchased through a combination of delivery and in -store
purchases. In -store purchases are necessary for any work orders that require
immediate attention and are urgent in nature. Staff currently averages over 10 electrical
supply store runs per week to meet the City’s needs.
On May 31, 2017, the City published a Notice Inviting Bids to provide electrical supplies
via in -store purchases. The bid was posted on the City's online bidding si te , and notices
were advertised in the Santa Monica Daily Press in accordance with City Charter and
Municipal code provisions. Ten vendors downloaded the bid. One bid was received and
publicly opened on June 12, 2017, per Attachment B.
The only bidder, On e Source Distributors, is located in Garden Grove, CA, over 40
miles away from the City. Although the bidder is one of the City’s current supplier s of
electrical parts via shipment, t he distance of the bidder’s store location would prohibit
convenient in -s tore purchases to meet immediate electrical needs that may arise .
Considering mileage, lost work due to travel time, the urgent nature of certain work
requests, and the frequency of in -store purchases, selecting a vendor 40 miles away
would not be in the b est interest of the City.
The City’s current local electrical supplier missed the submission deadline because the
vendor confused Bid 4284 with concurrent Bid 119, which had similar electrical
categories but a deadline that was two days later.
In an ef fort to engage prospective bidders, an additional electrical category will be
added to the bid opportunity notification which will aid in notifying more vendors of the
Request for Bids. Moreover, the duration of the bid posting will be increased to two
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wee ks to allow ample time for bid submissions.
Staff recommends rejecting the one bid received from One Source Distributors and
issuing a new Request for Bids that requires bidder s to have a physical store location
within a 10 -mile radius of the City Yards , located at 2500 Michigan Ave., Santa Monica ,
CA 90404.
Financial Impacts and Budget Actions
There is no immediate financial impact or budget action necessary as a result of the
recommended action.
Prepared By: Kyla Johnson, Administrative Analyst
Approv ed
Forwarded to Council
Attachments:
A. July 28, 2015 Staff Report
B. Bid # 4284 Bid Results
Bid Results for Project ELECTRICAL SUPPLIES VIA IN-STORE PURCHASES (4284)
Issued on 05/31/2017
Bid Due on June 12, 2017 3:00 PM (Pacific)
Item
Num Section Description
Unit of
Measure Unit Price Comment
1 Pricing 12/2 MC CABLE – 250 FEET Ea $88.89
2 Pricing 12/3 MC CABLE – 250 FEET Ea $217.69
3 Pricing EMT CONDUIT – 1” – 10 FEET Ea $7.38
4 Pricing EMT CONDUIT – 1/2” – 10 FEET Ea $2.47
5 Pricing WESTGATE 30W LED FLOOD LIGHT LF3-30-TR Ea $41.00
6 Pricing
HALO 6” ML56068XX 600 SERIES 80 CRI LED LIGHT MODULE (No Substitutes
accepted )Ea $39.50
7 Pricing JUNCTION BOX 12X12X6 Ea $14.78 Huffman
8 Pricing LEVITON GFCI RECEPTACLE - 15 AMP -7599-W Ea $10.00 DRS 1597W Brand
9 Pricing LEVITON WEATHER RESISTANT GFCI RECEPTACLE 15A WR599-W Ea $11.66 D & S 1597 - TRWRW
10 Pricing LIQUID TIGHT METALLIC FLEXIBLE CONDUIT – ¾” – 100 FT Ea $82.16 Anaconda
11 Pricing
PHILIPS ADVANCE ICN-2P32-N F32T8/2P BALLAST- CASE OF 12 (No Substitutes
accepted )Ea $9.17
12 Pricing LED LAMPS T8 4' 12W 5000K - 25 PACK Ea $9.00 12 Watt Discontinued Quote in 10 watt Philips
13 Pricing TROFFER 2X2 LAY-IN LIGHT FIXTURE LED Ea $56.00 Day Brite 2FG38b340-2-Dunn Dim
14 Pricing WIRE - THHN AWG #6 500 FEET Ea $175.00
15 Pricing WIRE - THHN AWG #10-500 FEET Ea $70.00
16 Pricing WIRE - THHN AWG #12-500 FEET Ea $47.00
17
PLEASE INDICATE IF ANY DISCOUNTS ARE OFFERED FOR BULK PURCHASES OF
ITEMS (INDICATE ITEM(S) AND QUANTITY OR $ VALUE NEEDED TO ACHIEVE PRICE
BREAK POINTS):
We will always offer the best discount on all
purchases
18 LIST ANY ADDITIONAL BID COMMENTS (IF ANY):
1 General Questions PLEASE INDICATE YOUR FIRM’S BUSINESS TAX ID #:Question 51-0580609
2 General Questions
DOES YOUR FIRM HAVE A STORE LOCATION IN THE VICINITY OF SANTA MONICA
WHERE SUPPLIES MAY BE PURCHASED ON ACCOUNT?Question
(NO) Closet Location:
12101 Western Ave
Garden Grove, CA 92841
3 General Questions
PLEASE INDICATE THE TYPES OF PRODUCTS YOUR COMPANY KEEPS IN STOCK AT
YOUR LOCAL STORE LOCATION LISTED ABOVE (CHECK ALL THAT APPLY):Question
ü CONDUIT / EMT PIPE / PVC PIPE
ü EMERGENCY LIGHTING / EXIT SIGNAGE
ü HAND DRYERS & PARTS
ü LIGHT FIXTURES, BULBS, BALLASTS, SENSORS,
TIMERS
ü OUTLETS / RECEPTACLES / COVER PLATES
ü POWER STRIPS
ü PULL BOXES & COVERS
ü STREET LIGHT BALLASTS, LAMPS, PHOTOCELLS &
STARTERS
ü WIRE (AWG)
4 General Questions
PLEASE INDICATE THE TYPES OF SUPPLIES, BRANDS AND AMOUNT OF INVENTORY
KEPT IN STOCK AT YOUR LOCAL STORE LOCATION (ATTACH ADDITIONAL SHEETS, A
CATALOG OR WEBSITE ADDRESS, IF AVAILABLE):Question
One Source Distributors is a full line electrical
distributor see attached line card
www.1sourcedist.com
5 General Questions
CAN YOUR COMPANY PROVIDE A PRINTED INVOICE LISTING COST AND TAX
CHARGES TO ELECTRICAL STAFF MAKING IN-STORE PURCHASES ON ACCOUNT AT
THE TIME OF THE TRANSACTION?Question Can Comply
General Questions
Payment Terms (Enter payment discount terms; otherwise net thirty (30) days will
apply.Question 2% 25 Days Net 30
General Questions
Percent discount off of manufacturer's price list for related miscellaneous items
such as floor mats, additional manuals:Question 10% to 40%
9 Renewal Options
The City desires the right and option to extend any contract hereunder for
additional one-year renewal periods from date of expiration at the same price,
terms and conditions, as specified below from date of expiration at the same price,
terms and conditions.
10 Renewal Options Period 2 (First Annual Renewal Option)Question 5% Increase
11 Renewal Options Period 3 (Second Annual Renewal Option)Question 5% Increase
12 Renewal Options Period 4 (Third Annual Renewal Option)Question 5% Increase
13 Renewal Options Period 5 (Fourth Annual Renewal Option)Question 5% Increase
Business License
Required Yes
Oaks Form Incomplete Form
Planetbids
Vendor Notifications: 1178
Vendor Downloads: 10
One Source Distributors
Santa Fe Springs, CA