SR 04-24-2018 3C
City Council
Report
City Council Meeting: April 24, 2018
Agenda Item: 3.C
1 of 3
To: Mayor and City Council
From: Susan Cline, Director, Public Works, Facilities Maintenance
Subject: Bid Award for Local Electrical Supplies via In-Store Purchases
Recommended Action
Staff recommends that the City Council:
1. Award Bid #4306 to Electric Supply Connection, a California-based company, to
furnish electrical supplies via in-store purchases as required by the Public Works
Department; and
2. Authorize the Purchasing Services Manager to issue the Public Works
Department a purchase order with Electric Supply Connection for the purchase of
electrical supplies in an amount not to exceed $100,000 for one year, with two
additional two-year renewal options, with an annual increase of 2%, for a total
amount not to exceed $520,405 over a five-year period, with future year funding
contingent on Council budget approval.
Executive Summary
The Public Works Department purchases a variety of electrical supplies to maintain City
facilities and street lighting. While the City receives a large majority of its planned
electrical supplies via delivery, in-store purchases are still necessary for any work
orders that require immediate attention and are urgent in nature. Staff recommends
Electric Supply Connection to provide electrical supplies to the Public Works
Department for a total amount not to exceed $520,405 over a five-year period.
Background
On July 25, 2017, Council rejected Bid #4284 to furnish electrical supplies via in-store
purchases and required that bidders have a physical location within a 10-mile radius of
Santa Monica (Attachment A). The only bidder, One Source Distributors, is located in
Garden Grove, CA, over 40 miles away from the City.
Discussion
2 of 3
Staff from the Facilities Maintenance Division and Street & Fleet Services Division of the
Public Works Department complete approximately 2,500 electrical-related work orders
per year, including electrical repairs in City offices, public parks, various City facilities
and the maintenance and repair of street lighting. Electrical supplies are obtained
through a combination of delivery and in-store purchases. Planned projects, large
purchases, and standard shop stock items are purchased through a separate contract.
Even with this process, staff still currently average over 12 in-store electrical supply
purchases per week for urgent and unplanned incidents.
Vendor/Consultant Selection
On January 18, 2018, the City published Notices Inviting Bids to provide electrical
supplies via in-store purchases in accordance with City specifications. 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. A
total of 21 vendors downloaded the bid. Three bids were received and publicly opened
on February 1, 2018, per Attachment B. Bids were evaluated based on the criteria in
SMMC 2.24.072, including price, quality of products quoted and compliance with City
specifications. There were 16 sample items quoted for bid and each vendor had multiple
items for which they were the lowest bidder. Electric Supply Connection is the lowest
bidder on 5 of the items and second lowest on an additional 5 items. Its store location is
less than two miles from the City Yards (2500 Michigan Avenue), where the Facilities
Maintenance and Street and Fleet Services workshops are located. The other two
bidders’ closest store locations are 32 miles (Summers Group) and 17 miles (Wesco
Distribution) from the City Yards, which would effectively prohibit the necessary in-store
purchases. Moreover, Electric Supply Connection is the only bidder to offer four renewal
options. If taken as an average across all bid line items, there was a 13% increase in
the prices quoted above those of Summers Group, but staff determined that this offset
was justified given the staff time required to travel to Santa Fe Springs for supplies.
Based on these criteria, staff recommends Electric Supply Connection as the best
bidder.
Financial Impacts and Budget Actions
3 of 3
The purchase order to be awarded to Electric Supply Connection, for the Facilities
Maintenance Division, is for an amount not to exceed $416,324. Funds of $80,000 are
available in the FY 2017-18 budget in various departments. The purchase order will be
charged to account 014523.544010, and expenditures will be transferred to
departments incurring maintenance services. Future year funding is contingent on
Council budget approval.
The purchase order to be awarded to Electric Supply Connection, for the Street & Fleet
Services Division, is for an amount not to exceed $104,081. Funds of $20,000 are
available in the FY 2017-18 budget in the Public Works Department. The purchase
order will be charged to accounts 014212.544010. Future year funding is contingent on
Council budget approval.
Prepared By: Kyla Johnson, Senior Administrative Analyst
Approved
Forwarded to Council
Attachments:
A. July 25, 2017 Staff Report
B. F4306 LOCAL ELECTRICAL SUPPLIES_BID RESULTS
C. Electric Supply Connection Oaks
City Council
Report
City Council Meeting: July 25, 2017
Agenda Item: 3.G
1 of 3
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 furnish 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 local electrical
supplies via in-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 responded, 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 Bids, 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 and 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
2 of 3
order was awarded via informal bid for a three-year period and expired 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 facilities, 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, One 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 suppliers of
electrical parts via shipment, the distance of the bidder’s store location would prohibit
convenient in-store 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 best 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 effort 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
3 of 3
weeks 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 bidders 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
Approved
Forwarded to Council
Attachments:
A. July 28, 2015 Staff Report
B. Bid # 4284 Bid Results
Bid Results for Project LOCAL ELECTRICAL SUPPLIES (4306)
Issued on 01/18/2018
Bid Due on February 1, 2018 3:00 PM (Pacific)
ITEM
NUMBER SECTION DESCRIPTION UNIT OF
MEASURE QUANTITY
ELECTRIC SUPPLY
CONNECTION -
UNIT PRICE
ELECTRIC SUPPLY
CONNECTION -
LINE TOTAL
ELECTRIC SUPPLY
CONNECTION -
COMMENT
SUMMERS
GROUP -
UNIT PRICE
SUMMERS
GROUP -
LINE TOTAL
SUMMERS
GROUP -
COMMENT
WESCO
DISTRIBUTION -
UNIT PRICE
WESCO
DISTRIBUTION -
LINE TOTAL
WESCO DISTRIBUTION -
COMMENT
1 PRICING 12/2 MC CABLE - 250 FEET (IN-STORE PRICE)EACH 1 $110.93 $110.93 per 250ft $92.73 $92.73 $148.00 $148.00
2 PRICING 12/3 MC CABLE - 250 FEET (IN-STORE PRICE)EACH 1 $195.14 $195.14 per 250ft $152.52 $152.52 $227.00 $227.00
3 PRICING EMT CONDUIT - 1" - 10 FEET (IN-STORE PRICE)EACH 1 $9.63 $9.63 per 10ft $7.52 $7.52 $7.15 $7.15
4 PRICING EMT CONDUIT - 1/2" - 10 FEET (IN-STORE PRICE)EACH 1 $3.05 $3.05 per 10ft $2.44 $2.44 $2.39 $2.39
5 PRICING WESTGATE 30W LED FLOOD LIGHT LF3-30-TR (IN-STORE PRICE)EACH 1 $42.77 $42.77 each $44.30 $44.30 $52.00 $52.00
6 PRICING HALO 6" ML56068XX 600 SERIES 80 CRI LED LIGHT MODULE EACH 1 $43.55 $43.55 each $88.09 $88.09 $90.00 $90.00
7 PRICING JUNCTION BOX 12X12X6 (IN-STORE PRICE)EACH 1 $19.60 $19.60 each $19.43 $19.43 $48.00 $48.00
8 PRICING LEVITON GFCI RECEPTACLE - 15 AMP - 7599-W (IN-STORE PRICE)EACH 1 $11.99 $11.99 each $12.32 $12.32 $17.00 $17.00
9 PRICING LEVITON WEATHER RESISTANT GFCI RECEPTACLE 15A WR599-W (IN-STORE PRICE)EACH 1 $14.53 $14.53 each $14.39 $14.39 $19.00 $19.00
10 PRICING LIQUID TIGHT METALLIC FLEXIBLE CONDUIT - ¾" - 100 FT (IN-STORE PRICE)EACH 1 $180.23 $180.23 per full box 100ft $80.95 $80.95 $94.00 $94.00
11 PRICING PHILIPS ADVANCE ICN-2P32-N F32T8/2P BALLAST - (IN-STORE PRICE). INCLUDE IN THE
COMMENT SECTION THE NUMBER OF BALLASTS PER PACK.PER PACK 1 $376.00 $376.00 20 per pack $9.09 $181.80 $12.00 $240.00 10 per case
12 PRICING LED LAMPS T8 4' 12W 5000K- (IN-STORE PRICE). INCLUDE IN THE COMMENT SECTION
THE NUMBER OF LAMPS PER PACK.PER PACK 1 $240.00 $240.00 24 per pack $8.55 $205.20 $14.00 $336.00 20 per case
13 PRICING TROFFER 2X2 LAY-IN LIGHT FIXTURE LED (IN-STORE PRICE)EACH 1 $48.00 $48.00 per 500ft $96.59 $96.59 $85.00 $85.00
14 PRICING WIRE - THHN AWG #6 - 500 FEET SPOOL (IN-STORE PRICE)EACH 1 $243.79 $243.79 per 500ft $210.70 $210.70 $234.00 $234.00
15 PRICING WIRE - THHN AWG #10 - 500 FEET SPOOL (IN-STORE PRICE)EACH 1 $98.88 $98.88 per 500ft $84.45 $84.45 $94.00 $94.00
16 PRICING WIRE - THHN AWG #12 - 500 FEET SPOOL (IN-STORE PRICE)EACH 1 $54.72 $54.72 per 500ft $55.85 $55.85 $63.00 $63.00
17 PRICING ADDITIONAL FEES AND CHARGES NOT LISTED ABOVE (I.E. FREIGHT, FUEL SURCHARGES).
PROVIDE DESCRIPTION IN THE COMMENTS SECTION.LUMP SUM 1 $0.00 $0.00 No chrge N/A $0.01 $0.01 $0.00 $0.00
Standard Shipping no Charge.
Any additional expediting or
special ordering to be worked
out by City and Wesco.
18 PRICING LIST ANY ADDITIONAL BID COMMENTS (IF ANY):QUESTION 0 $0.00 $0.00 Prices sujbect to prx
3% yearly increase $0.00 $0.00 $0.00 $0.00
19 SUBTOTAL $1,692.81 $1,349.29 $1,756.54
20 QUESTIONS FOR THE BELOW LISTED QUESTIONS PLEASE PROVIDE YOUR RESPONSE IN THE COMMENT
SECTION.NOTE 0 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00
21 QUESTIONS PERCENT DISCOUNT OFF OF MANUFACTURER'S PRICE LIST FOR RELATED ITEMS SUBJECT
TO THIS BID NOT LISTED ABOVE: __________ % to_________ %QUESTION 0 $0.00 $0.00 Approximately 30%$0.00 $0.00 $0.00 $0.00
22 QUESTIONS PAYMENT TERMS (ENTER PAYMENT DISCOUNT TERMS; OTHERWISE NET THIRTY (30)
DAYS WILL APPLY.QUESTION 0 $0.00 $0.00 30 days okay $0.00 $0.00 $0.00 $0.00
23 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. FOR EACH SUBSEQUENT RENEWAL PERIOD
LISTED BELOW PLEASE INDICATE IN THE COMMENT SECTION WHICH OF THE FOLLOWING
APPLY: 1) NO RENEWAL OPTION OFFERED. 2) SAME PRICE, TERMS AND CONDITIONS
OFFERED. 3) % OF INCREASE/DECREASE OF PREVIOUS YEAR'S PRICE FOR ALL AREAS OR
OPTIONS. INCREASES GREATER THAN CPI WILL BE SUBJECT TO THE "ESCALATION & DE-
ESCALATION OF BID PRICE" CLAUSE IN THE BID. SPECIFY ALTERNATE TERMS AND
CONDITIONS IF APPLICABLE.
NOTE 0 $0.00 $0.00
Same price, subjiect
to manufacturer
increase.
$0.00 $0.00 $0.00 $0.00
24 RENEWAL
OPTIONS PERIOD 2 (FIRST ANNUAL RENEWAL OPTION)QUESTION 0 $0.00 $0.00 Yes $0.00 $0.00 $0.00 $0.00
ITEM
NUMBER SECTION DESCRIPTION UNIT OF
MEASURE QUANTITY
ELECTRIC SUPPLY
CONNECTION -
UNIT PRICE
ELECTRIC SUPPLY
CONNECTION -
LINE TOTAL
ELECTRIC SUPPLY
CONNECTION -
COMMENT
SUMMERS
GROUP -
UNIT PRICE
SUMMERS
GROUP -
LINE TOTAL
SUMMERS
GROUP -
COMMENT
WESCO
DISTRIBUTION -
UNIT PRICE
WESCO
DISTRIBUTION -
LINE TOTAL
WESCO DISTRIBUTION -
COMMENT
25 RENEWAL
OPTIONS PERIOD 3 (SECOND ANNUAL RENEWAL OPTION)QUESTION 0 $0.00 $0.00 Yes $0.00 $0.00 $0.00 $0.00
26 RENEWAL
OPTIONS PERIOD 4 (THIRD ANNUAL RENEWAL OPTION)QUESTION 0 $0.00 $0.00 Yes $0.00 $0.00 $0.00 $0.00
27 RENEWAL
OPTIONS PERIOD 5 (FOURTH ANNUAL RENEWAL OPTION)QUESTION 0 $0.00 $0.00 Yes $0.00 $0.00 $0.00 $0.00
Bid Results for Project LOCAL ELECTRICAL SUPPLIES (4306)
Issued on 01/18/2018
Bid Due on February 1, 2018 3:00 PM (Pacific)
ITEM
NUMBER SECTION DESCRIPTION UNIT OF
MEASURE QUANTITY
ELECTRIC SUPPLY
CONNECTION -
UNIT PRICE
ELECTRIC SUPPLY
CONNECTION -
LINE TOTAL
ELECTRIC SUPPLY
CONNECTION -
COMMENT
SUMMERS
GROUP -
UNIT PRICE
SUMMERS
GROUP -
LINE TOTAL
SUMMERS
GROUP -
COMMENT
WESCO
DISTRIBUTION -
UNIT PRICE
WESCO
DISTRIBUTION -
LINE TOTAL
WESCO DISTRIBUTION -
COMMENT
31 GENERAL
QUESTIONS PLEASE INDICATE YOUR FIRM'S BUSINESS TAX ID #:QUESTION 0 $0.00 $0.00 95-4669031 $0.00 $0.00 78-666-7282 $0.00 $0.00
32 GENERAL
QUESTIONS
DOES YOUR FIRM HAVE A STORE LOCATION IN THE VICINITY OF SANTA MONICA WHERE
SUPPLIES MAY BE PURCHASED ON ACCOUNT? NO, YES (PLEASE LIST CLOSEST LOCATION:
____________)
QUESTION 0 $0.00 $0.00
Yes. 12220 W. Pico
Blvd. Los Angeles,
CA 90064
$0.00 $0.00
NO, Sante Fe
Springs, can
deliver
$0.00 $0.00 16159 Stagg Street, Van Nuys,
CA 91406
33 GENERAL
QUESTIONS
IF AVAILABLE PLEASE ATTACH ADDITIONAL SHEETS, A CATALOG OR WEBSITE ADDRESS
LISTING YOUR CURERNT IN STORE STOCK QUESTION 0 $0.00 $0.00 www.electricsupply
connection.cpm $0.00 $0.00 www.rexelusa.co
m $0.00 $0.00
34 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? (SELECT ONE): CAN COMPLY, CANNOT COMPLY
QUESTION 0 $0.00 $0.00 Yes provide invoice
copy at pick up.$0.00 $0.00 Can Comply $0.00 $0.00 Yes. We can comply with
invoice requirements.
TOTAL $1,692.81 $979.93 $1,206.54
EXPERIENCE STATEMENT NOT INCLUDED NOT INCLUDED NOT INCLUDED
LIST OF SUB-CONTRACTORS NOT INCLUDED NOT INCLUDED NOT INCLUDED
LIVING WAGE CERTIFICATION NOT INCLUDED NOT INCLUDED NOT INCLUDED
CERTIFICATE OF COMPLIANCE NOT INCLUDED NOT INCLUDED NOT INCLUDED
CERTIFICATION REGARDING DEBARMENT NOT INCLUDED NOT INCLUDED NOT INCLUDED
NON-DISCRIMINATION POLICY ACKNOWLEDGEMENT COMPLETE NOT INCLUDED COMPLETE
NON-COLLUSION DECLARATION COMPLETE NOT INCLUDED COMPLETE
BUSINESS LICENSE BUSINESS LICENSE
NOT REQUIRED NOT INCLUDED BUSINESS LICENSE REQUIRED
OAKS INITIATIVE DISCLOSURE FORM INCOMPLETE NOT INCLUDED NOT INCLUDED
PLANETBIDS - VENDOR NOTIFICATIONS: 1271 VENDOR DOWNLOADS: 21
REQUIRED FORMS
REQUIRED FORMS
FORMS
FORMS
REQUIRED FORMS
REQUIRED FORMS
REQUIRED FORMS
REQUIRED FORMS
REQUIRED FORMS
Please attach additional pages if more space is required.
CITY OF SANTA MONICA
OAKS INITIATIVE NOTICE
NOTICE TO APPLICANTS, BIDDERS, PROPOSERS
AND OTHERS SEEKING DISCRETIONARY PERMITS, CONTRACTS,
OR OTHER BENEFITS FROM THE CITY OF SANTA MONICA
Santa Monica’s voters adopted a City Charter amendment commonly known as
the Oaks Initiative. The Oaks Initiative requires the City to provide this notice and
information about the Initiative’s requirements. You may obtain a full copy of the Initiative’s
text from the City Clerk.
This information is required by City Charter Article XXII—Taxpayer Protection. It
prohibits a public official from receiving, and a person or entity from conferring, specified
personal benefits or campaign advantages from a person or entity after the official votes,
or otherwise takes official action, to award a “public benefit” to that person or entity. The
prohibition applies within and outside of the geographical boundaries of Santa Monica.
All persons or entities applying or receiving public benefits from the City of Santa
Monica shall provide the names of trustees, directors, partners, and officers, and names
of persons with more than a 10% equity, participation or revenue interest. An exception
exists for persons serving in those capacities as volunteers, without compensation, for
organizations exempt from income taxes under Section 501(c)(3), (4), or (6), of the
Internal Revenue Code. However, this exception does not apply if the organization is a
political committee or controls political committees. Examples of a “public benefit” include
public contracts to provide goods or services worth more than $25,000 or a land use
approval worth more than $25,000 over a 12-month period.
In order to facilitate compliance with the requirements of the Oaks Initiative, the City
compiles and maintains certain information. That information includes the name of any
person or persons who is seeking a “public benefit.” If the “public benefit” is sought by an
entity, rather than an individual person, the information includes the name of every person
who is: (a) trustee, (b) director, (c) partner, (d) officer, or has (e) more than a ten percent
interest in the entity. Therefore, if you are seeking a “public benefit” covered by the Oaks
Initiative, you must supply that information on the Oaks Initiative Disclosure Form. This
information must be updated and supplied every 12 months.
Please attach additional pages if more space is required.
CITY OF SANTA MONICA
OAKS INITIATIVE DISCLOSURE FORM
In order to facilitate compliance with the requirements of the Oaks Initiative, the City compiles
and maintains certain information. That information includes the name of any person or persons
who is seeking a “public benefit.” If the “public benefit” is sought by an entity, rather than an
individual person, the information includes the name of every person who is: (a) trustee, (b)
director, (c) partner, (d) officer, or has (e) more than a ten percent interest in the entity.
Public benefits include:
1. Personal services contracts in excess of $25,000 over any 12-month period;
2. Sale of material, equipment or supplies to the City in excess of $25,000 over a 12-month
period;
3. Purchase, sale or lease of real property to or from the City in excess of $25,000 over a 12-
month period;
4. Non-competitive franchise awards with gross revenue of $50,000 or more in any 12-month
period;
5. Land use variance, special use permit, or other exception to an established land use plan,
where the decision has a value in excess of $25,000;
6. Tax “abatement, exception, or benefit” of a value in excess of $5,000 in any 12-month
period; or
7. Payment of “cash or specie” of a net value to the recipient of $10,000 in any 12-month
period.
Name(s) of persons or entities receiving public benefit:
Name(s) of trustees, directors, partners, and officers:
Name(s) of persons with more than a 10% equity, participation, or revenue interest:
Prepared by: ____________________________Title: __________________________
Signature: ______________________________________ Date: ________________
Email: ____________________________________ Phone: ____________________