SR 07-24-2018 3I
City Council
Report
City Council Meeting: July 24, 2018
Agenda Item: 3.I
1 of 3
To: Mayor and City Council
From: Susan Cline, Director, Public Works, Street & Fleet Services
Subject: Award Bid to One Source Distributors for Streetlight Electrical Parts
Recommended Action
Staff recommends that the City Council:
1. Award Bid #4351 to One Source Distributors, a California-based company, for
the purchase and delivery of streetlight repair supplies and parts; and
2. Authorize the Purchasing Services Manager to issue a purchase order with One
Source Distributors for the purchase and delivery of streetlight repair supplies
and parts in the amount not to exceed $200,450 for one year, with four additional
one-year renewal options to extend at a 4% price increase annually for a total
amount not to exceed $1,085,702, with future year funding contingent on Council
budget approval.
Summary
The Street and Fleet Services Division’s Streetlight Repair and Maintenance Shop is
responsible for maintaining the City’s 7,150 streetlights and growing network of
electrical vehicle (EV) charging stations. With an increase in the frequency of
inspections for streetlights, electrical service cabinets, broken pull boxes and related city
assets, expenditures for streetlight repair supplies and parts are expected to increase
over the next few years. Staff recommends that the City Council award the bid for the
purchase of streetlight repair supply and parts to One Source Distributors.
Discussion
The Street and Fleet Services Division’s Streetlight Repair Shop was established in
2016 as part of an internal reorganization within the Public Works Department. The
shop responds to repair requests from the public and City departments including Police
Department requests for services such as emergency callouts. The shop also
coordinates with Southern California Edison for the repair of shared utilities. Routine
repair inspections are also conducted for streetlights, electrical service cabinets, broken
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pull boxes, and other related city assets. Inspection schedules have increased with the
addition of two staff members in January of 2018.
Typical supply purchases consist of replacement light poles, light fixtures, bulbs, pull
boxes, electrical services cabinets, small tools, and other related hardware. The bulk of
supply costs would go toward the purchase of light poles, which can range from $2,200
to $22,000 depending on the pole design. With an increase in the frequency of
inspections for streetlights, electrical service cabinets, broken pull boxes and related
City assets, expenditures for streetlight repair supplies and parts are expected to
increase over the next few years.
Vendor Selection
Bid Data
Bid Posting
Date
Bid Posted On Bid Advertised in (City
Charter & Muni Code)
# of Vendors
Downloaded
# of Submittals
Received
Date Publicly
Opened
05/16/2018 City’s
Online
Bidding Site
Santa Monica Daily
Press
20 2 06/01/2018
Submittals Received Vendor Selection Recommendation
Graybar Electric
Supply
$10,275
Muni Code SMMC 2.24.072
OneSource
Distributors
$6,340
Evaluation Criteria Price, previous experience, ability to
deliver, quality of product, and
compliance with City specifications
Best and Lowest
Bidder
One Source Distributors
Best Bidder Justification
One Source Distributors, the lowest bidder, has delivered competitively priced, high quality
supplies and parts to the City within the desired timeframe for the past three years. The vendor’s
customer service and sales teams are very responsive.
Financial Impacts and Budget Actions
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Staff seeks authority to award a purchase order with One Source Distributors for the
purchase of streetlight repair supplies and parts.
Purchase Order Request
Request
Amount
FY 2018-19 Budget
Public Works Department
Account #
Total Purchase
Order Amount
$200,450 01500016.529400 $1,085,702
Future year funding is contingent on Council budget approval.
Prepared By: Kori Jones, Administrative Analyst
Approved
Forwarded to Council
Attachments:
A. July 28, 2015 Staff Report
B. One Source Distributors Oaks Initiative Form