SR 08-28-2018 3B
City Council
Report
City Council Meeting: August 28, 2018
Agenda Item: 3.B
1 of 3
To: Mayor and City Council
From: Susan Cline, Director, Public Works, Facilities Maintenance
Subject: Award Bid to One Source Distributors for Electrical and Lighting Supplies
Recommended Action
Staff recommends that the City Council:
1. Award Bid #4328 to One Source Distributors, a California-based company, for
the purchase of electrical and specialty lighting supplies as required by the Public
Works Department; and
2. Authorize the Purchasing Services Manager to issue a purchase order with One
Source Distributors for the purchase of electrical and specialty lighting supplies in
an amount not to exceed $336,600 for two years, with one additional three-year
renewal option, with a four percent annual increase for years two through five, for
a total amount not to exceed $893,694 over a five-year period, with future year
funding contingent on Council budget approval.
Summary
The Public Works Department purchases a broad variety of electrical and lighting
supplies to perform routine lighting maintenance and electrical upgrades at City
facilities. Staff recommends awarding Bid #4328 to One Source Distributors for
electrical and lighting supplies for a total amount not to exceed $893,694 over a five-
year period.
Discussion
The Facilities Maintenance Division completes approximately 3,000 electrical work
orders per year. Such work includes electrical outlet installations, lighting fixture
maintenance, hand dryer repairs and electrical remodeling upgrades at various City
facilities. To perform lighting maintenance and electrical upgrades at City facilities, staff
requires a broad variety of electrical and lighting supplies.
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The table below lists a breakdown of the amount that staff recommends awarding to
One Source Distributors for electrical and lighting supplies:
Purchase Order Term
Requested Annual %
Increase
Purchase Order
Amount
Year 1 - $ 165,000
Year 2 4% $ 171,600
Year 3 4% $ 178,464
Year 4 4% $ 185,603
Year 5 4% $ 193,027
Total Amount Not to Exceed - $ 893,694
Vendor Selection
Financial Impacts and Budget Actions
Bid Data
Bid Posting Date Bid Posted On
Bid Advertised In
(City Charter &
Municipal Code)
# of Vendors
Downloaded
# of
Submittals
Received
Date Publicly
Opened
03/09/2018 City's Online
Bidding Site
Santa Monica Daily
Press 27 04 03/28/2018
Submittals Received Vendor Selection Recommendation
Revolution
LED Lighting
$606
Municipal Code SMMC 2.24.072
One Source
Distributors
$1,345
Evaluation Criteria
Price, previous experience, ability to deliver, quality of
product, and compliance with City specifications.
Consolidated
Electrical
Distributors
$1,559
GON LED $4,509 Best Bidder One Source Distributors
Best Bidder Justification
One Source Distributors is not the lowest bidder but submitted a more comprehensive
bid than the lowest bidder, Revolution LED Lighting. The City requested that vendors
offer pricing for 12 commonly purchased products as to provide a pricing comparison
tool. The lowest bidder did not provide pricing on three of the 12 products, hence
lowering their total bid amount. Moreover, the vendor submitted pricing for product
substitutions that were less expensive and not of a comparable quality. One Source
Distributors has satisfactorily provided electrical and lighting supplies for the Public
Works Department for several years. One Source Distributors has continued to provide
the City with prompt deliveries, competitive pricing and quality product. Based on these
criteria, staff recommends One Source Distributors as the best bidder.
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Staff seeks authority to award a purchase order with One Source Distributors to provide
electrical and lighting supplies.
Purchase Order Request
Request
Amount
FY 2018-19 Budget
Public Works Department
Account #
Total Purchase
Order Amount
$165,000 01500020.525080 $893,694
Future year funding is contingent on Council budget approval.
Prepared By: Kyla Johnson, Senior Administrative Analyst
Approved
Forwarded to Council
Attachments:
A. One Source Distributors, LLC Oaks Form