SR 06-13-2023 5B
City Council
Report
City Council Meeting: June 13, 2023
Agenda Item: 5.B
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To: Mayor and City Council
From: Rick Valte, Public Works Director, Public Works, Engineering and Street
Services
Subject: Award Bid for Street Light Electrical Repair Services and Urgent Electrical
Construction
Recommended Action
Staff recommends that the City Council:
1. Adopt a finding of Categorical Exemption pursuant to Section 15301 (Existing
Facilities), of the California Environmental Quality Act (CEQA) Guidelines.
2. Award Bid #2685-4 to International Line Builders, Inc. as the primary
contractor, Bear Electrical Solutions, Inc. as the secondary contractor, and Yunex
LLC as tertiary contractor for citywide as-needed streetlight electrical repair
services and urgent electrical construction as required by the Public Works
Department.
3. Authorize the City Manager to negotiate and execute an agreement with
International Line Builders, Inc., in an amount not to exceed $400,000 for one
year, with four additional one-year renewal option(s) in the amount of $400,000
for a total amount not to exceed $2,000,000 over a five-year period, with future
year funding contingent on Council budget approval.
4. Authorize the City Manager to negotiate and execute an agreement with Bear
Electrical Solutions, Inc., in an amount not to exceed $400,000 for one year, with
four additional one-year renewal option(s) in the amount of $400,000 for a total
amount not to exceed $2,000,000 over a five-year period, with future year
funding contingent on Council budget approval.
5. Authorize the City Manager to negotiate and execute an agreement with Yunex
LLC in an amount not to exceed $400,000 for one year, with four additional one -
year renewal option(s) in the amount of $400,000 for a total amount not to
exceed $2,000,000 over a five-year period, with future year funding contingent on
Council budget approval.
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Summary
The City of Santa Monica utilizes electrical contractor services to perform as-needed
streetlight and park lighting repairs and installation services as requested by the
Engineering and Street Services Division. The need for contracted electrical services is
due to unanticipated damage to infrastructure such as street light pole replacement due
to vehicle accidents and storms. In addition, these services may be utilized to restore
street light functions in the event of copper wire theft and secure City infrastructure to
limit future theft. Staff recommends awarding the Street Light Electrical Repair Services
and Urgent Electrical Construction bid to three (3) contractors: International Line
Builders, Inc., Bear Electrical Solutions, Inc., and Yunex LLC. The recommendation to
award to three contractors is being made to ensure the City has a redundant and
resilient mechanism to mobilize a contractor for urgent street lighting repairs and
continue to provide exceptional customer service to residents and businesses. The
proposed contract amounts position the City for a rapid response to unforeseen
conditions, such as copper wire theft. However, Staff intends to utilize up to $400,000
total per year amongst the three vendors, and not the full $400,000 each.
Discussion
The City owns and maintains approximately 7,150 streetlights and numerous lights in
City parks. The Engineering and Street Services Division has historically utilized
services of an electrical contractor to perform work outside the scope of City staff and
urgent repairs such as: streetlight pole installations requiring a crane, haul-away of
damaged streetlight poles requiring a crane, cabinet and pull box repairs requiring
conduit and foundation work, major conduit repairs, pole foundation repairs and
replacement, and other work that requires specialized equipment and training. The
selected contractors would also respond to streetlight outages in the event of copper
wire theft and storm-related damage to City streetlights and park lights. In the last
twelve months the City has utilized services of an electrical contractor to conduct repairs
and restore services. In addition, the contractor implemented anti-theft measures such
as epoxying (gluing) pull box lids, adding locks to existing service cabinets, and other
theft-deterrent measures.
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The recommendation to award to three contractors would ensure that the City has a
redundant and resilient mechanism to mobilize a contractor for urgent street lighting
repairs and continue to provide exceptional customer service to residents and
businesses. There are labor shortages in the Southern California construction market
and requesting a contractor to mobilize within 24-hour notice is not always guaranteed.
Consequently, having multiple contractors available would optimize the City’s resiliency.
Vendor Selection
Bidder Recommendation
Best Bidder International Line Builders, Inc.
Evaluation
Criteria
Price and labor rates; the quality of services offered; the ability, capacity
and skill of the bidder to perform or provide the services; the capacity of
the bidder to perform the contract or provide the service promptly, within
the time specified, and without delay or interference; the sufficiency of the
bidder’s financial resources; the character, integrity, reputation, judgment,
training, experience and efficiency of the bidder; the ability of the bidder to
provide such future maintenance or service as may be needed; any other
factor that will further the intent set forth in Section 60 8 of the City Charter.
The City is not required to select the bid with the lowest price.
Municipal
Code
SMMC 2.24.180
Bid Data
Date Posted Posted On
Advertise In
(City Charter & SMMC)
Vendors
Downloaded
Date Publicly
Opened
03/29/2023 City's Online
Bidding Site
Santa Monica Daily
Press
35 05/04/2023
Best Bidder Justification
International Line Builders, Inc. provided the lowest labor rates and is deemed the best
bidder based on its demonstrated quality of work on past projects and experience with
similar electrical construction for the cities of Santa Monica, Los Angeles, Newport
Beach, and California Department of Transportation (Caltrans). In addition, International
Line Builders was able to commit to setting price increases for renewal options for all
four years. The total bid submittal dollar amounts referenced above include a mounts for
Submittals Received
International Line
Builders, Inc. $108,053 Yunex LLC. $124,800
Bear Electrical
Solutions, Inc. $90,600 Baker Electric &
Renewables, LLC. $185,760
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both labor and equipment as quoted.
Bear Electrical Solutions, Inc. provided the second lowest labor rates and demonstrated
quality of work on past projects, and experience with similar electrical construction for
the cities of Watsonville, Sunnyvale, and Burlingame. It is for these reasons that Bear
Electrical Solutions, Inc., is recommended as the secondary vendor.
Yunex LLC provided the third lowest labor rates and demonstrated quality of work on
past projects and experience with on-call streetlight maintenance for the cities of
Huntington Beach, Norwalk, Newport Beach, and Ontario, in addition to the County of
Los Angeles and Western Riverside Council of Governments. It is for these reasons
that Yunex LLC is recommended as the tertiary vendor.
Environmental Assessment
The award for street light electrical repair and construction services are categorically
exempt from the California Environmental Quality Act (CEQA) under Section 15301.
Section 15301 of the CEQA State Guidelines provides Class 1 (existing facilities)
exemption for projects that consists of the operation, repair, maintenance, leasing,
licensing, permitting, or minor alteration of existing public or private structures, facilities,
mechanical equipment, or topographical features, involving negligible or no expansion
of the existing or former use. The award for the street light electrical repair and
construction services would not result in any modifications to existing facilities. The
existing facilities would be maintained and repaired with the street light electrical
contractor services and the award of services would not expand or materially change
existing facilities or operations. Therefore, the project is categorically exempt as set
forth in Section 15301 of the CEQA State Guidelines.
Financial Impacts and Budget Actions
Staff seeks authority to award agreements with International Line Builders, Inc., Bear
Electrical Solutions, Inc., and Yunex LLC. for citywide as-needed streetlight electrical
repair and construction services. Staff intends to utilize up to $400,000 total per year
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amongst the three vendors, and not the full $400,000 for each vendor. Funds are
included in the FY 2023-25 Proposed Biennial Budget. Future year funding is contingent
on Council budget approval.
Contract Requests
Vendor
FY 2023-24
Request
Amount
Future
Year’s
Amounts
Account #
Total
Contract
Amount
International Line Builders, Inc. $400,000 $1,600,000 01500034.550010 $2,000,000
Bear Electrical Solutions, Inc. $400,000 $1,600,000 01500034.550010 $2,000,000
Yunex LLC. $400,000 $1,600,000 01500034.550010 $2,000,000
Prepared By: Steven Hull, Principal Administrative Analyst
Approved
Forwarded to Council
Attachments:
A. Oaks Initiative Form - International Line Builders
B. Oaks Initiative Form - Bear Electrical
C. Oaks Initiative Form - YUNEX LLC
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o.t
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GITY OF SANTA MON]CA
OAKS INITIATIVE OISCLOSURE FORM
ln order to facilitate compliance with the requirements of the Oaks lnitiative, the City
compiles and maintains certain information. That information includes the name of any
person or persons who is seeking a "public benefit." lf 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:
lnternational Line Builders, lnc. dba ILB Electric
Name(s) of trustees, directors, partners, and officers:
Matthew Edwards - Vice President
Daniel Haggard - President / Bradley Hulquist - Vice President / Nicholas Olsen - Secretary
Name(s) of persons with more than a 10% equity, participation, or revenue interest:
N/A
Prepared by:Titb: Vu;)r,lrbnl-
Date.05/10/2023
FOR CITY USE ONLY
Bid/PO/Contract #Permil #
Emai| W t * -fr )vwt rcLl @,tib i nU . Ct-W phgng (9s1) 682'2s82
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 ovet a 12-
month period;
3. Purchase, sale or lease of real property to or from the City in excess of $25,000
ovet 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:
Signature:
5.B.a
Packet Pg. 53 Attachment: Oaks Initiative Form - International Line Builders (5538 : Award Bid #2685-4 to Contractors for Streetlight Electrical Construction)
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.
FOR CITY USE ONLY:
Bid/PO/Contract # ____________________________ Permit # ___________________________
Name(s) of persons or entities receiving public benefit:
Bear Electrical Solutions
Name(s) of trustees, directors, partners, and officers:
Robert Asuncion, Andrew Bader, Mike Peters
Name(s) of persons with more than a 10% equity, participation, or revenue interest:
Robert Asuncion, Andrew Bader, Mike Peters
Prepared by: __Robert _____Asuncion_____________________Title: __Vice _____President___________________
Signature: ______________________________________ Date: ___04-25-23_____________
Email: ___________estimating@bear-electrical.com_________________________ Phone: _____408-449-5178_______________
5.B.b
Packet Pg. 54 Attachment: Oaks Initiative Form - Bear Electrical (5538 : Award Bid #2685-4 to Contractors for Streetlight Electrical Construction)
l •l\-l l
YUN::X
TRAFFIC
S f!lditt U•• .. •••u~ CITY OF SANTA MONICA
OAKS INITIATIVE DISCLOSURE FORM
In order to facilitate compliance with the requirements of the Oaks In itiative , 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:
Yunex LLC
Name(s) of trustees, directors, partners , and officers:
Rodney Mathis -CEO-President & Managing Director
Dirk Rauber -CFO -Managing Director of Finance
Name(s) of persons with more than a 10% equity, participation , or revenue interest:
N/A
Date: 04/25/2023
Phone : (951) 784-6600
FOR CITY USE ONLY:
Bid/PO/Contract# _________ _ Permit# _________ _
5.B.c
Packet Pg. 55 Attachment: Oaks Initiative Form - YUNEX LLC (5538 : Award Bid #2685-4 to Contractors for Streetlight Electrical Construction)