City Council Meeting: September 11, 2012

Agenda Item:  3-M

To:               Mayor and City Council 

From:           Martin Pastucha, Director of Public Works

Subject:        Bid Award for the Purchase of Electrical and Street Lighting Supplies

 

 

Recommended Action

Staff recommends that the City Council award Bid #4002 for the purchase of electrical and street lighting supplies to One Source Distributors, a California-based company, in an amount not to exceed $300,000 for FY 2012-13, with two one-year options to renew, for a total not to exceed amount of $950,000 over a three-year period.

 

Executive Summary

The City purchases a broad variety of electrical and street lighting supplies to maintain City facilities and service over 8,000 street lights.  In June 2012, the City solicited bids for the purchase of electrical and street lighting supplies.  After reviewing all five bids received, One Source Distributors is recommended as the best bidder to provide electrical and street lighting supplies for a total not to exceed amount of $950,000 over a three-year-period.

 

Discussion

Staff completes approximately 2,800 work orders per year including repair of street lights and poles, support for facility remodels, and maintenance of lighting fixtures/bulbs, outlets, hand dryers and other electrical equipment at various City locations.  In FY 2011-12, staff purchased a variety of electrical and street lighting supplies for approximately $320,000.  Of this amount, approximately $100,000 was spent on electrical supplies previously available from the Warehouse which is now closed.  Due to the variety and quantity of electrical and street lighting products needed, staff asked vendors to quote fifteen of the most commonly ordered products based on historical purchases to evaluate pricing and product selection.


 

Vendor Selection

In June 2012, the City published Notices Inviting Bids to provide electrical and street lighting supplies.  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.  Five bids were received and publicly opened on June 14, 2012 per Attachment A.  Bids were evaluated on price, product availability and quality, and compliance with City specifications.  One Source Distributors is recommended as the best bidder as they were the lowest price bidder that is able to meet all of the specifications.

 

Financial Impacts & Budget Actions

The purchase order to be awarded to One Source Distributors is not to exceed $300,000.  Funds in the amount of $300,000 are included in the FY 2012-2013 budget in division 452.   The purchase order will be charged to the following accounts:

          014523.533225         $25,000

          014523.533226         $25,000

          014523.544010       $120,000

          014523.566100         $10,000

          014523.566330       $120,000

          TOTAL                   $300,000

Budget authority in subsequent years will be requested in each budget cycle for Council approval.  Future funding is contingent upon Council approval.

 

Prepared by:  Kevin Nagata, Administrative Analyst 

 

 

Approved:

 

Forwarded to Council:

 

 

 

 

 

 

Martin Pastucha

Director of Public Works

 

Rod Gould

City Manager

 

Attachments:   A - Bid Summary