Purchase Order for Lighting and Electrical Supplies
February 18, 2020
DATE: February 20, 2024
TO: Honorable Mayor and City Council
FROM: Paul Cranmer, Public Works Services Director
By: Carlos Aguilar, General Services Superintendent
SUBJECT: PURCHASE ORDER WITH INLAND LIGHTING SUPPLIES, INC. FOR
THE PURCHASE OF LIGHTING AND ELECTRICAL SUPPLIES IN THE AMOUNT OF $55,794.49
CEQA: Not a Project
Recommendation: Approve
SUMMARY
The Public Works Services Department (“PWSD”) is responsible for the maintenance and repair of streetlights and lighting fixtures at City facilities. To ensure that the City is receiving the most competitive prices for the purchase of lighting and electrical supplies, a formal bid process was conducted and Inland Lighting Supplies, Inc. submitted the lowest responsive bid. It is recommended that the City Council approve a Purchase Order with Inland Lighting Supplies, Inc. for the purchase of lighting and electrical supplies in the amount of $55,794.49, with the option of three, one-year renewals.
DISCUSSION
The PWSD warehouse maintains a stock of ballasts, lamps, light fixtures, and related electrical accessories for the routine maintenance of streetlights and lighting fixtures at City facilities. Most items used in conjunction with lighting needs are considered a revolving inventory item, and thus, it is essential that the warehouse maintains a supply sufficient to meet the City’s daily operational needs.
A Notice Inviting Bids was published in accordance with City Council Resolution No. 7483, and bid packages were emailed directly to vendors that supply lighting and electrical accessories. On January 23, 2024, the City Clerk’s Office opened three sealed bids with the following results:
Company Location Bid Amount
Inland Lighting Supplies, Inc. Riverside, CA $55,794.49 Optima Energy Inc. Artesia, CA $76,294.47
Tourbillon Enterprises LLC Rosemead, CA $91,366.16
Purchase Order for Lighting and Electrical Supplies
February 20, 2024
All bid documents were reviewed for content as well as the vendor’s ability to best meet the requirements described in the City’s bid specifications. Based on the evaluation of the bids, it was determined that Inland Lighting Supplies, Inc. is the lowest responsive bidder.
In order to ensure that there are acceptable quantities of lighting and electrical supplies available in the City’s warehouse, the quantities provided in the bid specifications are based on estimates. Bid documents state that the City may purchase an amount less than the estimate given, according to the needs and requirements of the City, at the unit prices quoted in the bid.
ENVIRONMENTAL ANALYSIS
The proposed action does not constitute a project under the California Environmental Quality Act (“CEQA”), and it can be seen with certainty that it will have no impact on the environment. Thus, this matter is exempt under CEQA.
FISCAL IMPACT
Sufficient funds have been budgeted in the Fiscal Year 2023-24 Operating Budget from street lighting accounts and various building maintenance accounts.
RECOMMENDATION
It is recommended the City Council determine that this action does not constitute a project under the California Environmental Quality Act (“CEQA”); and approve a Purchase Order with Inland Lighting Supplies, Inc. for the purchase of lighting and electrical supplies in the amount of $55,794.49. It is also recommended that the City Manager is granted authorization to approve the optional one-year extensions, provided that the terms remain unchanged.