Agenda Report
May 16, 2022
TO: Honorable Mayor and City Council
FROM: Department of Public Works
SUBJECT: AUTHORIZE TO ENTER INTO A PURCHASE ORDER CONTRACT WITH VISION ELECTRIC WHOLESALE INC. TO FURNISH AND
DELIVER ELECTRICAL CONDUIT AND STREET LIGHT LAMPS
BALLASTS, TOOLS, AND SUPPLIES FOR AN AMOUNT
NOT-TO-EXCEED $467,500 FOR UP TO FIVE YEARS
RECOMMENDATION:
It is recommended that the City Council:
1. Find the proposed action is not a project to the California Environmental Quality Act ("CEQA") pursuant to State CEQA Guidelines Section 15060(c)(2), 15060(c)(3), and 15378 of the State CEQA Guidelines and as such no environmental document pursuant to CEQA is required for the project; and
2. i)Accept the bid dated March 23, 2022 submitted by Vision Electric Wholesale , Inc. in response to project specifications to furnish and deliver electrical conduit and street light lamp ballasts, tools and supplies; ii) reject all other bids received; iii) authorize the City Manager to enter into a purchase order contract with Vision Electric Wholesale, Inc. for an amount not to exceed $280 ,500 (which includes a 10% contingency of $25,500) for an initial three-year term ; and iv) authorize the City Manager to extend the contract for up to two additional one-year terms not-to exceed an annual amount of $93,500 per year (including contingency amount of $8,500), subject to the approval of the City Manager for a maximum total contract amount of $467,500 over a maximum contract length of five years.
BACKGROUND:
The Department of Public Works (PW), Street Lights and Traffic Signal Section (SLATS) requires a variety of parts and equipment to perform routine maintenance for the operation of traffic signals, street lights, and public park lighting. It is necessary to replenish the stock of such materials as they become depleted due to MEETING OF _ 0_5_/_1_6_/ _2_02_2_ AGENDA ITEM NO. _ 4 _ __ _ Contract Award to Vision Electric Wholesale, Inc.
May 16, 2022
routine maintenance and necessary repairs. As such, a bid solicitation process was initiated to replenish these materials.
On February 24, 2022, a Notice Inviting Bids to furnish and deliver electrical conduit and street light lamp ballasts, tools and supplies was published in the local papers as well as posted on PlanetBids. The posting generated notices to all vendors who have previously registered with the City for this particular commodity class. A total of 37 vendors downloaded the specifications of which four were local. A total of five bids were received by the bid opening date, one from a local firm.
Bidder
Vision Electric Wholesale, Pasadena , CA
OneSource Distributors, Garden Grove, CA
Pacific Lighting Mgmt Inc, Santa Ana, CA
AIIStar Cable Products, Inc., Santa Fe Springs, CA
ABCO Development Corp, Los Angeles, CA
Amount($)
$49,853.88
$96,007.31
Non-responsive
Non-responsive
Non-responsive
Vision Electric Wholesale, Inc. was the lowest responsible and responsive bidder that met all of the bid specifications. Since 2017, Vision Electric Wholesale has received contract awards totaling $492,453 for electrical equipment, components, tools, and supplies. The vendors that were deemed "non-responsive" submitted incomplete bids and/or could not meet the City's procurement requirements. The bid amounts are for bid comparison purposes only. The proposed contract amount below is based on budget availability and expected material purchase.
Amount
Contingency Allowance
Year 1 to 3
$255,000
$25,500
$280,500
Year4
Option
1st
Extension
$85,000
$8,500
$93,500
TOTAL:
Year 5
Option
2nd
Extension
$85,000
$8,500
$93,500
$467,500
The contingency allowance of 10% is to cover any unforeseen circumstances, additional requirements, and Consumer Price Index adjustments. The contract amount is based on budget availability and anticipated equipment needs.
COUNCIL POLICY CONSIDERATION:
This purchase supports the City Council's strategic goal to maintain fiscal responsibility and stability; and ensure public safety.
Contract Award to Vision Electric Wholesale , Inc.
May 16, 2022
ENVIRONMENTAL ANALYSIS:
This action proposed herein is not subject to CEQA in accordance with Section 21065 of CEQA and State CEQA Guidelines Sections 15060(c)(2), 15060(c)(3) and 15378.
This action would not cause either a direct physical change in the environment or a reasonably foreseeable indirect physical change in the environment. Therefore the proposed action is not a project subject to CEQA, as defined in Section 21065 of CEQA and Section 15378 of the State CEQA Guidelines. Since the action is not a project subject to CEQA, no environmental document is required .
FISCAL IMPACT:
The total cost of this contract is $280,500 and the total cost of this action is $467,500.
Funding for this action will be addressed by the utilization of existing budgeted appropriations from the Department of Public Works-Street Maintenance General Fund budget, (10122031-810100). It is anticipated $85,000 will be spent annually over the length of the contract.
Respectfully submitted:
TON=~
Director of Public Works
Prepared bv:
>. -::::;-
ERIC MIRZAIAN
Public Works Administrator
Approved by: