Agenda Report
August 1 , 2022
TO: Honorable Mayor and City Council
FROM: Water and Power Department
SUBJECT: AUTHORIZATION TO ENTER INTO A PURCHASE ORDER CONTRACT WITH CONSOLIDATED ELECTRICAL DISTRIBUTORS, INC. TO
FURNISH POWERSTRUT EQUIPMENT AND MISCELLANEOUS
ELECTRICAL PARTS AND SUPPLIES FOR THE WATER AND POWER
DEPARTMENT IN AN AMOUNT NOT TO EXCEED $3,120,095 IF ALL
OPTIONAL EXTENSIONS ARE EXERCISED
RECOMMENDATION:
It is recommended that the City Council:
1. Find that the proposed -action is not a project subject to the California Environmental Quality Act ("CEQA") pursuant to State CEQA Guidelines Section 21065, 15060 (c)(2), 15060 (c)(3), and 15378, and as such, no environmental document pursuant to CEQA is required for the project; and
2. Accept the bid dated May 2, 2022, submitted by Consolidated Electrical Distributors Inc. in response to specifications for "Powerstrut Equipment & Miscellaneous Electrical Parts for the Pasadena Water and Power Department Materials Warehouse"; reject all other bids received; and authorize the City Manager or designee to enter into a Purchase Order ("PO") Contract with Consolidated Electrical Distributors Inc. for three years or an amount not to exceed $1,872,057 whichever occurs first, with two optional one-year extensions not to exceed $624,019 each.
BACKGROUND:
During the normal course of providing electric service to its customers, the Water and Power Department ("PWP") requires a variety of parts and equipment to support the electric distribution system. Items include brackets, struts, cross arm supports; and a variety of small tools, miscellaneous parts, and supplies which are used daily to maintain the distribution infrastructure. PWP must maintain an inventory of these items to ensure timely delivery of equipment to job sites.
On April 6, 2022, a Notice Inviting Bids to furnish and deliver Powerstrut Equipment and Miscellaneous Electrical Parts for the City of Pasadena Water and Power Department MEETING OF---'--_o_s_, 0_1_1_2_0_22 AGENDA ITEM NO. __ 3 __ _ Contract Award to Consolidated Electrical Distributors to Furnish Powerstrut Equipment August 1, 2022
Materials Warehouse was published in the Pasadena Press and Pasadena Journal in addition to the posting on PlanetBids. The posting on PlanetBids generated notices to all vendors who have previously registered with the City for this particular commodity class. A total of 22 vendors downloaded the Specifications of which one was local. A total of four bids were received by the bid due date on May 2, 2022, one from a local firm. Of the four bids submitted, two responsive and responsible bids were received.
Bidder Bidder's Location Bidder's Proposal
Consolidated Electrical Distributors, Inc. Azusa, CA $624,019 OneSource Distributors Fullerton, CA $711,271
Consolidated Electrical Distributors Inc. is the lowest bidder, met all requirements of the Specifications, and is recommended to receive the award. Consolidated Electrical Distributors Inc. is a vendor who has held various contracts with the City of Pasadena since 2014, including PWP's two most recent multi-year contracts for powerstrut equipment, collectively valued at $2,944,200.
PWP recommends that the City Council authorize the City Manager to enter into a contract with Consolidated Electrical Distributors Inc., for three years or until an amount not to exceed $1,872,057, whichever comes first, with two optional one-year extensions not to exceed $624,019 each for a maximum contract value of $3,120,095.
The proposed contract complies with the Competitive Bidding and Purchasing Ordinance pursuant to Pasadena Municipal Code Chapter 4.08 and the rules and regulations promulgated thereunder.
COUNCIL POLICY CONSIDERATION:
This authorization supports the City Council strategic goals to improve, maintain and enhance public facilities and infrastructure. It also supports Public Facilities Element of the General Plan by maintaining public facilities to enhance the quality of life of the community.
ENVIRONMENTAL ANALYSIS:
The 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. The authorization of the proposed contract, which provides for the purchasing of equipment, is a continuing administrative and maintenance activity (i.e., purchasing of supplies).
Moreover, this action would not commit the City to undertaking or approving any actual or specific physical construction activities or any other actions that involve physical changes to 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.
Contract Award to Consolidated Electrical Distributors to Furnish Powerstrut Equipment August 1, 2022
FISCAL IMPACT:
The maximum cost of this action will be $3,120,095 if all optional extensions are exercised. Funding for this action will be addressed by the utilization of existing and future budgeted appropriations in the Light and Power Fund, Materials and Supplies Account# 42409210/47405830/47405840-810100 and Inventory Account# 401-120500. It is anticipated that $624,019 of the cost will be spent in Fiscal Year 2023, and the remainder over the next four fiscal years. There will be no impact to other operational programs or capital projects as a result of this action. ~-J E____.=;__--1---4~~t..-1---A-
Prepared by:
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Oscar Aquino
Materials and Warehouse Manager
Water and Power Department
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