Agenda Report
January 9, 2023
TO: Honorable Mayor and City Council
FROM: Department of Public Works
SUBJECT: AUTHORIZATION TO ENTER INTO A PURCHASE ORDER CONTRACT WITH CONSOLIDATED ELECTRICAL DISTRIBUTORS INC. (DBA
CALIFORNIA ELECTRIC SUPPLY} TO FURNISH AND DELIVER
CONCRETE STREET LIGHT POLES FOR AN AMOUNT
NOT-TO-EXCEED $195,756 FOR THREE YEARS
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 Section 21065 of CEQA and Sections 15060(c)(2), 15060(c)(3), and 15378 of the State CEQA Guidelines and, as such, no environmental document pursuant to CEQA is required; and
2. Accept the bid dated October 18, 2022 submitted by Consolidated Electrical Distributors Inc. in response to project specifications for Concrete Street Light Pole Restocking 2022, reject all other bids received, and authorize the CityManager to enter into a three-year contract not-to-exceed $195,759 (including a $17,196 contingency).
BACKGROUND:
The Department of Public Works, Street Maintenance Division uses concrete street light poles at various locations throughout the City of Pasadena. The poles are replaced on an as-needed basis and due to production lead times, spare poles are typically purchased ahead of time and stored on-site. This action allows for timely pole replacement as unforeseen circumstances.occur. On average, approximately 10 to 15 poles of various types are stored as spares.
On October 6, 2022, Public Works released specifications to furnish 14 concrete street light poles of various types for restocking per year. A total of 400 vendors were solicited MEETING OF __ Ol_/_O_g_/_2_02_3_ AGENDA ITEM NO. __ 9 __ _ Contract Award to Consolidated Electrical Distributors Inc.
January 9, 2022
via Planet Bids. The posting generated notices to all vendors who have previously registered with the City for this particular commodity class. The solicitation was downloaded by 21 vendors, one which was local. Three vendors submitted a bid proposal by the October 18, 2022 due date:
Bidder
Consolidated Electrical Distributors, Inc., Chula Vista, CA West-Lite Supply Co. Inc., Cerritos, CA
All-Phase Electric Supply, Burbank, CA
Amount{$)
$59,320
$62,857
$67,672
The Department of Public Works recommends a contract award with Consolidated Electrical Distributors, Inc. (OBA California Electric Supply) as the vendor was the lowest responsive and responsible bidder. The proposed contract with California Electric Supply fully complies with the Competitive Bidding and Living Wage Ordinances. Consolidated Electric Distributors, Inc. has received $3,536,486 in contracts and purchase orders by the City of Pasadena since Fiscal Year 2019.
The proposed contract amount is based on budget availability and expected material purchases. A contingency allowance of 10% is to cover any unforeseen circumstances, additional purchases, and Consumer Price Index adjustments.
Amount
Contingency Allowance
Total Contract Award
COUNCIL POLICY CONSIDERATION:
Years
1 to 3
$177,963
$ 17,796
$195,759
This project is consistent with the City Council's goals to maintain fiscal responsibility and stability; support and promote the quality of life and local economy; and ensure public safety.
ENVIRONMENTAL ANALYSIS:
The action proposed herein is not subject to the California Environmental Quality Act (CEQA) in accordance with Section 21065 of CEQA and State CEQA Guidelines Sections 15060 (c)(2), 15060 (c)(3), and 15378. The authorization to enter into a contract for the purchasing of street light poles for potential future use is a continuing administrative activity (i.e., purchasing of supplies). 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 Contract Award to Consolidated Electrical Distributors Inc.
January 9, 2022
document is required. The potential future use of the poles to replace existing poles on an as-needed basis would be categorically exempt from CEQA pursuant to State CEQA Guidelines Section 15301 (Class 1 Existing Facilities) and Section 15302 (Class 2 Replacement or Reconstruction).
FISCAL IMPACT:
The total cost of this action is $195,759. Funding for this action in Fiscal Year 2023 will be addressed by the utilization of existing sufficient General Fund budgeted appropriations from the Department of Public Works Street Maintenance Street Lights & Traffic Signals budget (10122031-810100). It is anticipated approximately $65,253 from future General Fund appropriations will be spent annually over the length of the contract.
Prepared by:
Eric Mirzaian
Public Works Administrator
Street Maintenance
Approved by:
MIGU~~EZ~
City Manager
Respectfully submitted:
TON~~
Director of Public Works