CITY OF POMONA
COUNCIL REPORT
July 1, 2024
To: Honorable Mayor and Members of the City Council
From: Anita D. Gutierrez, City Manager
Submitted By: Rene Guerrero, Public Works Director
SUBJECT: AWARD OF SOLE SOURCE PURCHASE ORDERS TO AMERON POLE PRODUCTS, CURRENT LIGHTING, AND ITERIS FOR AN INITIAL TERM OF THREE YEARS, WITH THE OPTION TO EXTEND FOR UP TO TWO ADDITIONAL ONE-YEAR TERMS RECOMMENDATION:
It is recommended that the City Council take the following actions:
Award a sole source purchase order to Ameron Pole Products for traffic signal and street light poles for three years, with the option to extend for up to two additional one-year terms; Award a sole source purchase order to Iteris for traffic signal equipment for three years, with the option to extend for up to two additional one-year terms; Award a sole source purchase order to Current Lighting for street light fixtures for three years, with the option to extend for up to two additional one-year terms; and Authorize the City Manager, or designee, to execute necessary documents and any extensions or amendments thereto on behalf of the City, subject to review by the City Attorney.
EXECUTIVE SUMMARY:
Approval of the proposed recommendations will separately award a three-year sole source purchase order with two annual extension options to Ameron Pole Products, Current Lighting, and Iteris. These sole source purchase orders will provide the necessary materials and supplies for continued maintenance of the City’s traffic signals and street lights, and offer the City the lowest purchase prices available.
SB1439/GOVERNMENT CODE §84308 APPLICABILITY:
☒ When this box is checked, it indicates the agenda item is subject to the Levine Act SB1439 requirements. Councilmembers are reminded to check their campaign contributions and determine whether they have received a campaign contribution of $250 or more that would require disclosure and/or recusal from discussing or acting on this agenda item. Campaign contributions of $250 or more made 1) by any person or entity who is identified in the agenda report as the applicant or proposer or 2) on behalf of the applicant or participant, including a parent, subsidiary or otherwise related business entity, or 3) by any person who has a financial interest in the agenda item requires a councilmember to comply with SB1439.
FISCAL IMPACT:
The amount for each purchase order may vary based on annual needs; nonetheless, Purchase Order amounts for the three vendors will not exceed the total budget approved amount per fiscal year. Funding for traffic signal materials and supplies was approved as part of the Fiscal Year 2024-25 Public Works Operating budget by the City Council. Funding was approved in the following accounts:
Fund Number
Fund Name
Amount
128-2563-52560-00000
Measure R, Traffic Signals & Street Lighting
$55,000
128-2563-52530-00000
Measure R, Traffic Signals & Street Lighting
$25,000
138-2563-52530-00000
Measure M, Traffic Signals & Street Lighting
$28,450
138-2563-52560-00000
Measure M, Traffic Signals & Street Lighting
$70,000
208-2563-52560-00000
Gas Tax, Traffic Signals & Street Lighting
$40,000
208-2563-52530-00000
Gas Tax, Traffic Signals & Street Lighting
$40,000
245-2506-52560-00000
AQMD
$35,000
256-4073-52560-00000
Phillips Ranch Light & Landscape
$11,000
Total
$304,450
Future costs will be budgeted for in the appropriate fiscal year.
PREVIOUS RELATED ACTION:
On July 6, 2015, the City Council awarded an open purchase order to Ameron Pole Products for traffic signal and street light poles under the City’s Traffic Signal and Street Light Program and Lighting and Landscape District for Fiscal Year 2015-16 with three optional one-year extensions at an annual cost not-to-exceed $75,000.
On March 18, 2019, the City Council awarded sole source open purchase orders to Ameron Pole Products, Iteris, and Excellence Opto, Inc. for an initial term of three years, with the option to extend the contracts for up to two additional one-year terms, in the total amount of $380,000.
DISCUSSION:
Ameron Pole Products (Ameron)
The City owns and maintains approximately 7,800 street light poles that are manufactured by Ameron, and is the recommended manufacturer in the City’s street light design guidelines. The advantage of using Ameron poles is to maintain consistency Citywide, and has therefore, standardized Ameron as the pole manufacturer. Historically, Ameron has been the primary provider of poles for the City’s Traffic Signal and Street Light Maintenance Program. Several other municipalities rely on Ameron products for street light poles. In addition, the poles have served the City well in the past, and have been a reliable product and element of the City’s street light infrastructure. The City purchases nine different models of Ameron poles, depending on their location within the City, with current prices ranging from $350 to $2,000 per pole.
Ameron has historically provided the lowest prices for its products. Staff confirmed with Ameron that the City can deal directly with their sales representative, Del Sol Resources, without going through an authorized distributor for sales. The recommended sole source action with Ameron will allow the City to purchase replacement poles directly from the manufacturer rather than through distributors with markup costs.
Current Lighting
The Public Works Department tested and approved the Current Lighting LED fixtures to be used as the City’s standard. Based on staff findings, these fixtures provide the best illumination spread and energy-efficient output. The customer service and technical support from Current Lighting have been satisfactory. The City can deal directly with their sales representative, Del Sol Resources, without going through an authorized distributor for sales. The recommended action will allow staff to purchase City-standard LED fixtures at direct cost without distributor markup costs.
Iteris
Through various Capital Improvement Program (CIP) projects, the City has upgraded approximately 30 signalized intersections from loop detection to Iteris video detection systems. The Iteris brand has served the City well and has proven to be a reliable product. The City has standardized Iteris as the video detection manufacturer. The recommended sole source action with Iteris will allow the City to obtain replacement cameras and parts directly from the manufacturer rather than through distributors with markup costs. The action will also enable staff to maintain uniformity throughout the City.
Del Sol Resources is the local sales representative for Los Angeles, Riverside, San Bernardino, & San Diego counties for Ameron Pole Products and Current Lighting supplies, ensuring the lowest and most reasonable prices for local agencies. However, the Purchase Orders will be issued directly to the vendors. Further, Iteris sells its products directly in the California market via their established sales agent, RodefX. However, the Purchase Order will be issued directly to Iteris.
To ensure the lowest costs to the City, staff is recommending award of sole source open purchase orders to Ameron Pole Products, Current Lighting, and Iteris under the provisions provided in City Municipal Code Section 2-994: Sole and Single Source Procurement. The Purchasing Officer has reviewed letters provided by the manufacturers, and recommends approval of the sole source request.
Prepared by:
Maritza Sosa-Nieves, Sr. Management Analyst
Award of Sole Source Open Purchase Orders to Ameron Pole Products, Current Lighting, and Iteris