Public Works Agency
www.santa-ana.org/pw
Item # 10
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
November 4, 2025
TOPIC: Purchase Order Contracts for Public Works Water and Facilities Electrical Components and Supplies
AGENDA TITLE
Aggregate Purchase Order Contracts with All-Phase Electric Supply, B&K Electric Wholesale, USMILCOM, Inc., and Royal Wholesale Electric for Electrical Components and Supplies (Specification No. 25-091) (General Fund & Non-General Fund)
RECOMMENDED ACTION
Award aggregate purchase order contracts to All-Phase Electric Supply, B&K Electric Wholesale, USMILCOM, Inc., and Royal Wholesale Electric for electrical supplies on an as-need basis in a total aggregate amount not-to-exceed $1,050,000, for a one-term beginning November 4, 2025 and expiring on November 3, 2026, with provisions for four, one-year renewal options.
GOVERNMENT CODE §84308 APPLIES: Yes
DISCUSSION
The Public Works Agency Water Resources Division operates and maintains the City’s water and sanitary sewer systems. The water system is comprised of approximately 480 miles of water main, 21 groundwater wells, seven pump stations, 10 reservoirs with a storage capacity of 49 million gallons, four pressure regulating stations, and seven connection points to Metropolitan Water District. The system has an average daily demand of 30 million gallons from its roughly 45,500 metered service connections.
These water facilities require electric motors and controls to maintain a smooth-running system capable of meeting the community’s water demands.
Additionally, the Public Works Agency’s Parks, Fleet, Facilities, and Refuse Division oversees City-owned facilities and parks that require general electrical repair and upgrades of lighting and motorized systems.
Staff provides routine maintenance and repair of the water, park, and facility electric systems, including the replacement of miscellaneous electrical components. To support the operations and maintenance of these systems, City staff requires a wide range of electrical materials, supplies, and components. Given the challenges of aging infrastructure, staff proactively procures and maintains an inventory of essential electrical
Public Works Water and Facilities Electrical Components Supplies November 4, 2025
5 4
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supplies at the City’s Corporate Yard to support both routine maintenance and emergency repair efforts. This readiness helps minimize service disruptions and ensures timely response to infrastructure issues. The proposed contracts allow staff to source electrical components and supplies from multiple local vendors ensuring access to products needed at competitive prices.
An Invitation for Bids (IFB) No. 25-060 was issued on May 6, 2025, on the City’s online bid management and publication system, PlanetBids. A summary of the vendor participation is as follows:
411 Vendors notified
0 Santa Ana vendors notified
21 Vendors downloaded the bid packet
0 Responsive bids
0 Responsive bids received from Santa Ana vendors
Zero bids were submitted by the IFB deadline of June 3, 2025.
A second IFB No. 25-091 was issued on June 19, 2025, on the City’s online bid management and publication system, PlanetBids. A summary of the vendor participation is as follows:
475 Vendors notified
15 Santa Ana vendors notified
18 Vendors downloaded the bid packet
0 Responsive bids received
0 Responsive bids received from Santa Ana vendors
Four bids were submitted by the IFB deadline of July 17, 2025. However, the bidders failed to submit required bid certification forms and therefore all were determined to be non-responsive to the City requirements based on this technicality.
A third IFB No. 25-110 was issued on August 5, 2025, on the City’s online bid management and publication system, PlanetBids. A summary of the vendor participation is as follows:
373 Vendors notified
15 Santa Ana vendors notified
14 Vendors downloaded the bid packet
0 Responsive bids received
0 Responsive bids received from Santa Ana vendors
Zero bids were submitted by the IFB deadline of August 20, 2025.
Public Works Water and Facilities Electrical Components Supplies November 4, 2025
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Santa Ana Municipal Code, Section 2-807(c), authorizes the City to make non-bid purchases of services, supplies, materials, and equipment in situations where no bids are received. Staff researched available procurement options and product offerings in the market and contacted the four vendors who submitted bids for IFB 25-091 on July 17, 2025. Staff determined that the electrical supplies offered by All-Phase Electric Supply, B&K Electric Wholesale, USMILCOM, Inc, and Royal Wholesale Electric meet the Public Works Agency’s needs. All four vendors agreed to honor their original bid pricing without needing to re-bid the contracts as allowed by the Municipal Code and submitted the necessary forms required by the City.
To ensure that staff have the necessary electrical materials, supplies, and software support, staff is recommending accepting bid prices submitted under IFB 25-091 and awarding aggregate purchase order contracts to All-Phase Electric Supply, B&K Electric Wholesale, USMILCOM, Inc. and Royal Wholesale Electric. All four vendors have agreed to hold pricing through November 3, 2026.
ENVIRONMENTAL IMPACT
There is no environmental impact associated with this action.
FISCAL IMPACT
Funds are budgeted and made available in the following accounts for Fiscal Year 2025-
26. Subsequent funding for the extension options, if exercised, will be included in future proposed budgets for City Council consideration.
Fiscal
Year
Accounting
Unit-
Account #
Fund
Description
Accounting Unit,
Account Description
Amount
Current Budget
06017640-
63001
Water Water Utility Water
Production & Supply,
Miscellaneous Operating
Expenses
$100,000
01117651-
63200
General
Fund
Park Maintenance,
Operating Materials &
Supplies
Buildings/Grounds
$33,333
2025-26
(November
– Jun)
07417655-
63200
Civic Center
Maintenance
Civic Center
Maintenance, Operating
Materials & Supplies
Buildings/Grounds
$6,667
Future Budget
2026-27 06017640-
63001
Water Water Utility Water
Production & Supply,
$150,000
Public Works Water and Facilities Electrical Components Supplies November 4, 2025
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Miscellaneous Operating
Expenses
01117651-
63200
General
Fund
Park Maintenance,
Operating Materials &
Supplies
Buildings/Grounds
$50,000
07417655-
63200
Civic Center
Maintenance
Civic Center
Maintenance, Operating
Materials & Supplies
Buildings/Grounds
$10,000
06017640-
63001
Water Water Utility Water
Production & Supply,
Miscellaneous Operating
Expenses
$150,000
01117651-
63200
General
Fund
Park Maintenance,
Operating Materials &
Supplies
Buildings/Grounds
$50,000
2027-28
07417655-
63200
Civic Center
Maintenance
Civic Center
Maintenance, Operating
Materials & Supplies
Buildings/Grounds
$10,000
06017640-
63001
Water Water Utility Water
Production & Supply,
Miscellaneous Operating
Expenses
$150,000
01117651-
63200
General
Fund
Park Maintenance,
Operating Materials &
Supplies
Buildings/Grounds
$50,000
2028-29
07417655-
63200
Civic Center
Maintenance
Civic Center
Maintenance, Operating
Materials & Supplies
Buildings/Grounds
$10,000
06017640-
63001
Water Water Utility Water
Production & Supply,
Miscellaneous Operating
Expenses
$150,000
01117651-
63200
General
Fund
Park Maintenance,
Operating Materials &
Supplies
Buildings/Grounds
$50,000
2029-30
07417655-
63200
Civic Center
Maintenance
Civic Center
Maintenance, Operating
$10,000
Public Works Water and Facilities Electrical Components Supplies November 4, 2025
5 4
0 6
Materials & Supplies
Buildings/Grounds
06017640-
63001
Water Water Utility Water
Production & Supply,
Miscellaneous Operating
Expenses
$50,000
01117651-
62320
General
Fund
Park Maintenance,
Operating Materials &
Supplies
Buildings/Grounds
$16,667
2030-31
07417655-
63200
Civic Center
Maintenance
Civic Center
Maintenance, Operating
Materials & Supplies
Buildings/Grounds
$3,333
TOTAL $1,050,000
EXHIBIT(S)
1. Abstract of Bids (25-091)
Submitted By: Rodolfo Rosas, P.E., Acting Executive Director – Public Works Agency Approved By: Alvaro Nuñez, City Manager