City Council
Report
City Council Meeting: June 11, 2024
Agenda Item: 5.A
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To: Mayor and City Council
From: Rick Valte, Public Works Director, Public Works, Engineering and Street Services
Subject: Authorization of Purchase Orders with One Source Distributors and Turtle ALA, LLC for General Lighting and Electrical Supplies
Recommended Action
Staff recommends that the City Council:
1. Adopt a finding of Categorical Exemption pursuant to Section 15301 (Existing Facilities), of the California Environmental Quality Act (CEQA) Guidelines;
2. Award Bid SP2711 to One Source Distributors, as the primary vendor, and Turtle ALA, LLC., as the secondary vendor for the purchase and delivery of general lighting and electrical supplies for the Public Works Department;
3. Authorize the Procurement Manager to issue a Purchase Order with One Source Distributors for General Lighting & Electrical Supplies in the amount not to exceed $1,080,000 (for one year, with four additional one-year renewal options to extend at increases between 12% to 15%) for a total amount not to exceed $5,400,000, with future year funding contingent on Council budget approval; and
4. Authorize the Procurement Manager to issue a Purchase Order with Turtle ALA, LLC. for General Lighting & Electrical Supplies in the amount not to exceed $545,000 (for one year, with four additional one-year renewal options to extend at increases of 5%) for a total amount not to exceed $2,725,000, with future year funding contingent on Council budget approval.
Summary
The City of Santa Monica Public Works Department - Engineering and Street Services and Facilities Divisions are responsible for maintaining approximately 7,150 City streetlights and the lighting needs for all City buildings, infrastructure, and outdoor public lighting fixtures. This award recommendation is for the City to purchase supplies and parts necessary to repair park lighting, Promenade lighting, and the general electrical supplies needed by the Public Works Department over the next five years. 2 of 6
Expenditures for these general lighting supplies have increased since the prior procurement and are expected to increase over the next few years due to deferred maintenance prompted by the constraints in the City’s General Fund, increased vandalism, continued inflation, and global supply issues. Staff recommends that the Council award the bid for the purchase of General Lighting and Electrical Supplies to One Source Distributors and Turtle ALA, LLC, as primary and secondary vendors, in amounts not to exceed $1,080,000 and $545,000, respectively, for the first of five years, which include anticipated cost escalations between 5% and 15% over the contract period. This would result in two purchase orders with five-year total amounts not to exceed $5,400,000 and $2,725,000, respectively.
Discussion
The Public Works Department maintains and repairs the City’s electrical infrastructure.
The Department’s Engineering and Street Services Division responds to lighting repair requests from the public and requests from the Fire and Police Departments for services such as emergency callouts. Routine repair inspections are conducted for park lights, electrical service cabinets, broken pull boxes, and other related city assets. The City owns approximately 1,500 high-voltage outdoor light poles and 107,000 linear feet of high-voltage circuits. Many of these outdoor lighting assets were built in the 1960s and are scheduled to be replaced over the next five years. Maintenance of new and aging lighting assets requires the purchase of replacement electrical parts. Typical supply purchases consist of replacement light poles, light fixtures, bulbs, pull boxes, electrical services cabinets, and other related hardware.
The Facilities Maintenance Division completes approximately 3,200 electrical work orders each year. Such work includes electrical outlet installations, lighting fixture maintenance, restroom hand dryer repairs, and electrical renovations and upgrades at various City facilities. Lighting inspections and repairs for the City have increased over the last two years due to vandalism.
On April 11, 2023, Council awarded a Purchase Order to One Source Distributors for street lighting electrical supplies (Attachment A). The award did not include park lighting 3 of 6
and general electrical purchases. In addition, the award accounted for an estimated amount of replacement copper wire based on 2022 wire theft data. However, in the current fiscal year 2023-24 there has been an even greater increase in copper wire theft and streetlight vandalism throughout the City. Staff is estimating copper wire replacement purchases between $500,000 and $650,000 for this fiscal year. The Division has implemented anti-theft measures such as epoxying (gluing) the lids of newly installed pull boxes, adding locks to existing service cabinets, and other theftdeterrent measures. This award recommendation seeks purchase authority to account for future potential needs to repair lighting and general electrical purchases.
Staff is recommending an award to two vendors to protect and maintain the City’s lighting infrastructure as well as enhance the safety of park visitors and residents.
Having multiple vendors on-call for general electrical supplies would safeguard the City from potential supply shortages in future periods so that staff can repair the City’s critical infrastructure.
Vendor Selection
Bidder Recommendation
Best Bidder One Source Distributors
Evaluation Criteria Price, previous experience, the quality of the material offered; the ability, capacity, and skill of the bidder to provide the materials; the capacity of the bidder to provide the materials promptly, within the time specified, and without delay or interference; and compliance with the City specifications.
Municipal Code SMMC 2.24.180
Submittals Received
One Source
Distributors
$27,807 Tourbillion Enterprises
LLC.
Partial Bid Only
Turtle ALA, LLC. $33,135 Exterior Products, Corp. Partial Bid Only Optima Energy Inc. $33,216
Bid Data
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Date Posted Posted On
Advertise In
(City Charter & SMMC)
Vendors
Downloaded
Date Publicly
Opened
03/15/2024 City's Online
Bidding Site
Santa Monica Daily
Press 28 04/12/2024
Best Bidder Justification
One Source Distributors is the City’s current streetlight electrical supplier and has proven its ability to provide a quality product at competitive prices. City staff have worked with One Source for over nine years and they are a qualified vendor to support City operations and to provide electrical supplies and materials. The vendor consistently delivers competitively priced, high-quality supplies and parts to the City within the desired timeframe and is familiar with the City’s infrastructure and maintenance needs and requirements. It is for these reasons that One Source Distributors is recommended as the best bidder.
Turtle ALA, LLC is also being recommended as a secondary vendor due to their competitive prices for insulated wire. Turtle’s pricing for frequently purchased wire is lower than its competitors; however, other non-wire materials were priced higher. Turtle ALA, LLC which has a location in the City of Los Angeles, is within close proximity to the City. Turtle ALA, LLC. is a reputable, local electrical material supplier for cities, counties, and school districts including City of Los Angeles Housing Authority, Los Angeles Unified School District, and Los Angeles County. It is for these reasons that Turtle ALA, LLC is recommended as the secondary vendor.
Environmental Review
The awards for general electrical supplies are Categorically Exempt from the California Environmental Quality Act (CEQA) under Section 15301. Section 15301 of the CEQA State Guidelines provides Class 1 (existing facilities) exemption for projects that consists of the operation, repair, maintenance, leasing, licensing, permitting, or minor alteration of existing public or private structures, facilities, mechanical equipment, or topographical features, involving negligible or no expansion of the existing or former use. The award of general electrical material Purchase Orders would not result in any modifications to existing City facilities. The existing facilities would be maintained and repaired with replacement materials and the award of the Purchase Order would not expand or materially change 5 of 6
existing facilities or operations. Therefore, the award is Categorically Exempt as set forth in Section 15301 of the CEQA State Guidelines.
Financial Impacts and Budget Actions
Staff seeks authority to approve funding from the General Fund to award a Purchase Order to One Source Distributors as the primary vendor to provide general electrical supplies and a Purchase Order to Turtle ALA, LLC as secondary vendor in the event that One Source Distributors is unable to fulfill the order. Funds would be included in the FY 2024-25 Proposed Exception Based Budget. Future year funding is contingent on Council budget approval.
One Source Distributors Purchase Order Request (Primary Vendor) FY 2024-25
Request Amount Future Years Department Account #
Total
Contract
Amount
$300,000 $1,200,000 01500034.529400 $1,500,000
$700,000 $2,800,000 01500034.529400.98934 $3,500,000
$80,000 $320,000 01500020.525080 $400,000
$1,080,000 $4,320,000 $5,400,000
Turtle ALA, LLC Purchase Order Request (Secondary Vendor) FY 2024-25
Request Amount Future Years Department Account #
Total
Contract
Amount
$500,000 $2,000,000 01500034.529400.98934 $2,500,000
$45,000 $180,000 01500020.525080 $225,000
$545,000 $2,180,000 $2,725,000
Prepared By: Steven Hull, Engineering Support Services Administrator Approved Forwarded to Council
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Attachments:
A. April 11, 2023 Staff Report Award Purchase Order for Street Light Electrical B. Oaks Initiative Form - One Source
C. Levine Act Disclosure Form - One Source
D. Oaks Initiative Form - Turtle ALA LLC
E. Levine Act Disclosure Form - Turtle ALA LLC