Agenda Item #12.5
For Council Meeting of: June 21, 2022
CITY OF SANTA ROSA
CITY COUNCIL
TO: MAYOR AND CITY COUNCIL
FROM: ROB SPRINKLE, DEPUTY DIRECTOR, TRAFFIC ENGINEERING, TRANSPORTATION AND PUBLIC WORKS DEPARTMENT
BRANDALYN TRAMEL, PURCHASING AGENT, FINANCE DEPARTMENT
AUTHOR AMY CARTER, BUYER, FINANCE
SUBJECT: SPLIT BID AWARD – INVITATION FOR BID 22-28 LED STREET LIGHTS TO AZCO SUPPLY, INC., AND SOLARMAX LED, INC.
AGENDA ACTION: RESOLUTION
RECOMMENDATION
It is recommended by the Transportation and Public Works and Finance Departments, that the Council, by resolution: 1) approve a split bid award for Invitation for Bid (IFB) 22-28; 2) approve issuance of a purchase order for Item #1 - 500 each, VEGA D4A LED Light Engine to AZCO Supply, Inc., Stockton, California in an amount not to exceed $114,712.50; and 3) approve issuance of a purchase order for Item #2 - 500 each, Cobra Head Street Lights to SolarMax LED, Inc., Riverside, California, in an amount not to exceed $65,522.69, for a total combined amount not to exceed $180,235.19.
EXECUTIVE SUMMARY
The Transportation and Public Works (TPW) submitted Purchase Requisition R159481 to Purchasing to issue a bid for LED streetlights. Invitation for Bid (IFB) 22-28 was opened on May 16, 2022, and identified AZCO Supply, Inc., Stockton, California as the lowest responsive and responsible bidder for Item #1 - 500 each, VEGA D4A LED Light Engine, and SolarMax LED, Inc., as the lowest responsive and responsible bidder for Item #2 - 500 each, Cobra Head Street Lights.
BACKGROUND
The purchase of the fixtures will complete the stock needed to finish converting all of the City’s High Pressure Sodium (HPS) fixtures over to LEDs. This will also convert the aging/failing inductions lights over to LEDs as well. The LED fixtures draw 1/3 of the wattage of an equivalent HPS fixture and about ½ of an induction fixture.
PRIOR CITY COUNCIL REVIEW
Not Applicable
ANALYSIS
On May 16, 2022, IFB 22-28 for LED Street Lights was opened by Purchasing. Of the two hundred and forty-two (242) vendors notified, four responses were received, one was considered non-responsive and three were considered responsive and responsible to the bid requirements. AZCO Supply, Inc. is the lowest responsive and responsible bid for Item #1 and SolarMax LED, Inc. is the lowest responsive and responsible bid for Item #2.
A tabulation of the responsive and responsible bids received is listed below:
Vendor
Bid Total
AZCO Supply, Inc.
Stockton, CA
Item #1: $114,712.50**
Item #2: $73,743.75
SolarMax LED, Inc.
Riverside, CA
Item #1: No Bid
Item #2: $65,522.69**
JAM Services, Inc.
Livermore, CA
Item #1: $115,258.75
Item #2: $73,470.63
** Lowest responsive and responsible bid per item.
FISCAL IMPACT
Funds for this procurement are budgeted in a project in the approved Fiscal Year 2021-22 Capital Improvement Program (CIP).
ENVIRONMENTAL IMPACT
The proposed action is exempt from the provisions of the California Environmental Quality Act (CEQA) under CEQA Guidelines Section 15061(b)(3) and 15378 in that there is no possibility that the implementation of this action may have significant effects on the environment, and no further environmental review is required.
BOARD/COMMISSION/COMMITTEE REVIEW AND RECOMMENDATIONS
Not Applicable
NOTIFICATION
Not applicable
ATTACHMENTS
Resolution
CONTACT
Rob Sprinkle, 707-543-3817, [email protected]
Brandalyn Tramel, 707-543-3706, [email protected]
Amy Carter, 707-543-3702, [email protected]
BID AWARD
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