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HomeMy WebLinkAboutItem 12e - Purchase of Lighting and Electrical SuppliesPurchase Order for Lighting and Electrical Supplies February 18, 2020 Page 1 of 2 DATE: February 18, 2020 TO: Honorable Mayor and City Council FROM: Tom Tait, Public Works Services Director By: Tyler Polidori, General Services Superintendent SUBJECT: PURCHASE ORDER WITH WEST-LITE SUPPLY COMPANY, INC. FOR THE PURCHASE OF LIGHTING AND ELECTRICAL SUPPLIES IN THE AMOUNT OF $53,171.98 Recommendation: Approve SUMMARY The Public Works Services Department (“PWSD”) is responsible for the maintenance and repair of streetlights and lighting fixtures at City facilities. To ensure that the City is receiving the most competitive prices for the purchase of lighting and electrical supplies, a formal bid process was conducted and West-Lite Supply Company, Inc. submitted the lowest responsive bid. It is recommended that the City Council approve a Purchase Order with West-Lite Supply Company, Inc. for the purchase of lighting and electrical supplies in the amount of $53,171.98, with the option of three, one-year renewals. DISCUSSION The PWSD warehouse maintains a stock of ballasts, lamps, light fixtures, and related electrical accessories for the routine maintenance of streetlights and lighting fixtures at City facilities. Most items used in conjunction with lighting needs are considered a revolving inventory item, and it is essential that the warehouse maintain quantities of these items on hand to be used in daily operations. A Notice Inviting Bids was published in the City’s adjudicated newspaper, and bid packages were sent directly to vendors that supply lighting and electrical accessories. On January 7, 2020, the City Clerk opened two sealed bids with the following results: FIRM LOCATION BID AMOUNT____ West-Lite Supply Company, Inc. Cerritos, CA $53,171.98 Consolidated Electrical Distributors Pasadena, CA $62,632.63 Purchase Order for Lighting and Electrical Supplies February 18, 2020 Page 2 of 2 All bid documents were reviewed for content and the vendor’s ability to best meet the City’s needs as described in the bid specifications. Based on the evaluation of the bids, it was concluded that West-Lite Supply Company, Inc. is the lowest responsive bidder and has satisfactorily supplied lighting and related electrical supplies to the City in the past. In order to ensure that there are acceptable quantities of lighting and electrical supplies available in the City’s warehouse, the quantities provided in the bid specifications are based on estimates. Bid documents state that the City may purchase an amount less than the estimate given, according to the needs and requirements of the City, at the unit prices quoted in the bid. ENVIRONMENTAL ANALYSIS The proposed action does not constitute a project under the California Environmental Quality Act (“CEQA”), and it can be seen with certainty that it will have no impact on the environment. Thus, this matter is exempt under CEQA. FISCAL IMPACT Sufficient funds have been budgeted in the Fiscal Year 2019-20 Operating Budgets from street lighting and department building maintenance accounts. RECOMMENDATION It is recommended the City Council determine that this action does not constitute a project and is therefore exempt under the California Environmental Quality Act (“CEQA”); and approve a Purchase Order with West-Lite Supply Company, Inc. for the purchase of lighting and electrical supplies in the amount of $53,171.98.