HomeMy WebLinkAboutItem 1c: Contract with West-Lite Supply for Electrical Lighting o ?_Ally
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S TAFF REPORT
Public Works Services Department
DATE: February 1, 2011
TO: Mayor and City Council
FROM: Tom Tait, Public Works Services Director
Prepared by: Dave McVey, General Services Superintendent
SUBJECT: AUTHORIZE THE CITY MANAGER TO EXECUTE A PURCHASE
ORDER CONTRACT WITH WEST -LITE SUPPLY COMPANY INC. FOR
THE PURCHASE OF ELECTRICAL LIGHTING AND ACCESSORIES IN
THE AMOUNT NOT TO EXCEED $44,080.19
Recommendation: Approve
SUMMARY
To ensure electrical street lighting parts and miscellaneous Tight fixtures are purchased
at the best price and delivered in a timely manner, staff conducted a competitive bid
process for the purchase of electrical lighting and accessories that are used on a day -
to -day bases.
The City Clerk opened sealed bids on January 18, 2011. Staff has evaluated all of the
bid documents and found the most responsive /responsible bidder to be West -Lite
Supply Company Inc. Staff recommends that the City Council award a contract to West -
Lite Supply Company Inc. for the purchase of electrical lighting and accessories in the
amount not to exceed $44,080.19
DISCUSSION
The Warehouse maintains ballasts, lamps, fixtures and other related lighting
accessories that are essential for the daily maintenance of City -owned street lighting
and other lighting fixtures used at City -owned facilities. Most items used in conjunction
with lighting needs are considered a revolving inventory item and must be replaced to
continue the smooth - day -to -day operations of the street lights and lights in City facilities.
Staff conducted a competitive bidding process for the purchase of electrical lighting and
accessories. Notice inviting bids was published in the adjudicated paper and bid
packages were distributed to area contractors. The City Clerk opened sealed bids on
January 18, 2011 with the following result:
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Mayor and Council
February 1, 2011
Bidder Location Bid Amount
West -Lite Supply Company Cerritos, CA $44,080.19
Ravern Lighting Supply Company Paramount, CA $50,126.29
Main Electric Supply, Inc. Los Angeles, CA Non - responsive
Staff has reviewed the bid documents received for content and the vendor's background
and competency and concluded that West -Lite Supply Company Inc is the lowest
responsible bidder. West -Lite Supply Company Inc. has worked for the City in the past
and has provided quality service. Main Electric Supply, Inc. was determined non-
responsive since they failed to follow the City's bid instructions. The vendor submitted
the bid package via electronically, which is not in line with City bid requirements. Also
it is important to note that in addition to the three (3) bids that were received, ten (10)
other vendors were provided a bid package but they did not submit a bid.
Therefore, staff is recommending that the City Council award a purchase order contract
to West -Lite Supply Company, inc. for the purchase of electrical lighting and
accessories in the amount not to exceed $44,080.19
FISCAL IMPACT
Sufficient funds have been budgeted in the 2010 -11 Capital Improvement and
Operating Budgets.
RECOMMENDATION
1. Award a contract to West -Lite Supply Company, inc. for the purchase of
electrical lighting and accessories in the amount not to exceed $44,080.19
2. Waive any informality in the bid or bidding process
3. Authorize the City Manager and City Clerk to execute a contract in a form
approved by the City Attorney
Approved by: '-J c Donald Penman, City Manager
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