HomeMy WebLinkAbout22E - PO FOR STREETLIGHT POLEREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
JUNE 16, 2020
TITLE:
APPROVE A PURCHASE ORDER TO
SOUTH COAST LIGHTING & DESIGN IN
THE AMOUNT OF $133,427 FOR
STREETLIGHT POLE PURCHASE
(SPECIFICATION NO. 20-079)
(GENERAL FUND)
/s/ Kristine Ri
CITY MANAGER
CLERK OF COUNCIL USE ONLY:
:••e• s
❑ As Recommended
❑ As Amended
❑ Ordinance on 1s' Reading
❑ Ordinance on 2nd Reading
❑ Implementing Resolution
❑ Set Public Hearing For_
CONTINUED TO
FILE NUMBER
RECOMMENDED ACTION
Authorize a one-time purchase and payment of purchase order to South Coast Lighting & Design
for eighteen streetlight poles in an amount not to exceed $133,427, subject to non -substantive
changes approved by the City Manager and City Attorney.
DISCUSSION
The Public Works Agency Streetlight Maintenance Program oversees the design, review,
maintenance and construction of street lighting systems to improve traffic and pedestrian safety,
reduce maintenance costs, and discourage criminal activity. To ensure sufficient inventory is
available should a pole need to be replaced, streetlights are stocked and stored at the City Yard.
This allows for a prompt response time when addressing unexpected damage due to vehicle
collisions.
The Notice Inviting Bids was advertised on May 19, 2020, on the City's online bid management
and publication system. A summary of the bid invitation and bids received is as follows:
111 Vendors were notified
5 Santa Ana vendors were notified
26 Vendors downloaded the bid packet
8 Bids received
1 Bid received from Santa Ana vendors
Eight bids were received and opened on June 3, 2020, and evaluated (Exhibit 1).
The bid submitted from South Coast Lighting & Design from San Clemente, California is the lowest,
responsive to the specifications and meets the City's requirements.
22E-1
Award Purchase Order for Streetlight Poles
June 16, 2020
Page 2
Local Vendor Preference
For bid evaluation purposes, qualified bidders may receive either a 7% preference for "small" Santa
Ana businesses, or a 4% preference for "small" Orange County businesses, which is given
respectively on all qualifying bids for materials, supplies, labor, equipment or services, pursuant to
the Small Local Business Preference Program under Ordinance NS-2828. Small Local Business
Preference eligibility requirements are available on the City's website at www.santa-
ana.org/finance/local preference program.asp. Vendors located within the City of Santa Ana limits
that do not qualify for the small local business preference program may receive a 1 % local vendor
preference when evaluating their total bid.
Even after taking into account the 7% local preference for the bid received from a Santa Ana
vendor, the South Coast Lighting & Design bid was $31,114 lower (Exhibit 1), and as such, staff
recommends authorizing a one-time purchase and payment of purchase order to South Coast
Lighting & Design. Although it is well outside the Finance and Management Services Agency's
typical process, the City Council may opt to award the purchase to a higher bidder.
Outreach Efforts
The Purchasing Division advertised this project on the City's online bid management and
publication system, which directly notified five Santa Ana vendors, of which one submitted a bid
packet for consideration.
STRATEGIC PLAN ALIGNMENT
Approval of this item supports the City's efforts to meet Goal #6 Community Facilities &
Infrastructure, Objective #1 (establish and maintain a Community Investment Plan for all City
assets), Strategy C (invest resources and technology to extend the service life of existing
infrastructure to protect the City's investment and support a high quality of life standard).
FISCAL IMPACT
Funds in the amount of $133,427 are available for expenditure in FY 2019-20 as follows:
Fiscal Year
Accounting Unit-
Account #
Fund Description
Accounting Unit, Account
Description
Amount
Public Works — Street Light
FY 2019-20
01117630-66220
General Fund
Maintenance,
$133,427
Improvements Other Than
Building
Total:
$133,427
22E-2
ABSTRACT OF BIDS
STREELIG HT (20-079)
South Coast Lighting &
Design
San Clemente, CA
West -Cite Supply Co.
Cerritos, CA
American Electric Supply
Corona, CA
Graybar
Diamond Bar, CA
Deccri ion
UOM
QTY
Unit Price
Extension
Unit Price
Extension
Unit Price
Extension
Unit Price
Extension
Double MM Streetlight
EA
18
$6,785.00
$122,130.00
$7,957.35
$143,23220
$8,124.00
$146,232.00
$8,296.81
$149,342,58
Sales Tax 9.25%
$11,297.02
$13,248.99
$13,52646
$13,814.19
7%Small Santa Ana
Vendor Preference
N/A
N/A
N/A
N/A
ma range o
Vendor Preference
N/A
N/A
N/A
N/A
Bid Base Total
$133,427.02
$156,481.29
$159,758.46
$163,t56.77
Curley Wholesale
Electric
Santa Ana CA
CAL -DUCT, INC
Bloomin lion, CA
LOTUS USA, INC
Los Angeles CA
Lighting Technology, Inc
Redill ds CA
Deccri ion
UOM
CITY
Unit Price
Extension
Unit Price
Extension
Unit Price
Extension
Unit Price
Extension
Double King Streetlight
EA
18
$8,997.00
$161,946,00
$8,478.00
$152SO4.00
$9,345.00
$168,210.00
$18,743.14
$337,376.52
Sales Tax 9.25%
$14,980.00
$14,115.87
$15,559.38
$31,207.33
7%Small Santa Ana
Vendor Preference
412,384.82
N/A
N/A
N/A
4% Small Orange Cc
Vendor Preference
N/Al
N/A
N/A
N/A
Bid Base Totall
1
1
$164 541.18
1$166,719.871
1 $183,769.381
1 $368,583.85
22E-3