HomeMy WebLinkAbout8 LED Purchase Revised Staff ReportRevised
enda Item #
CONSENT
To: Board of Directors
From: Jeremy Popov
Date: July 19, 2017
Subject: Consideration of Awarding a Contract to Purchase LED's for the
District's Conservation Program - Revised
1. WHY THIS MATTER IS BEFORE THE BOARD
District Code requires all expenditures in excess of $15,000 are to be submitted to the
Board for approval.
2. HISTORY
The approved FY17 budget includes funding for the District's energy conservation
programs. Many of the District's energy efficiency programs involve hand-outs to our
customers of free energy -efficient light bulbs.
The hand-outs of energy efficient Compact Fluorescent Lights (GEC's) was very
successful and cost-effective over the last 7 years. Purchases of energy efficient
bulbs included the estimated quantities of each type of bulb to cover the current year's
estimated demand which allows the District to change the quantities of each bulb to
match customer needs while committing to a total dollar purchase amount.
3. NEW INFORMATION
As the cost of LED bulbs has decreased, the staff has identified LED's as the chosen
bulb for the remainder of FY17 as the inventory of CFL's is depleted. Five LED bulb
types have been chosen: a 60W equivalent A -style bulb; a 100W equivalent A -style
bulb; a 40W equivalent globe; a 65W equivalent BR30; and a 40W equivalent filament
candelabra.
The District issued a Request for Bid (RFB) on May 22, 2017, that was advertised in
the Sierra Sun. A bid opening was held on June 27, 2017. The RFB was for a
minimum quantity of 7,900 LED's and a maximum quantity of 11,800 LED's.
The basis for the bid award is the lowest aggregated bid price for the minimum
quantities times the bid unit prices per bulb type. The maximum contract price amount
(not to exceed) will be based on the maximum quantities times the bid unit prices per
type of bulb. Five bids were received. Two bids was found to be responsive. Bids
determined to be unresponsive included bids without samples, samples not meeting
Energy Star specifications, or with exceptions to contract. The results of the
responsive bids are included in the following table:
Vendor Aggregated Bid Price
General Pacific $ 27,315
Miller OEM Systems $ 33,815
General Pacific was the lowest responsive bidder with an aggregated total of $27,315a
4. FISCAL IMPACT
The guaranteed minimum contract amount is $27,315 with a total contract amount not
to exceed $40,830. Sufficient funds exist within the approved FY17 budget for this
purchase.
5. RECOMMENDATION
Authorize the General Manager to execute a contract with General Pacific for the
purchase of LED's in a minimum amount of $27,315 with a total contract amount not
to exceed $40,830 plus tax.
Jeremy Popov Michael D. Holley
Administrative Services Manager General Manager