HomeMy WebLinkAbout16 LED's Purchase Contractenda Item #
CONSENT
16
To: Board of Directors
From: Lisa Hall
Date: April 04, 2018
Subject: Consideration of Awarding a Contract to Purchase LED's for the
District's Conservation Program
1. WHY THIS MATTER IS BEFORE THE BOARD
District Code requires Board approval for all expenditures in excess of $15,0000.
2. HISTORY
The approved FY18 budget includes funding for the District's energy conservation
programs. Many of the District's energy efficiency programs include distribution of
free energy -efficient light bulbs to customers.
The District converted its conservation program from CFL bulbs to LED bulbs in the
3rd Quarter of 2017. Due to pent up demand, 12,000 LED bulbs were distributed to
District customers in the 4th quarter of FY17.
Purchases of energy efficient bulbs include 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
Staff has identified six LED's for FY18: a 60W equivalent A -style bulb; a 100W
equivalent A -style bulb; a 40W equivalent globe; a 65W equivalent BR30; a 75W
equivalent PAR38, and a 40W equivalent filament candelabra.
The District issued a Request for Bid (RFB) on February 5, 2018, that was advertised
in the Sierra Sun. A bid opening was held on March 22, 2018. The RFB was for a
minimum quantity of 16,000 LED's and a maximum quantity of 33,000 LED's.
The specification 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. Seven bids were received and six were responsive. The bid results are
included in the following table:
Vendor
Location
Aggregated
Bid Price
Results
AM Conservation Group
Charleston, SC
$105,640
Responsive
Auto Cell Electronics
Elk Grove, CA
$127,340
Responsive
General Pacific
Fairview, OR
$133,980
Responsive
A -Cent Tech
Las Vegas, NV
$136,250
Responsive
Pacific Lamp & Supply
Seattle, WA
$152,820
Responsive
Have Lights Will Travel
Reno, NV
$153,100
Responsive
USA LED
Non -Responsive
AM Conservation Group was the lowest responsive bidder with an aggregated total of
$105,6406
4. FISCAL IMPACT
The guaranteed minimum contract amount is $48,820 with a total contract amount not
to exceed $105,640, Sufficient funds exist within the approved FY18 budget for this
procurement.
5. RECOMMENDATION
Authorize the General Manager to execute a contract with AM Conservation Group for
the purchase of LED Is in a minimum amount of $48,820 with a total contract amount
not to exceed $105,640 plus tax.
11
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Lisa Hall
Director of Administrative Services
Michael D. Holley
General Manager