HomeMy WebLinkAbout7 LED PurchaseCONSENT
To: Board of Directors
From: Lisa Hall
Date: April 16, 2019
Subject: Consideration of Awarding a Contract to Purchase Light Emitting
Diodes (LEDs) for the District's Conservation Program
1. WHY THIS MATTER IS BEFORE THE BOARD
Board authorization is required for expenditures in excess of $15,000.
2. HISTORY
The approved FY19 budget includes funding for the District's energy conservation
programs. Many of the District's energy efficiency programs include hand-outs of free
energy -efficient light bulbs to customers. In FY18, the District distributed over 9,000 LED
light bulbs, saving approximately 151 MWh.
The annual LED contract specifications include both minimum and maximum threshholds
based on estimates of program participation, which provides flexibility to match customers'
needs while committing to a total dollar purchase amount.
3. NEW INFORMATION
Staff has identified 6 LED bulbs for FY19: A 60W equivalent A -style traditional bulb; a
10OW equivalent A -style traditional bulb; a 40W equivalent globe, a 65W equivalent BR30
floodlight bulb; a 75W equivalent PAR38 floodlight bulb; and an 18W T8 tube bulb.
The District issued a Request for Bid (RFB) on March 1 st, 2019, that was advertised in the
Sierra Sun on March 8, 2019, and sent directly to the District's known vendor list. A bid
opening was held on March 19, 2019. The RFB was for a minimum quantity of 5,500 and
a maximum quantity of 20,000.
The specification for the bid award is the lowest aggregated bid price for the minimum
quantities, times the bid unit price 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 and two were responsive. The bid results are included in
the following table:
Vendor
Location
Aggregate
Results
d Bid Price
AM Conservation
Charleston,
$64,375
Not Responsive - does
SC
not meet Title 20 specs
General Pacific
Fairview, OR
$79,650
Responsive
SolarMax LED
Riverside, CA
$64,240
Not Responsive - did not
provide a PAR38 sample
and did not sign bid
Gexpro
McClellan, CA
$68,560
Not Responsive - Globe
did not meet specs
Pacific Lamp & Co
Seattle, WA
$82,000
Not Responsive - did not
provide samples
General Pacific was the lowest responsive bidder with an aggregated total of $79,650.
4. FISCAL IMPACT
The guaranteed minimum contract amount is $22,890 with a total contract amount not
to exceed $79,650. Sufficient funds exist within the approved FY19 budget for this
procurement.
5. RECOMMENDATION
1. Find the AM Conservation, SolarMax LED, Gexpro, and Pacific Lamp & Co bids
non -responsive.
2. Authorize the General Manager to execute a contract with General Pacific for the
purchase of LED's in a minimum amount of $22,890 with a total contract amount not
to exceed $79,650 plus shipping and tax.
b, 6�, 1 afl
Lisa Hall
Administrative Services Director
Michael D. Holley
General Manager