HomeMy WebLinkAbout8 Consideration of the Award of a Contract for the Purchase of LED Holiday Lights Agenda Item # 8
■ UCKEE r
Public District
CONSENT
To: Board of Directors
From: Steven Poncelet
Date: April 04, 2012
Subject: Consideration of the Award of a Contract for the Purchase of LED
Holiday Lights
1. WHY THIS MATTER IS BEFORE THE BOARD
This matter is before the Board as the total purchase of LED Holiday Lights for the
annual LED Holiday Light Exchange program exceeds the $15,000 limit and requires
Board approval.
2. HISTORY
This District began the LED Holiday Light Exchange Program in 2007 and this
program has been very successful in the past as measured by customer participation,
cost-effectiveness, and customer education. Not only are over 5% of our customers
participating in this program each year (over a 3-4 week period), but every customer
who comes into the Conservation Department is educated about the other District
programs.
In 2011, the District encountered supply constraints when attempting to purchase the
LED holiday lights. The District had planned on a 13-week lead time but none of the
bidders were able to commit to this in the bid process. The District was ultimately
able to negotiate directly with the vendors to secure the needed LED holiday lights.
Staff realized that a longer lead time for future procurements was needed.
3. NEW INFORMATION
For the 2012 program, Staff is again targeting -750 customers (5% of our customer
base). To address last year's lead time constraints, the District is procuring early this
year and issued a Request for Bids (RFB) on March 14th to purchase lights for the
2012 LED Holiday Light Exchange Program. This RFB was divided into two bid
schedules:
Schedule 1 was for a total quantity of 675 (20+ foot) and 135 (60+ foot) of the C6 or
'pine cone' LED holiday light strands. This was further broken down into soft-white
and multi-color strands.
Schedule 2 was for a total of 1,080 (20+ foot) 'mini' LED holiday light strands. This
was further broken down into soft-white and multi-color strands.
The RFB was advertised in the Sierra Sun and a bid opening was held on March 28th.
The District received two bids from Sierra Valley Home Center and Western Nevada
Supply. Western Nevada Supply was the lowest responsive bidder for Schedule 1 and
Schedule 2. Sierra Valley Home Center was found to be non-responsive for Schedule
1. The results of the bids are listed below.
Vendor Schedule 1 Schedule 2
Western Nevada Supply $15,180.00 $14,100.00
Sierra Valley Home Center Non-Responsive $15,846.00
4. FISCAL IMPACT
The total contract amount for the 2012 LED holiday light purchase is for an amount not
to exceed $29,280 with a 10% change order authorization for a total amount not to
exceed $32,208 plus tax.
5. RECOMMENDATION
Award a contract to Western Nevada Supply for an amount not to exceed $29,280 with
a 10% change order authorization for a total amount not to exceed $32,208 plus tax.
Steven Poncelet Michael D. Holley
Public Information & Conservation Manager General Manager