HomeMy WebLinkAboutE-14 Staff Report - Award Procurement Contract to Anixter for LED StreetlightsCONSENT ITEM
E-14
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
VIA: SERGIO GONZALEZ, CITY MANAGER
FROM: MANNY ROBLEDO, DIRECTOR OF UTILITIES
DATE: AUGUST 17, 2020
SUBJECT: AWARD PROCUREMENT CONTRACT TO ANIXTER INCORPORATED
FOR FURNISHING LED STREET LIGHT FIXTURES
BACKGROUND:
The Azusa Light and Water’s (ALW) has determined that deploying light emitting diode (LED)
streetlights throughout the City will provide 40% in energy savings, reduce maintenance costs,
and improve safety and aesthetics over the existing high pressure sodium (HPS) streetlights.
Staff solicited bids and received proposals for residential LED streetlight fixtures from three
bidders on August 5, 2020. Staff recommends award to Anixter Inc. as the lowest responsible
bidder.
RECOMMENDATION:
Staff recommends the Utility Board take the following action:
1)Award a Procurement Contract for Project LD2020-SL to Anixter Inc. in an amount not-
to-exceed $178,784.16; and
2) Authorize the City Manager to execute the Contract in a form acceptable to the City
Attorney
ANALYSIS:
Over the last three years ALW has installed approximately 300 LED streetlights throughout the
City, and they have proven to be reliable and energy efficient. There are approximately 1,200
residential cobra-head style streetlight fixtures in the City, which will be covered under this
action. The 500 higher wattage commercial streetlights, and the decorative residential
streetlights, will be addressed through a separate action. Staff is planning to retrofit all of the
APPROVED
CITY COUNCIL
8/17/2020
Award Anixter Inc. Contract LD2020-SL
August 17, 2020
Page 2
streetlights in the City with LED fixtures over the next three years pursuant to a Capital
Improvement Project approved City Council under the Fiscal Year 2020-21 annual budget.
Staff solicited proposals for LED streetlight fixtures on July 21, 2020 on San Gabriel Valley
Tribune. On August 5, 2020 three received bids were opened and publically announced at the
City Clerk’s office. The residential fixtures were bid as specified, and are recommended to be
awarded hereunder; however, the lowest bid for the commercial fixtures offered a catalog
number different than that specified because the item specified is being discontinued by the
manufacturer. Given that the lowest bid was $10,142 less than the next highest responsive bid,
Staff has determined that it is in the best interest of the City to reject all bids for the commercial
fixture item and award only the residential fixtures with this action. The table below depicts the
bid results for the residential fixtures recommended for award hereunder.
Bidders Residential LED Fixtures Qty. Subtotal Total with 10.25% Taxes
Anixter $129.73/unit
(Leotek 150 Watt Equal)
1250 $162,162.5 $178,784.16
Wesco $147.10/unit
(EOI 150 Watt Equal)
1250 $183,875 $202,722.19
Graybar $147.33/unit
(Leotek 150 Watt Equal)
1250 $184,162.5 $203,039.16
FISCAL IMPACT:
Funding for this project is budgeted under the Public Benefits Fund Number 24.
Prepared by: Reviewed and Approved:
Hien K. Vuong Manny Robledo
Assistant Director – Electric Operations Director of Utilities
Reviewed and Approved:
Sergio Gonzalez
City Manager
Attachments:
1. Anixter LED Streetlight Bid Proposal
2. LED Streetlight Procurement Contract Agreement
Attachment 1
AGREEMENT - 00 52 63-1
AGREEMENT
PROCUREMENT CONTRACT NO. LD2020-SL
FURNISHING LED STREET LIGHT FIXTURES
THIS AGREEMENT between Azusa Light and Water, City of Azusa, (Buyer”), and
____________________________________________________________________ (“Seller”).
Buyer and Seller, in consideration of the mutual covenants set forth herein, agree as follows:
ARTICLE 1 - GOODS
1.01 Seller shall furnish the Goods as specified or indicated in the Contract Documents. The
Goods to be furnished are described in the Summary of Work.
ARTICLE 2 - THE PROJECT
2.01 The Project for which the Goods to be provided under the Contract Documents may be the
whole or only a part is generally described as Azusa Substation.
ARTICLE 3 - ENGINEER
3.01 The Contract Documents for the Goods have been specified by Azusa Light & Water, who
is hereinafter called Engineer and who is to assume all duties and responsibilities and have
the rights and authority assigned to Engineer in the Contract Documents in connection with
the furnishing of Goods.
ARTICLE 4 - POINT OF DESTINATION
4.01 The place where the Goods are to be delivered is defined in the General Conditions as the
Point of Destination and is designated as:
Receiving Warehouse
City of Azusa
809 Angeleno
Azusa, CA 91702
Attachment 2
AGREEMENT - 00 52 63-2
ARTICLE 5 - CONTRACT TIMES
5.01 Time of the Essence
A. All time limits for Milestones, if any, the delivery of Goods as stated in the Contract
Documents are of the essence of the Contract.
5.02 Days for Submittal of Shop Drawings
A. All Shop Drawings and Samples required by the Contract Documents will be
submitted to Buyer for Engineer’s review and approval within 42 days after the
date when the Contract Times commence to run as provided in Paragraph 2.03 of
the General Conditions.
5.03 Date for Delivery of Goods
A. The Goods are to be delivered in total quantity or portions thereof to the Point of
Destination and ready for Buyer ’s receipt of delivery within 45 days of issuance of
the Purchase Order. Seller will have 100 days to deliver the entire quantity
complete the Purchase Order
5.04 Taxes
A. Seller shall be responsible for all taxes and duties arising out of the sale of the
Goods and the furnishing of Special Services. Seller shall pay all other taxes and
duties required to be paid by in accordance with the Laws and Regulations.
5.05 Liquidated Damages
A. Buyer and Seller recognize that time is of the essence of this Agreement and that
Buyer will suffer financial loss if the drawings and design documentation are not
delivered to Buyer within the times specified in Paragraph 5.02 above, plus any
extensions thereof allowed in accordance with Article 7 of the General Conditions.
The parties also recognize that the timely performance of services by others
involved in the Project is materially dependent upon Seller’s specific compliance
with the requirements of Paragraph 5.02. Further, they recognize the delays,
expense and difficulties involved in proving the actual loss suffered by Buyer if
complete acceptable drawings and design documents are not delivered on time.
Accordingly, instead of requiring such proof, Buyer and Seller agree that as
liquidated damages for delay (but not as a penalty) Seller shall pay Buyer $500 for
each day that expires after the time specified in Paragraph 5.02 for delivery of all
acceptable drawings and design documents.
ARTICLE 6 - CONTRACT PRICE
6.01 The City shall pay Seller for furnishing the Goods in accordance with the Contract
Documents in current U.S. funds as follows:
and /100 Dollars ($ )
(Use words) (Use figures)
AGREEMENT - 00 52 63-3
ARTICLE 7 - PAYMENT PROCEDURES
7.01 Submittal and Processing of Payments
A. Seller shall submit progress/total invoice to the Engineer to process.
7.02 Progress Payments
A. Buyer shall make progress payments on account of the Contract Price on the basis
of Seller's invoice for the amount of Goods delivered to the Buyer. Buyer reserve
the right to inspect, accept/reject delivered Goods to ensure their free of damage,
and their conformance to the specifications.
7.03 Final Payment
A. Upon receipt of the final invoice, Buyer shall pay the remainder of the Contract
Price.
ARTICLE 8 - INTEREST
8.01 All monies not paid when due, as provided in Article 10 of the General Conditions, shall
bear interest at the rate of 4 percent per annum.
ARTICLE 9 - SELLER'S REPRESENTATIONS
9.01 In order to induce Buyer to enter into this Agreement, Seller makes the following
representations:
A. Seller has examined and carefully studied the Contract Documents and the other
related data identified in the Bidding Documents.
B. If specified or if, in Seller’s judgment, any local condition may affect cost, progress
or the furnishing of the Goods, that may affect cost, progress or the furnishing of
the Goods.
C. Seller is familiar with and is satisfied as to all industry standards, local federal, state
and local Laws and Regulations that may affect cost, progress and the furnishing of
the Goods.
D. Seller has carefully studied and correlated the information known to Seller with the
Contract Documents.
E. Seller has given Buyer written notice of all conflicts, errors, ambiguities, or
discrepancies that Seller has discovered in the Contract Documents.
F. The Contract Documents are generally sufficient to indicate and convey
understanding of all terms and conditions for furnishing Goods.
ARTICLE 10 - CONTRACT DOCUMENTS
AGREEMENT - 00 52 63-4
10.01 Contents
A. The Contract Documents consist of the following:
• Notice of Award
• This Agreement
• Documentation submitted by Seller prior to Notice of Award (including portions
of Seller’s Bid)
• Insurance Certificate or other Evidence
• Specifications as listed in the table of contents
• The following which may be delivered or issued after the Effective Date of this
Agreement and are not attached hereto.
- Notice to Proceed
- Written Amendment(s)
- Buyer's Written Interpretation(s)
B. The documents listed in 10.01.A are attached to this Agreement (except as expressly
noted otherwise above.)
C. There are no Contract Documents other than those listed in this Article 10.
ARTICLE 11 - MISCELLANEOUS
11.01 Defined Terms
A. Not Used (N/A)
11.02 Assignment
A. No assignment by a party hereto of any rights under or interests in the Contract
Documents will be binding on another party hereto without the written consent of
the party sought to be bound. Specifically, but without limitation, monies that may
become due and monies that are due may not be assigned without such consent
(except to the extent that the effect of this restriction may be limited by law). Unless
specifically stated to the contrary in any written consent to an assignment, no
assignment will release or discharge the assignor from any duty or responsibility
under the Contract Documents.
11.03 Successors and Assigns
A. Buyer and Seller each binds itself, its partners, successors, assigns and legal
representatives to the other party hereto, its partners, successors, assigns and legal
representatives in respect to all covenants, agreements and obligations contained in
the Contract Documents.
11.04 Severability
A. Any provision or part of the Contract Documents held to be void or unenforceable
under any Law or Regulation shall be deemed stricken and all remaining provisions
shall continue to be valid and binding upon Buyer and Seller. The Contract
Documents shall be reformed to replace such stricken provision or part thereof with
AGREEMENT - 00 52 63-5
a valid and enforceable provision that comes as close as possible to expressing the
intention of the stricken provision.IN WITNESS WHEREOF, Buyer and Seller
have signed this Agreement in duplicate.
One counterpart each has been delivered to Buyer and Seller. All portions of the
Contract Documents have been signed or identified by Buyer and Seller or on their
behalf.
This Agreement will be effective on ________________________ (Date)
Buyer: City of Azusa Seller: ANIXTER INC.
By: By: ______________________________
Sergio Gonzalez
City Manager
Attest: Tax I. D. Number
By: __________________________________
Jeffrey Lawrence Cornejo, Jr. Number
City Clerk
__________________________________
Corporate Seal
Approved as to Form:
By: _____________________________________
Jeff Ferre
Best, Best & Krieger LLP
City Attorney
Form P -00 61 13.16 Page 6