HomeMy WebLinkAboutE-9 Staff Report - Blanket PO_LuminairesCONSENT ITEM
E-9
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
VIA: SERGIO GONZALEZ, CITY MANAGER
FROM: JOSE D. JIMENEZ, DIRECTOR OF ECONOMIC & COMMUNITY
DEVELOPMENT
DATE: FEBRUARY 5, 2024
SUBJECT: AUTHORIZATION TO ENTER INTO BLANKET PURCHASE ORDER AND
WAVE PURCHASING PROCEDURES, SECTION 2-520(b) SOLE SOURCE OF
THE AZUSA MUNICIPAL CODE TO ENTER INTO AN AGREEMENT WITH
ACV LIGHTING CONSULTANTS, LLC TO PURCHASE 220 NEW LIGHTPOST
LUMINAIRES THAT ARE SUBJECT TO THE DOWNTOWN STREETSCAPE
IMPROVEMENT PLANS.
BACKGROUND:
On January 19, 2022, the City Council directed ECD staff to execute a Professional Services
Agreement (PSA) to solicit the help of a professional firm to assist in providing a new color,
furniture and landscape palette for Downtown Azusa.
Due to the increase in Downtown activity as a result of new developments such as the Orchard and
Lumia (opening in 2024,) staff decided to forgo the use of a consultant and took the lead in
presenting the potential Downtown Streetcape Plan to the Design and Historic Preservation
Commission, along with the Planning Commission. This included presenting options for benches,
waste receptacles, lighting, bollards and bike racks. A final decision on the Downtown Streetscape
was considered and approved by the City Council on July 19, 2023.
Specific to the request discussed in this report, the City Council provided direction on a color
choice for existing furnishings within the Downtown. This included the replacement of the
luminaires for the newly refinished light posts. The request herein will allow for staff to enter into
an agreement with ACV Lighting Consultants, LLC to acquire the necessary luminaires that are
needed to complete the light posts that are currently in the process of being refinished.
Approved
City Council
February 5, 2024
Blanket Purchase Order – Luminaires for Downtown Streetscape Plan
February 5, 2024
Page 2
RECOMMENDATIONS:
Staff recommends that the City Council take the following actions:
1) Approve a Blanket Purchase Order with ACV Lighting Consultants, LLC. to allow for the
acquisition of 220 luminaires;
2) Waive the competitive bidding process as authorized under Azusa Municipal Code
Section2-502(b) which provides exceptions for sole source providers; and
3) Authorize the City Manager to execute the Blanket Purchase Order, subject to any non-
substantive revisions approved by the City Attorney, and perform any other obligations of
the City under the PO.
ANALYSIS:
During the design exploration process and Downtown Streetscape presentations to the respective
commissions and City Council, staff was informed that ACV Lighting Consultants, LLC., is an
exclusive representative/selling agent that is capable of procuring the necessary luminaires that
were considered and approved as part of the Downtown Streetscape Improvement Plans. As a
result, no further quotes were sought. But in order to proceed with the acquisition of the luminaires
from ACV, staff is requesting that the Council consider and approve the waiving of purchasing
procedures under the Azusa Municipal Code (AMC).
AMC Section 2-520(b) Sole Source Purchases, which states, “Unique commodities or services that
can be obtained from only one vendor, or one distributor authorized to sell in this area, with
singular characteristics or performance capabilities or which have specific compatibility
components with existing city products are exempt from the competitive bidding requirements and
are deemed sole source purchases. Sole source purchases may also include proprietary items sold
direct from the manufacturer.”
In this case, ACV Lighting Consultants, LLC. is an exclusive selling agent that is capable of
procuring the necessary luminaires that will subject to the Downtown Streetscape Improvements.
Therefore, the request is compliant with the Sole Source Purchases provisions as outlined in AMC
Section 2-520(b).
The recommendation action herein will allow the City to contract with ACV Lighting Consultants,
LLC to acquire 220 luminaires that are to be installed in conjunction with the newly refinished
light posts.
ENVIRONMENTAL CLEARANCE:
The action item is not defined as a project under CEQA (Section 15378 of the State CEQA
Guidelines), because neither the request for proposals nor the maintenance services will cause
either a direct physical change in the environment or a reasonably foreseeable indirect physical
Blanket Purchase Order – Luminaires for Downtown Streetscape Plan
February 5, 2024
Page 3
change in the environment, and involves continuing administrative or maintenance activities
(Section 15378(b)(2) of the State CEQA Guidelines).
FISCAL IMPACT:
The requested Blanket PO of $410,152.05 will allow for the acquisition of up to 220 luminaires
that are needed to complete the retrofitting/refinishing of the light posts that are subject to the
Downtown Azusa Streetscape Plan. The cost of the luminaires was budgeted in the FY2023-24,
under Account 10-80-000-662-7120/66222C-7120 (Downtown Improvements.)
Prepared by:
Jose D. Jimenez
Director of Economic &
Community Development
Fiscal Review by: Reviewed and Approved:
Talika M. Johnson Sergio Gonzalez
Director of Administrative Services City Manager
Attachments:
1) Acv Lighting Consultants, LLC Quote Dated – January 10, 2024
Acv Lighting Consultants, LLC
2117 easy avenue
Long Beach, CA 90810 US
6266886261
charles@acvlc.com
www.acvlc.com
QUOTE
ADDRESS
City of Azusa, CA
213 East Foothill Blvd
Azusa, CA 91702
QUOTE #ACV011024-AZUSA
CONV
DATE 01/10/2024
EXPIRATION DATE 01/30/2024
LEAD TIME TERMS FREIGHT TERMS
4-8 WEEKS NET30 FREIGHT ALLOWED
DATE ACTIVITY QTY RATE AMOUNT
1200M-VISCO-BLK FINISH
VISCO 1200M LUMINAIRE COMPLETE WITH
MOG BASE SOCK (NO LAMP OR ENGINE),
TENON ADAPTER, CAGE, FINIAL,GLOBE,
AND BLACK FINISH - RAL COLOR TBD. TO
FIT ONTO 3" TENON
220 1,691.00 372,020.00T
THIS QUOTE IS DIRECT TO THE CITY SUBTOTAL 372,020.00
TAX 38,132.05
TOTAL $410,152.05
Accepted By Accepted Date
Attachment 1