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REQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: JUNE 1, 2009 TITLE: CONTRACT AWARD FOR LAMPS, BALLASTS AND ACCESSORIES (SPEC. NO. 09 -023) CITY MANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: APPROVED ❑ As Recommended ❑ As Amended ❑ Ordinance on 1" Reading ❑ Ordinance on 2nd Reading ❑ Implementing Resolution ❑ Set Public Hearing For_ CONTINUED TO FILE NUMBER Award a contract to West -Lite Supply Company, Inc., for lamps, ballasts and accessories for a one -year period, with provision for four, one -year renewals in an annual amount not to exceed $35,000. DISCUSSION The City maintains in excess of 50 buildings, including City Hall, the Corporate Yard, the Police Administration and Holding Facility, fire stations, recreation and senior centers, libraries, and park facilities. The buildings require an assortment of light bulbs, fluorescent lamps, ballasts, and accessories such as electrical cords, fuses and surge suppressors. The Central Stores section of the Finance and Management Service Agency provides the items to all departments. The contract for lamps, ballasts and accessories is designed to provide quality products at significant savings based on quantity pricing. The notice inviting bids was advertised on April 9, 2009 and bids were solicited. A summary of the bid invitations and bids received is as follows: 25 Invitations For Bid mailed 4 Invitations For Bid mailed to Santa Ana vendors 9 Bids received 1 Bid received from a Santa Ana vendor Bids were received, opened on April 29, 2009, and evaluated (Exhibit 1). The bids were evaluated by individual product categories. The bid received from West -Lite Supply Company, Inc., is responsive to the specifications and meets the City's requirements. The annual amount is based upon past usage and staff's projection for the next year. 22E -1