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Home My WebLink AboutItem 10 - Purchase Order for Public Works Water and Facilities Electrical Componets and Supplies Public Works Agency www.santa-ana.org/pw Item # 10 City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report November 4, 2025 TOPIC: Purchase Order Contracts for Public Works Water and Facilities Electrical Components and Supplies AGENDA TITLE Aggregate Purchase Order Contracts with All-Phase Electric Supply, B&K Electric Wholesale, USMILCOM, Inc., and Royal Wholesale Electric for Electrical Components and Supplies (Specification No. 25-091) (General Fund & Non-General Fund) RECOMMENDED ACTION Award aggregate purchase order contracts to All-Phase Electric Supply, B&K Electric Wholesale, USMILCOM, Inc., and Royal Wholesale Electric for electrical supplies on an as-need basis in a total aggregate amount not-to-exceed $1,050,000, for a one-term beginning November 4, 2025 and expiring on November 3, 2026, with provisions for four, one-year renewal options. GOVERNMENT CODE §84308 APPLIES: Yes DISCUSSION The Public Works Agency Water Resources Division operates and maintains the City’s water and sanitary sewer systems. The water system is comprised of approximately 480 miles of water main, 21 groundwater wells, seven pump stations, 10 reservoirs with a storage capacity of 49 million gallons, four pressure regulating stations, and seven connection points to Metropolitan Water District. The system has an average daily demand of 30 million gallons from its roughly 45,500 metered service connections. These water facilities require electric motors and controls to maintain a smooth-running system capable of meeting the community’s water demands. Additionally, the Public Works Agency’s Parks, Fleet, Facilities, and Refuse Division oversees City-owned facilities and parks that require general electrical repair and upgrades of lighting and motorized systems. Staff provides routine maintenance and repair of the water, park, and facility electric systems, including the replacement of miscellaneous electrical components. To support the operations and maintenance of these systems, City staff requires a wide range of electrical materials, supplies, and components. Given the challenges of aging infrastructure, staff proactively procures and maintains an inventory of essential electrical Public Works Water and Facilities Electrical Components Supplies November 4, 2025 Page 2 5 4 0 6 supplies at the City’s Corporate Yard to support both routine maintenance and emergency repair efforts. This readiness helps minimize service disruptions and ensures timely response to infrastructure issues. The proposed contracts allow staff to source electrical components and supplies from multiple local vendors ensuring access to products needed at competitive prices. An Invitation for Bids (IFB) No. 25-060 was issued on May 6, 2025, on the City’s online bid management and publication system, PlanetBids. A summary of the vendor participation is as follows: 411 Vendors notified 0 Santa Ana vendors notified 21 Vendors downloaded the bid packet 0 Responsive bids 0 Responsive bids received from Santa Ana vendors Zero bids were submitted by the IFB deadline of June 3, 2025. A second IFB No. 25-091 was issued on June 19, 2025, on the City’s online bid management and publication system, PlanetBids. A summary of the vendor participation is as follows: 475 Vendors notified 15 Santa Ana vendors notified 18 Vendors downloaded the bid packet 0 Responsive bids received 0 Responsive bids received from Santa Ana vendors Four bids were submitted by the IFB deadline of July 17, 2025. However, the bidders failed to submit required bid certification forms and therefore all were determined to be non-responsive to the City requirements based on this technicality. A third IFB No. 25-110 was issued on August 5, 2025, on the City’s online bid management and publication system, PlanetBids. A summary of the vendor participation is as follows: 373 Vendors notified 15 Santa Ana vendors notified 14 Vendors downloaded the bid packet 0 Responsive bids received 0 Responsive bids received from Santa Ana vendors Zero bids were submitted by the IFB deadline of August 20, 2025. Public Works Water and Facilities Electrical Components Supplies November 4, 2025 Page 3 5 4 0 6 Santa Ana Municipal Code, Section 2-807(c), authorizes the City to make non-bid purchases of services, supplies, materials, and equipment in situations where no bids are received. Staff researched available procurement options and product offerings in the market and contacted the four vendors who submitted bids for IFB 25-091 on July 17, 2025. Staff determined that the electrical supplies offered by All-Phase Electric Supply, B&K Electric Wholesale, USMILCOM, Inc, and Royal Wholesale Electric meet the Public Works Agency’s needs. All four vendors agreed to honor their original bid pricing without needing to re-bid the contracts as allowed by the Municipal Code and submitted the necessary forms required by the City. To ensure that staff have the necessary electrical materials, supplies, and software support, staff is recommending accepting bid prices submitted under IFB 25-091 and awarding aggregate purchase order contracts to All-Phase Electric Supply, B&K Electric Wholesale, USMILCOM, Inc. and Royal Wholesale Electric. All four vendors have agreed to hold pricing through November 3, 2026. ENVIRONMENTAL IMPACT There is no environmental impact associated with this action. FISCAL IMPACT Funds are budgeted and made available in the following accounts for Fiscal Year 2025- 26. Subsequent funding for the extension options, if exercised, will be included in future proposed budgets for City Council consideration. Fiscal Year Accounting Unit- Account # Fund Description Accounting Unit, Account Description Amount Current Budget 06017640- 63001 Water Water Utility Water Production & Supply, Miscellaneous Operating Expenses $100,000 01117651- 63200 General Fund Park Maintenance, Operating Materials & Supplies Buildings/Grounds $33,333 2025-26 (November – Jun) 07417655- 63200 Civic Center Maintenance Civic Center Maintenance, Operating Materials & Supplies Buildings/Grounds $6,667 Future Budget 2026-27 06017640- 63001 Water Water Utility Water Production & Supply, $150,000 Public Works Water and Facilities Electrical Components Supplies November 4, 2025 Page 4 5 4 0 6 Miscellaneous Operating Expenses 01117651- 63200 General Fund Park Maintenance, Operating Materials & Supplies Buildings/Grounds $50,000 07417655- 63200 Civic Center Maintenance Civic Center Maintenance, Operating Materials & Supplies Buildings/Grounds $10,000 06017640- 63001 Water Water Utility Water Production & Supply, Miscellaneous Operating Expenses $150,000 01117651- 63200 General Fund Park Maintenance, Operating Materials & Supplies Buildings/Grounds $50,000 2027-28 07417655- 63200 Civic Center Maintenance Civic Center Maintenance, Operating Materials & Supplies Buildings/Grounds $10,000 06017640- 63001 Water Water Utility Water Production & Supply, Miscellaneous Operating Expenses $150,000 01117651- 63200 General Fund Park Maintenance, Operating Materials & Supplies Buildings/Grounds $50,000 2028-29 07417655- 63200 Civic Center Maintenance Civic Center Maintenance, Operating Materials & Supplies Buildings/Grounds $10,000 06017640- 63001 Water Water Utility Water Production & Supply, Miscellaneous Operating Expenses $150,000 01117651- 63200 General Fund Park Maintenance, Operating Materials & Supplies Buildings/Grounds $50,000 2029-30 07417655- 63200 Civic Center Maintenance Civic Center Maintenance, Operating $10,000 Public Works Water and Facilities Electrical Components Supplies November 4, 2025 Page 5 5 4 0 6 Materials & Supplies Buildings/Grounds 06017640- 63001 Water Water Utility Water Production & Supply, Miscellaneous Operating Expenses $50,000 01117651- 62320 General Fund Park Maintenance, Operating Materials & Supplies Buildings/Grounds $16,667 2030-31 07417655- 63200 Civic Center Maintenance Civic Center Maintenance, Operating Materials & Supplies Buildings/Grounds $3,333 TOTAL $1,050,000 EXHIBIT(S) 1. Abstract of Bids (25-091) Submitted By: Rodolfo Rosas, P.E., Acting Executive Director – Public Works Agency Approved By: Alvaro Nuñez, City Manager EXHIBIT 1 ABSTRACT OF BIDS Electrical Supplies (IFB No. 25-091) BIDDER LOCATION TOTAL All-Phase Electric Supply Burbank, CA $ 24,963 Royal Wholesale Electric Santa Ana, CA $ 26,110 B&K Electric Wholesale City of Industry, CA $ 134,683 USMILCOM, Inc. Santa Ana, CA $ 152,681 EXHIBIT 1