HomeMy WebLinkAboutAgenda Report - August 5, 2015 C-09AGENDA fTEMl C009
�Q CITY OF LODI
COUNCIL COMMUNICATION
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AGENDA TITLE: Adopt Resolution Awarding Contract for LED Luminaire Retrofit of Cobra Head
Street Lights with Tanko Lighting, of San Francisco ($1.3 Million)
MEETING DATE: August 5, 2015
PREPARED BY: Electric Utility Director
RECOMMENDED ACTION: Adopt a resolution awarding contract for LED luminaire retrofit of
cobra head street lights with Tanko Lighting, of San Francisco, in
an amount not to exceed $1.3 million.
BACKGROUND INFORMATION: On December 19, 2012, the City Council authorized the City
Manager to submit an application to participate in a California
Energy Commission's low-interest loan of up to $3 million for an
LED Street Light Retrofit Project. There were many entities competing for these loans, and as such, the
City's application was not selected.
On March 19, 2014, the City Council approved specifications and authorized advertisement for bids for
the LED Street Light Retrofit Project for all of the City's non -LED street lights. The completion of this work
will achieve an energy savings of approximately 40 percent, or about $142,000 a year for the 5,477 cobra
head street lights and $55,000 a year for the 1,903 decorative post top street lights. In addition, the LED
retrofit will illuminate the streets with a white -colored light that will benefit public safety.
Separate bids for both cobra head and post top decorative street lights were requested. The bids
included a turn -key solution as described below:
• Sourcing the street light luminaires consistent with Lodi Electric Utility (LEU) Standards
• Installation including labor, materials, and equipment
• Financing over a 10 -year period
The City received the following two bids on June 5, 2014:
Bidder Cobra Head Post Top Financing Rate
Decorative
Tanko Lighting of
San Francisco
Aegis ITS Inc. of
Anaheim
$1,275,572 ' $ 788,404 1 3.55%
$1,725,263 $1,837,305 3.55%
Both firms submitted responsive bids for the cobra head street lights, however Aegis ITS Inc. was the
only responsive bid for the post top decorative fixtures. Since Tanko Lighting was the lowest responsive
bid for the cobra head retrofit, staff recommends awarding a contract for that project to Tanko Lighting.
APPROVED: —
Stephen SchwatAauer. City Manager
Adopt Resolution Awarding Contract for LED Luminaire Retrofit of Cobra Head Street Lights with Tanko Lighting, of San
Francisco ($1.3 Million)
August 5, 2015
Page 2 of 2
The time and material estimate for an LEU crew to install the Post Top Decorative Street Light retrofits is
approximately $670,000. Therefore, staff recommends using internal labor for that portion of the LED
retrofit project, rather than Aegis ITS Inc.
A separate City Council agenda item addresses the financing component of the project.
FISCAL IMPACT: See separate City Council agenda item regarding financing of this project.
FUNDING AVAILABLE: Funding for the repayment of the loan will come from Greenhouse Gas
Allowance Proceeds as authorized in the LEU Greenhouse Gas Free
Allowance Proceeds Spending Plan approved by the City Council
(Resolution 2014-110).
Jordan Ayers
Deputy City Manager/Internal
ces Director
I�L / ��- -
Izabeth A. Kirkley
Electric Utility Director
PREPARED BY: Jules Marchesseault, Engineering and Operations Manager
EAK/JLM/Ist
SECTION 4
Supply and Installation of LED Street Light Luminaires(Cobra Head) CONTRACT
CITY OF LODI, CALIFORNIA
THIS CONTRACT made by and between the CITY OF LODI, State of California, herein
referred to as the "City," and Tanko Lighting, herein referred to as the "Contractor."
WITNESSETH:
That the parties hereto have mutually covenanted and agreed, and by these presents do
covenant and agree with each other, as follows:
The complete Contract consists of the following documents which are incorporated
herein by this reference, to -wit:
Notice Inviting Bids
Information to Bidders
General Provisions
Special Provisions
Bid Proposal
Contract
Contract Bonds
Plans
All of the above documents,
Documents," are intended to
mentioned in the other is to
documents.
The July 1992 Edition,
Standard Specifications,
State of California,
Business and Transportation Agency,
Department of Transportation
sometimes hereinafter referred to as the "Contract
cooperate so that any work called for in one and not
be executed the same as if mentioned in all said
ARTICLE I - That for and in consideration of the payments and agreements hereinafter
mentioned, to be made and performed by the City and under the condition expressed in
the two bonds bearing even date with these presents and hereunto annexed, the
Contractor agrees with the City, at Contractor's cost and expense, to do all the work and
furnish all the materials except such as are mentioned in the specifications to be
furnished by the City, necessary to construct and complete in a good workmanlike and
substantial manner and to the satisfaction of the City the proposed improvements as
shown and described in the Contract Documents which are hereby made a part of the
Contract.
ARTICLE II - The City hereby promises and agrees with the Contractor to employ, and
does hereby employ, the Contractor to provide all materials and services not supplied by
the City and to do the work according to the terms and conditions for the price herein,
and hereby contracts to pay the same as set forth in Section 5.600, "Measurement,
Acceptance and Payment," of the General Provisions, in the manner and upon the
conditions above set forth; and the said parties for themselves, their heirs, executors,
administrators, successors and assigns, do hereby agree to the full performance of the
covenants herein contained.
ARTICLE III - The Contractor agrees to conform to the provisions of Chapter 1, Part 7,
Division 2 of the Labor Code. The Contractor and any Subcontractor will pay the
general prevailing wage rate and other employer payments for health and welfare,
05-20-15 JM Bid Award LED Street Light Retrofit - Contract LT V2.doc4. 1 05/05/15
pension, vacation, travel time, and subsistence pay, apprenticeship or other
training programs. The responsibility for compliance with these Labor Code
requirements is on the prime contractor.
ARTICLE IV - And the Contractor agrees to receive and accept the following
prices as full compensation for furnishing all materials and for doing all the work
contemplated and embraced in this agreement; also for all loss or damage
arising out of the nature of the work aforesaid or from the action of the elements,
or from any unforeseen difficulties or obstructions which may arise or be
encountered in the prosecution of the work until its acceptance by the City, and
for all risks of every description connected with the work; also for all expenses
incurred by or in consequence of the suspension or discontinuance of work and
for well and faithfully completing the work, and the whole thereof, in the manner
and according to the Plans and Contract Documents and the requirements of the
Engineer under them, to -wit:
Perform the work necessary to to replace existing high pressure sodium (HPS)
luminaires on cobra head street light poles with new energy efficient light
emitting diode (LED) street lighting luminaires within the City limits and other
incidental and related work, all as shown on the plans and specifications for the
above project all as shown on the plans and specifications for the above project.
CONTRACT ITEMS
Item #
Description
Est'd Unit Qt
Unit Price
Total Price
1
70W HPS Cobra
78
$214.00
$16,692.00
Head Replacement —
30W GE ERX1
Series LED
2
10OW HPS Cobra
4,052
$226.00
$915,752.00
Head Replacement —
51 W GE ERX1
Series LED
3
175W MV Cobra
20
$275.25
$5,505.00
Head Replacement —
98W GE ERM
Series LED
4
250W HPS Cobra
1,137
$296.25
$336,836.25
Head Replacement —
118W GE ERX1
Series LED
5
40OW MV Cobra
2
$393.25
$786.50
Head Replacement —
118W GE ERS2
Series LED
TOTAL $1,275,571.75
05-20-15 JM Bid Award LED Street light Retrofit - Contract LT V2.doc4.2 05/05/15
ARTICLE V - By my signature hereunder, as Contractor, I certify that 1 am aware of the
provisions of Section 3700 of the Labor Code, which requires every employer to be
insured against liability for workers' compensation or to undertake self-insurance in
accordance with the provisions of that code, and I will comply with such provisions
before commencing the performance of the work of this contract.
ARTICLE VI - It is further expressly agreed by and between the parties hereto that,
should there be any conflict between the terms of this instrument and the Bid Proposal
of the Contractor, then this instrument shall control and nothing herein shall be
considered as an acceptance of the said terms of said proposal conflicting herewith.
ARTICLE VII - The City is to furnish the necessary rights-of-way and easements and to
establish lines and grades for the work as specified under the Special Provisions. All
labor or materials not mentioned specifically as being done by the City will be supplied
by the Contractor to accomplish the work as outlined in the specifications.
ARTICLE VIII - The Contractor agrees to commence work pursuant to this contract
within 15 calendar days after the City Manager has executed the contract and to
diligently prosecute to completion to a schedule as agreed upon between both parties.
ARTICLE IX — State of California Senate Bill 854 requires the following:
• No contractor or subcontractor may be listed on a bid proposal for a public works
project (submitted on or after March 1, 2015) unless registered with the
Department of Industrial Relations pursuant to Labor Code section 1725.5 [with
limited exceptions from this requirement for bid purposes only under Labor Code
section1771.1(a)].
No contractor or subcontractor may be awarded a contract for public work on a
public works project (awarded on or after April 1, 2015) unless registered with
the Department of Industrial Relations pursuant to Labor Code section 1725.5
• This project is subject to compliance monitoring and enforcement by the
Department of Industrial Relations.
WHEN SIGNING THIS CONTRACT, THE CONTRACTOR AGREES THAT THE TIME
OF COMPLETION FOR THIS CONTRACT IS REASONABLE AND THE
CONTRACTOR AGREES TO PAY THE CITY LIQUIDATED DAMAGES AS SET
FORTH IN SECTION 6-04.03 OF THE SPECIAL PROVISIONS. CONTRACTOR
AGREES THAT THIS AMOUNT MAY BE DEDUCTED FROM THE AMOUNT DUE THE
CONTRACTOR UNDER THE CONTRACT.
05-20-15 JM Bid Award LED Street Light Retrofit - Contract LT V2.doc4.3 05/05/15
IN WITNESS WHEREOF, the parties to these presents have hereunto set their hands
the year and date written below.
CONTRACTOR:
CITY OF LODI
Tanko Lighting By:
Title
(CORPORATE SEAL)
Stephen Schwabauer
City Manager
Date:
Attest
Jennifer M. Ferraiolo
City Clerk
Approved As To Form
Janice D. Magdich
City Attorney
05-20-15 JM Bid Award LED Street Light Retrofit - Contract LT V2.doc4.4 05/05/15
RESOLUTION NO. 2015-125
A RESOLUTION OF THE LODI CITY COUNCIL AWARDING THE BID AND AUTHORIZING
THE CITY MANAGER TO EXECUTE THE CONTRACT FOR THE LED LUMINAIRE
RETROFIT OF COBRA HEAD STREET LIGHTS WITH TANKO LIGHTING
WHEREAS, in answer to notice duly published in accordance with law and the order of
this City Council, sealed bids were received and publicly opened on June 5, 2014, at
11:00 a.m., for the LED Street Light Retrofit Project, described in the plans and specifications
therefore approved by the City Council on March 19, 2014; and
WHEREAS, said bids have been checked and tabulated and a report thereof filed with
the City Manager as follows:
Bidder
i_
Tanko Lighting, of
San Francisco
Aegis ITS, Inc., of
Anaheim
Cobra Head
$1,275,572
$1,725,263
Post Top -J Financing Rate
Decorative
$ 7887404 3.55%
$1,837,305 3.55%
WHEREAS, the time and material estimate for an Electric Utility Department crew to
install the Post Top Decorative Street Light retrofits is approximately $670,000, therefore, staff
recommends using internal labor for that portion of the LED retrofit project; and
WHEREAS, a separate City Council agenda item addresses the financing component of
the project; and
WHEREAS, staff recommends awarding the contract for the Cobra Head Street Light
Retrofit to the lowest bidder, Tanko Lighting, of San Francisco, in the amount of $1,275,572.
NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby award
the bid for the Cobra Head Street Light Retrofit to the lowest bidder, Tanko Lighting, of
San Francisco, California, in the amount of $1,275,572; and
BE IT FURTHER RESOLVED that the installation of the Post Top Decorative Street
Light retrofits will be performed internally; and
BE IT FURTHER RESOLVED that the City Manager is hereby authorized to execute the
contract on behalf of the City of Lodi.
Dated: August 5, 2015
I hereby certify that Resolution No. 2015-125 was passed and adopted by the City
Council of the City of Lodi in a regular meeting held August 5, 2015, by the following vote:
AYES: COUNCIL MEMBERS — Chandler, Kuehne, Mounce, and Nakanishi
NOES: COUNCIL MEMBERS — None
ABSENT: COUNCIL MEMBERS — Mayor Johnson
ABSTAIN: COUNCIL MEMBERS — None_ _
�NIFERFERRAIOLO
City Clerk
2015-125