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HomeMy WebLinkAboutAgenda Report - April 7, 2004 E-11AGMDA ITEM EMI I CITY OF LODI COUNCIL COMMUNICATION TM AGENDA TITLE: Adopt a resolution authorizing the City Manager to allocate $14,675 to fund a City of Lodi Parks & Recreation lighting retrofit project; and to execute a contract with Eagle Energy Management to conduct the project work MEETING DATE: April 7, 2004 PREPARED BY: Electric Utility Director RECOMMENDED ACTION: That the City Council adopt a resolution authorizing the City Manager to allocate $14,675 to fund a City of Lodi Parks & Recreation facility lighting retrofit project; and to execute a contract with Eagle Energy Management to conduct the project work. BACKGROUND INFORMATION: In 2000, the City of Lodi embarked upon a broad energy efficiency improvement project. Included in this effort was the removal of aging and Inefficient lighting systems at numerous city -owned parks and recreation facilities. One facility that has yet to be retrofitted with energy efficient lighting is the Parks & Recreation annex building located at 111 N_ Stockton Street. By way of this resolution, City of Lodi Electric Utility and Parks & Recreation staff are recommending a lighting retrofit for the two (2) commercial suites owned and maintained by the City of Lodi inside the annex building. The two suites are currently occupied by Mojica's Batting Cages and Jazzercise of Lodi. At these two commercial sites, the proposed contractor (Eagle Electric & Energy Management) will provide all labor and materials necessary to remove the existing lighting systems, and replace those systems with high efficiency lighting systems and controls. The actual cost per site is: $7,945 for the suite housing Mojica's Batting Cages, and $6,730 for the suite housing Jazzercise of Lodi. The retrofit will include the removal of all the existing T-12 fluorescent lamps/fixtures, as well as several 400 -watt metal halide fixtures, and replacing those products with state-of-the-art, energy efficient T-8 fluorescent lamps and electronic ballast. The project also involves the removal of all 60 watt incandescent fixtures, and replacing those with 13 -watt compact fluorescent lamps. Each of the two tenants will reduce their lighting energy consumption by approximately 35 percent, while the physical light output will increase by approximately 25 percent (the enhanced lighting output is based upon an inose in foot candies produced by each fixture). City staff has reviewed the proposed lighting retrofits with both businesses housed at the annex building, and the lighting retrofit project has their full support and endorsement. Note: In 2000, and again in late 2003, Eagle Electric was the chosen sub -contractor utilized to install, clean and retrofit (where needed) new lights and standards at numerous parks and racreatkWspo►ts fields, as well as the mtrohtting of the Parks & Recreation office lighting, throughout the community. Ne to their experience in Lodi, and their extensive knowledge of the various Lodi facilities, the City of Lodi Electric Utility and Paft $ Recreation Departments respectfully request that the Lodi City Council dispense with going out to bid pursuant to Lodi Municipal Code 3.20.070. FUNDING, 164605 - Public Benefits - $7,945 (Category- Demand-side Management) 1212029 - Parks and Recreation - $6,730 Funding Approval: 41 &&=QL4 A Vicky McAthief Finance Director Tony Gp6hriod Alan N. Vallow Parks & Recreation Director Electric Utility Director ANVfrG:4i cc: City Attorney Steve Qutro Rob Lochner Prepared by: Rob Lechner and Steve Dutra Parks & Recreation Annex Building, 111 N Stockton Street, Lodi, CA. Jazzercise and Batting Cage Suites This contract between The City of Lodi (hereinafter "Lodi") and Eagle Electric & Energy Management sets forth the terms and conditions under which EAGLE ELECTRIC & ENERGY MANAGEMENT ("EAGLE")will provide the services described herein. Scope of Services EAGLE shall provide all design, labor and materials to install new T-8 fluorescent lighting systems and retrofit existing light fixtures as follows: Jazzercise and Batting Cage Suites Design, Supply and Install as follows: Remove, re -grid and replace (10) existing and surveyed 400 watt Metal Halide High Bay fixtures and (2) 250 watt Metal Halide High Bay fixtures with (36) new (2) lamp T-8 4' Industrial Strip fixtures and Install new electrical circuit runs with modular fixture plug-in capabilities; Dual switch new lighting system circuits for staggered fixture control. Remove and replace (5) existing and surveyed (2) lamp T-12 8' industrial and strip fixtures with new (2) lamp T-8 4' Industrial Strip fixtures; Retrofit (1) existing and surveyed 2x4 Troffer T-12, (4) lamp fluorescent fixture with (2) new T-8 fluorescent lamps and electronic ballasts; Retrofit (2) existing and surveyed T-12, 4' Wrap fixtures with (2) new T8 lamps and low power electronic ballasts; Retrofit (2) existing and surveyed 60 watt Incandescent fixtures to 13 watt compact fluorescent; Retrofit (1) existing and surveyed incandescent Exit Sign with 3 watt LED kit; Removed light fixtures will be retained by the owner. Automatic Lighting Controls: Install new wall switch occupancy motion sensor controls in specified office, storage and rest room areas. This agreement does not include: City or County electrical permits, engineered electrical plans or drawings, electrical system J circuit repairs or upgrades, disposal of PCB ballasts, hazardous waste materials and removed light fixtures, painting, patching or after hours labor. Terms of Agreement The contract shall commence upon city council approval and Eagle shall complete the project within days of commencement. Advertising, Marketing, And Public Relations All advertising, marketing and or public relations will be the sole responsibility of Lodi, which includes all costs associated with any promotional material or ad campaign. EAGLE agrees to provide fee based consulting services [to assist with Advertising, Marketing and Public Relations —or what are these for] to Lodi. Insurance For actions performed under this agreement EAGLE agrees to maintain all necessary insurance requirements set forth by the City of Lodi (as identified in the instructions/requirements for insurance coverage page attached hereto and incorporated herein). Contract Price and Terms Contract Price: $ 14,675.00 EAGLE will invoice the City of Lodi 20% mobilization ($2,935) at contract execution and invoice the remaining $0% balance ($11,740) upon project completion and acceptance. The contract shall commence upon city council approval and be completed with days of commencement. Licensure: EAGLE shall maintain all applicable licenses to perform this contract. EAGLE will also ensure that any sub -contractors hired in connection with this contract maintain all applicable licenses necessary to perform under the terms and conditions of this contract. Indemnity Clause EAGLE shall indemnify, defend, and hold harmless the City of Lodi, the City of Lodi Electric Utility, its City Council, Directors, Officers, Agents, and employees against all claims, loss, damage, expenses, and liability arising out of or in any way connected with the performance of this contract and excepting there from only such loss, damage, or liability as may be caused by the intentional acts or sole negligence of the City of Lodi, and the City of Lodi Electric Utility. "LODI'S PARKS AND RECREATION ANNEX BUILDING JAZZERCISE AND BATTING CAGE SUITES" CONTRACT ACCEPTANCE THE ABOVE TERMS AND CONDITIONS ARE AGREED AND ACCEPTED THIS DAY OF APRIL, 2004. H. Dixon Flynn City Manager ATTEST: Susan J. Blackston City Clerk Dated: Approved as to Form: D. Stephen Schwabauer City Attorney Eagle Electric and Energy Management 2 A RESOLUTION OF THE LOD] CITY COUNCIL AUTHORIZING THE CITY MANAGER TO ALLOCATE FUNDS FOR A CITY OF LODI PARKS AND RECREATION LIGHTING. RETROFIT PROJECT AND FURTHER AUTHORIZING THE CITY MANAGER TO EXECUTE A CONTRACT WITH EAGLE ENERGY MANAGEMENT TO CONDUCT THE PROJECT WORK WHEREAS, Lodi Municipal Code §3.20.070 authorizes dispensing with bids for purchases of supplies, services, or equipment when it is in the best interest of the City to do so; and WHEREAS, in 2000, the City of Lodi embarked upon a broad energy efficiency improvement project that included the removal of aging and inefficient lighting systems at numerous City -owned parks and recreation facilities; and WHEREAS, one facility that has yet to be retrofitted with energy efficient lighting is the Parks and Recreation annex building located at 111 N. Stockton Street, and staff recommends a lighting retrofit for the two (2) commercial suites owned and maintained by the City of Lodi inside the annex building. The two suites are currently occupied by Mojica's Batting Cages and Jazzercise of Lodi; and WHEREAS, the proposed contractor, Eagle Electric & Energy Management, will provide all labor and materials necessary to remove the existing lighting systems and replace those systems with high -efficiency lighting systems and controls. The actual cost per site is $7,945 for the suite housing Mojica's Batting Cages and $6,730 for the suite housing Jazzercise of Lodi; and WHEREAS, the retrofit will include the removal of all the existing T-12 fluorescent lamps/fixtures, as well as several 400 -watt metal halide fixtures, and replacing those products with state-of-the-art, energy efficient T-8 fluorescent lamps and electronic ballasts. The project also involves the removal of all 60 -watt incandescent fixtures, and replacing those with 13 -watt compact fluorescent lamps; and WHEREAS, in 2000 and again in late 2003, Eagle Electric was the chosen sub- contractor utilized to install, clean, and retrofit where needed new lights and standards at numerous parks and recreation/sports fields, as well as the retrofitting of the Parks and Recreation office lighting, throughout the community. Due to its experience in Lodi and its extensive knowledge of the various Lodi facilities, the City of Lodi Electric Utility and Parks and Recreation Departments respectfully request that the Lodi City Council dispense with going out to bid pursuant to Lodi Municipal Code §3.20.070. NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council hereby authorizes the City Manager to allocate $14,675 to fund a City of Lodi Parks and Recreation facility lighting retrofit project and further authorizes the City Manager to execute agreement with Eagle Energy Management to conduct the project work referenced above. 0WrX1'�.Ar8M@Zr =## 1. I hereby certify that Resolution No. 2004458 was passed and adopted by the Lodi City Council in a regular meeting held April 7, 2004, by the fol(owing vote: AYES: COUNCIL MEMBERS — Beckman, Hitchcock, Howard, Land, and Mayor Hansen SUSAN J. BLACKSTON City Clerk tri