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sr-020811-3gCity Council Meeting: February 8, 2~0"11 Agenda Item: To: Mayor and City Council From: Martin Pastucha, Director of Public Works Subject: Professional Services Agreement for Street Lighting Design Services Recommended Action Staff .recommends that the City Council authorize the City Manager to negotiate and execute a professional services agreement with Willdan Engineering, aCalifornia-based company, in an amount not to exceed $429,000 to provide street lighting design services for the multi-year street light conversion program. Executive Summary The street light conversion program will replace all remaining high-voltage street lighting circuits and fixtures on various streets with modern, safe, reliable and energy-efficient T20-volt street lighting-circuits and fixtures. Willdan Engineering is recommended to provide street lighting design services for the conversion program in an amount not to exceed $429,000, Discussion The multi-year street light conversion program will replace aII remaining high-voltage street lighting circuits and fixtures with modern, safe, reliable and energy-efficient 120- volt street lighting circuits and fixtures. The multi-year street light conversion program is a 15-year program, approximately 60% complete. Staff anticipates completion of this program in FY2014-15. This program is coordinated with sidewalk replacement and street resurfacing projects. Attachment 1 of this staff report provides the phasing and locations for the multi-year conversion program. The street lighting design consultant will develop construction documents, including plans specifications-and cost estimates, which will be used to issue construction contracts to implement the multi-year street light conversion program. 1 Consultant Selection On March 29, 2010, the City issued a Request for Proposals (RFP) for street lighting design services related to the multi-year street light conversion program. The RFP was made available on the City's online bidding system, PlanetBids. Sixty prospective bidders made requests for the RFP. and eight proposals were received on April 22, 2010. Proposals were reviewed by a selection committee comprised of Public Works staff from the Engineering and Facilities Maintenance Divisions. Each proposal was ranked based on specific criteria including understanding of the project scope, past experience with similar projects, qualifications of key personnel, and quality of deliverables. Interviews were conducted with the top four ranked firms to evaluate the qualifications and experience of the proposed personnel. Staff recommends Willdan Engineering located in the City of Industry, California, as the best qualified firm. Willdan Engineering recently completed similar projects for the cities of Newport Beach, Anaheim and South Gate successfully. Willdan's proposed project team has extensive experience with conversion of municipal high voltage series street Ilght circuits to low voltage circuits. Willdan's staff demonstrated a thorough understanding of the scope and objectives of the project and provided details on their quality assurance and quality control plan. References for the cities of Newport .Beach and South Gate were contacted and reported that Willdan's work was completed on schedule, within budget and project deliverables were of good quality. Additionally, Willdan's proposed fee and hourly rates were competitive with other firms. 2 Financial Impacts & Budget Actions The total cost for street lighting design services to implement the multi-year street light conversion program is $429,000 including a 10% contingency. Funds are included in the FY2010-11 budget in account number 0010724.589000 -Street & Park Lighting Retrofit. Prepared by: Allan Sheth, Civil Engineering Associate Approved: C~ Martin Pastucha Director of Public Works Forwarded to Council: --- Rod Gould City Manager Attachment 1 -Multi Year Street Light Conversion Program and Map 3 ATTACHMENTI City of Santa Monica Multi Year Street Light Conversion Program The City's multi-year conversion program will convert the existing 5KV series street lighting systems within the City to 120V multiple systems. For capital program funding and budgeting purposes the remaining 5KV series systems within the City have-been divided into five contract package groups as indicated in the attached map and the list below. For design and construction purposes it is anticipated that five separate bidding/project documents will be developed by the consultant selected pursuant to this process. List of remaining 5KV series street lighting systems grouped by contract package (see attached map as well) CIRCUIT NUMBER LOCATION APPROX. LENGTH (ft.) Contract Package 1 (FY 2010/71) 4 25th Street -San Vicente to Montana 5,201 5 24th Street -San Vicente to Montana 5,309 6 23th Street -San Vicente to Montana 5,550 21 18th 8 19th Streets -San Vicente to Montana 11,362 8 22nd Street -San Vicente to Montana 5,470 11 21st Place -San Vicente to Montana 5,479 13 20th & 21st Streets -San Vicente to Montana 10,976 Contract Package 2 (FY 2011/12) 23 22nd Street -Montana to Washington, 21st Street -Montana to Idaho 3,184 45 Montana Ave - 12th Street to 17th Street 4,153 84 Montana Ave - 7th Street to 12th Street 4,258 150 17th Street @ Olympic and I-10 1,160 265 24th Street -Ocean Park to Grant Elementary 610 300 4th Street -Pico to Hill 7,421 Contract Package 3 (FY 2012/13) 25 Montana Ave @ 20th Street 403 114 16th Street -Santa Monica to Colorado 1,718 172 14th Street -Olympic to Pico 2,721 297 3rd Street -Pico to SE City Limit 8,320 ATTACHMENT1 List of remaining 5KV series street lighting systems grouped by contract package (see attached map as well) CIRCUIT NUMBER LOCATION APPROX. LENGTH (ft.) 308 Oak Street - 11th to Euclid, Euclid Street -Hill to Oak, Hill Street - 11th to 14th 3,029 318 2nd Street -Strand to SE City Limit 6,253 Contract Package 4 (FY 2013/14) 9 Stanford Street -Montana to Washington 1,498 91 15th & 16th Streets -Wilshire to Arizona, Arizona Ave - 15th to 16th Ct. 2,409 92 Stewart Street -Colorado to Exposition 4,234 102 Pennsylvania Ave - 26th Street to Steward 1,968 212 11th Street -Pico to Olympic 2,889 335 Area bounded by Highland, Ozone, Lincoln and Marine 4,368 Contract Packag e 5 (FY 2014/15) 242 Area bounded by Pico, Lincoln, Ocean Park and 16th 10,035 249 Area bounded by Pico, Lincoln, Ocean Park and 16th 6,885 260 Area bounded by Pico, Lincoln, Ocean Park and 16th 5,701 261 Area bounded by Pico, Lincoln, Ocean Park and 16th 6,099 263 Area bounded py Pico, Lincoln, Ocean Park and 16th 3,901 353 . Area bounded by Pico, Lincoln, Ocean Park and 16th 6,891 Multi-Year Street Light Conversion Program `Symbol ~ From 5KV Series Systems to 120V Multiple Systems „ ~~t~r~.~~ ~: ;_p~' ,t ~ w "~. emv. . ar -"' "~+ a awn ~ ~ ~ ~ EXisfftrq. o e~ i t ~, ~ B .J m er m ~ ~ , ~, =~ , h m ;r €.r ~~' EMSNnga ~ 3 ~ YPIE ~ 8i ~ gJ r ~ ~ ~ • CJ n~§ P N~S~f~ep~ f A l' `y m•N J „* ` _` IWNMO 8i J~ a 8! ~ J ~1 FP NCETIXI mrx ~ ~I; ,/ e.~. ~G ~~yn DAN ~ Bi 8 l~ i vsw ~ i i Tar a ~ ~~ ~ + „~ Q mx ~ ~' .~ .. ~ urH I j ) w y ~ ~- x Y'" 0.WEPFBW ¢py ` [' ~ ~ ~ J. ano ~ m m ~ Po uro 5 ~r o p D.: ;RIBT ~ ~ ~ 6f 6 y y ~anrt R 9N0 { 8 ~ ~ d F ~ ~ '~: y mx ~ ~ ar 9 mar ' e' ~ 3 mTM ~ ma n Br 6 k imx y imx A ar, ei J .m w '. % am_ rt ~ y~y y w ~ m ~ ~ y a i m ~ fnn nr 1TN Br jj y y ~ ¢ 9~ YB ~8; w six ~ mm m d ! ,n~ ~ ~ ~, ~° ~ y~~,c ,,.,,~, m %, 4° Con~r~act Package - ,.ra sr um r m ~ C~~ ~ ,, ~ ,y ~ ~~ ~ r'' ~~' i ~ e _ 0.o a. n' '~s aan a, _. ~~ ~~5? ~~~- ` N .~ Package F;.<~z, 4 n~ 4 Reference Contract No. 9337 (CCS).