SR 09-27-2011 3TQ
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01Y of City Council Report
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City Council Meeting: September 27, 2011
Agenda Item:
To: Mayor and City Council
From: Martin Pastucha, Director of Public Works
Subject: LED Streetlighting and Pier Lighting Retrofits Project
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Staff recommends that the City Council:
1. Authorize the City Manager to negotiate and execute a contract with C.T. & F,
Inc., a California -based company, in an amount not to exceed $683,466 (includes
a 10% contingency) for the LED Streetlighting and Pier Lighting Retrofits Project.
2. Authorize the Director of Public Works to issue any necessary change orders to
complete additional work within budget authority.
Executive Summary
The LED Streetlighting and Pier Lighting Retrofits Project would replace existing High
Pressure Sodium (HPS) street light luminaires with Light Emitting Diode (LED) street
light luminaires in residential neighborhoods throughout the City and retrofit the existing
perimeter fixtures and /or lamps on the Santa Monica Pier with LED lighting as
appropriate to each fixture. C.T. & F., Inc. is recommended for the project at a cost of
$683,466.
Background
In December 2009, the City was awarded an Energy Efficiency and Conservation Block
Grant ( EECBG) from the Department of Energy as part of the American Recovery and
Reinvestment Act of 2009. Replacement of existing municipal lighting infrastructure
with a more energy efficient lighting type is an eligible use of the EECBG funds. A
portion of the EECBG funds allocated to the City were designated to replace existing
High Intensity Discharge (HID) lighting fixtures with energy efficient LED lighting.
On June 1, 2011, the Santa Monica Pier Restoration Corporation considered this project
and recommended that funds be allocated as necessary to complete the Pier lighting
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upgrades included in this project.
On July 12, 2011, City Council approved to reject all five bids that were received and
publicly opened on May 5, 2011, and re- advertise the Project due to an error in the bid
documents.
Discussion
This project would replace 576 - 100W High Pressure Sodium (HPS) Cobra. Head street
light luminaires with LED street light luminaires on residential streets throughout the City
at a cost of $479 per fixture for a total cost of $276,176 including labor and materials.
The work at the Santa Monica Pier includes retrofit of 11- 250W HPS Cobra Head street
light luminaires, 54 - 175W Metal Halide (MH) luminaires, 3 - 250W MH Floodlight
luminaires, 14 - 400W MH Floodlight luminaires, 620 — 11W Incandescent lamps on the
Carousel Building with equivalent LED fixtures and complete replacement of 4,500
linear feet of the perimeter lighting system along the outer edge of the Pier deck utilizing
marine grade infrastructure and LED luminaires /lamps for a total cost of $345,156
including labor and materials.
Replacement of existing HID lighting fixtures with LED lighting would provide an energy
efficient system that would reduce the City's on -going maintenance and operation costs.
LED fixtures consume less energy than HID fixtures potentially reducing energy
consumptions by 40 %. LED luminaires /lamps are expected to have a longer lifetime,
thus less frequent maintenance will be necessary.
Contractor /Consultant Selection
The Notice Inviting Bids was published in the Santa Monica Daily Press and on the
City's online bidding site, Planet Bids. Sixty -two prospective contractors /vendors
requested bid packages. The City Clerk's office received eight sealed bids, which were
publicly opened by the Deputy City Clerk on August 18, 2011. The bid results are as
follows:
E
Company Name
Bid Amount
C. T. & F., Inc.
$
621,332
Sully - Miller Contracting Co.
$
672,106
Technion Contractors, Inc.
$
849,427
CSI Electrical Contractors, Inc.
$
857,194
Republic ITS
$
886,085
Freeway Electric, Inc.
$
986,860
Steiny and Company, Inc.
$
987,044
Flatiron Electrical Group, Inc.
$1,072,389
Bids were reviewed by Public Works staff and evaluated based on understanding of the
project's scope, direct experience on similar projects, approach to the work, technical
competence, qualifications of the proposed staff, and the ability to meet the desired time
frames.
C.T. & F., Inc. is recommended as the lowest responsible bidder based on the quality of
services offered and experience. Recent projects completed by C.T. & F., Inc. include
the Security Lighting Unit 15 Project and West L.A. Unit II Conversion Project for the
City of Los Angeles, and Rolling Hills Way Project for the City of Torrance. Staff
contacted reference agencies and all respondents reported that work performed by C.T.
& F., Inc. was completed in a timely and cost efficient manner while maintaining
consistent quality. Additionally, C.T. & F., Inc., successfully completed a recent
Streetlighting Circuit Conversion Project for the City of Santa Monica. The Contractors
State License Board also verified that the company's license is current, active, and in
good standing.
Public Outreach
Construction management and public outreach for this project would be provided by
Public Works Department staff. Construction management would include inspecting the
contractor's work during construction, verifying and controlling field changes and
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unforeseen conditions, monitoring and mitigating impacts as a result of the construction
activities, attending contractor's safety meetings, attending periodic progress meetings,
and maintaining all necessary inspection documentation relevant to the work conducted
during construction. Notifications would be distributed to adjacent properties and the
surrounding community on the scope of the project, potential impacts and schedule with
additional periodic updates.
Financial Impacts & Budget Actions
The contract amount to be awarded to C.T. & F., Inc. is $683,466 (includes a 10%
contingency). Funds are included in the FY2011 -13 budget at the following accounts:
C204045.589000 DOE ARRA EEC Block Grant (Street Lighting) $ 554,000
0204045.589010 DOE ARRA EEC Block Grant (Pier Lighting) $ 114,000
M304014.589000 Pier Deck Perimeter Lighting Replacement 15,466
TOTAL $ 683,466
Prepared by: Carlos Rosales, Civil Engineering Associate
Approved:
Martin Pastucha
Director of Public Works
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Forwarded to Council:
Rod Gould
City Manager
Reference Contract No.
9483 (CCS).