SR-10-13-2015-3I
City Council
Report
City Council Regular Meeting: October 13, 2015
Agenda Item: 3.I
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To: Mayor and City Council
From: Martin Pastucha, Director, Public Works, Architecture Services
Subject: Award Construction Contract for Big Blue Bus Facilities Lighting Upgrade
Project
Recommended Action
Staff recommends that the City Council:
1. Award Bid #2350 to Retro-Tek Energy Services, Inc., a California based
company, for construction of the Big Blue Bus Facilities Lighting Upgrade project;
2. Authorize the City Manager to negotiate and execute a contract with Retro-Tek
Energy Services, Inc., in an amount not to exceed $521,812 (includes a 10%
contingency)
3. Authorize the Director of Public Works to issue any necessary change orders to
complete additional work within contract authority.
Executive Summary
The Big Blue Bus (BBB) facilities were identified as a prime opportunity for energy and
maintenance cost savings through light-emitting diode (LED) lighting upgrades. This
project would replace the existing metal halide lighting at the Maintenance building, Fuel
and Wash building, Administration garage and outdoor pole lighting with LED fixtures in
order to minimize energy use while providing the required lighting levels for safe bus
operations. A Notice Inviting Bids for construction services was issued on July 13, 2015.
After evaluating bids received on August 6, 2015, staff recommends Retro-Tek Energy
Services, Inc. for the lighting upgrade of the BBB facility with a total project cost not to
exceed $521,812.
Discussion
Consistent with the Climate Action Plan adopted by Council on February 26, 2013
(attachment A) the City has researched and developed a preliminary concept to improve
lighting systems and conserve energy. An energy audit provided by Southern California
Edison recommended retrofitting the existing metal halide and mercury vapor fixt ures
with LEDs. This project would replace the existing metal halide lighting at the
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Maintenance building, Fuel and Wash building, Administration garage and outdoor pole
lighting with LED in order to minimize energy use while providing the required lighti ng
levels for safe bus operations. The replacement light fixtures would save approximately
500,000 Kwh of electricity each year resulting in a potential annual savings of up to
$65,000 in electricity costs.
Contractor Selection
On July 14, 2015, the City published Notices Inviting Bids to replace the existing lighting
with LED for the Big Blue Bus Facilities Lighting Upgrade project in accordance with
construction documents and City scope of work. The bid was posted on the City's on-
line bidding site, and notices were advertised in the Santa Monica Daily Press in
accordance with City Charter and Municipal Code provisions. A total of 79 vendors were
notified, 76 vendors downloaded the bid, and 13 vendors attended the non-mandatory
job walk. Five bids were received and publicly opened on August 6, 2015:
Firm Bid Amount
Retro-Tek Energy Svcs. $474,375
Steiny and Company, Inc. $538,952
Bryden Electrical, Inc. $554,941
Waisman Construction, Inc. $593,360
Metro Builders & Engineers
Group, LTD.
$778,968
Bids were evaluated based on the criteria in SMMC 2.24.072, including price, previous
experience, capacity and skill, ability to deliver and provide future maintenance or
service, and compliance with the City’s scope of work. Staff contacted references
provided by Retro-Tek Energy Services, Inc. for prior project experience at the Rio
Hondo Community College District, University of California, Irvine and Jet Propulsion
Laboratory. All respondents reported that work was completed in a timely and cost -
efficient manner while maintaining consistent quality. Staff also verified with the
Contractors State License Board to ensure that Retro-Tek Energy Services, Inc. license
is current, active, and in good standing. Based on these criteria, Retro-Tek Energy
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Services, Inc., the lowest bidder is recommended as the best bidder for the BBB
facilities lighting upgrade in accordance with City scope of work.
Financial Impacts and Budget Actions
The contract to be awarded to Retro-Tek Energy Services, Inc., is for an amount not to
exceed $521,812 (includes a 10% contingency). Funds are available in the FY 2015 -16
Capital Improvement Program budget in account C410107.589000.
Prepared By: Tom Afschar, Architect
Approved
Forwarded to Council
Attachments:
A. February 26, 2013 Staff Report
Reference:
CONTRACT NO. 10198
(CCS)