Title
Summary Title: Award a New Contract for Maintenance of City Street Lights, Park Lights and Parking Lot Lights
Recommendation to Authorize the Interim City Manager to Execute a Five-Month Contract, with the Option of Four One-Year Extensions, with St. Francis Electric for the Operations and Maintenance of Municipal Street, Park Pathway, and Parking Lot Lighting Systems, for a Five-Month Amount not to Exceed $147,813 and a Total Five Year Expenditure of $1,296,651, Including Contingency. (Public Works 310)
Body
To: Honorable Mayor and Members of the City Council
From: David L. Rudat, Interim City Manager
EXECUTIVE SUMMARY
The operation and maintenance of the City’s public street, park pathway, and parking lot lighting systems has been transferred to the Public Works Department from Alameda Municipal Power (AMP). This program includes approximately 6,500 lighting units throughout the City of Alameda that provide illumination for our citizens. St. Francis will provide preventive maintenance services, scheduled and emergency work, and services for the Alameda Recreation and Park Department (ARPD) related to their tennis court and field lighting. Staff recommends approval of the contract to St. Francis for the five months remaining in FY 2018-19, in the amount of $147,813 including a 10% contingency, with the option of up to four yearly extensions, for a total five-year expenditure not to exceed $1,296,651.
BACKGROUND
The City's estimated 6,500 pubic street, park pathway, and parking lot lighting units are an invaluable part of the City. By illuminating roads and pathways, they provide safety lighting for drivers, cyclists, and pedestrians.
Light maintenance includes preventive activities, such as outage repair, lens cleaning and pole painting, scheduled repairs such as replacing a light pole, and responding to emergency requests such as when a vehicle knocks down a streetlight pole.
To ensure proper operation and maintenance of the City’s public street, park pathway, and parking lot lighting, especially during this transition, Public Works will deploy a combination of its own forces and a contractor.
City staff met with the International Brotherhood of Electrical Workers (IBEW) regarding the transfer of streetlight maintenance responsibilities from AMP to Public Works. IBEW represents the employees at AMP who had been performing the work related to streetlight maintenance when this function was performed by AMP. IBEW is in agreement with having Public Works administer the Streetlight Maintenance program. AMP will continue to perform the electrical work up to the service point (the point of connection of the premise’s wiring to AMP’s distribution system).
DISCUSSION
On May 5, 2017, the Public Works Department sent out a Request for Proposal (RFP) for the transitional operations and maintenance of the City’s public street, park pathway, and parking lot lighting systems. To solicit the maximum number of proposals, the RFP was distributed to 19 separate local builders’ exchanges throughout the Bay Area, and notices were sent to contractors on the list of qualified contractors maintained by the Public Works Department. The RFP was also placed on the City's website, and a notice was published in the Alameda Journal. On May 25, 2017, the following two firms submitted acceptable proposals:
|
Proposer |
Location |
|
St. Francis Electric |
San Leandro, CA |
|
Flouresco Services |
Oakland, CA |
An inter-departmental panel interviewed both firms and the selection was based on the completeness and quality of the proposal response, the firm's ability to understand and articulate the project and City needs, qualifications, references, past projects’ cost, and performance. Despite their costs being $16,000 higher for preventive activities, the panel unanimously recommends awarding the contract to St. Francis Electric due to the firm’s depth of proven experience in providing these services to more than ten other local public entities. The other firm had more limited experience working with public agencies.
Staff recommends awarding a contract to St. Francis Electric for the five months remaining in Fiscal Year 2018-19 for a total amount of $142,813, which includes a prorated unit cost for preventive maintenance services, an estimated amount for scheduled and emergency work. In addition ARPD will use this contract for services related to its athletic facility lighting (i.e. tennis court and fields) so an additional $25,000 is allocated for as-needed work for the remainder of this fiscal year. ARPD will budget $38,000 annually for the remaining contract extensions.
This contract may be mutually amended on a year-by-year basis, for up to four additional years, based, at a minimum, on satisfactory performance of all aspects of the contract and upon the sole discretion of the Public Works Director, and subject to budget approval. If extended, the contract would be for the same terms and cost, plus an annual increase equal to the consumer price index (CPI) increase for the San Francisco Bay Area appropriate to the trades associated with the work as reported in the Engineering News Record for the previous calendar year. The total five-year contract price shall not exceed a total five-year expenditure of $1,296,651. The RFP also informed the successful bidder that they shall not pay less than the prevailing rate of per diem wages as determined by the Director of the California Department of Industrial Relations. The contract is attached as Exhibit 1.
|
Contract |
CPI (Estimated) |
CPI Total Each Year |
TOTAL |
|
Original FY 2018-19 (5 months only) |
0% |
$ 0 |
$ 147,813 |
|
1st Amend FY 2019-20* |
3% |
$ 7,998 |
$ 274,603 |
|
2nd Amend FY 2020-21* |
3% |
$ 8,238 |
$ 282,841 |
|
3rd Amend FY 2021-22* |
3% |
$ 8,485 |
$ 291,327 |
|
4th Amend FY 2022-23* |
3% |
$ 8,740 |
$ 300,067 |
|
TOTAL FIVE YEARS |
12% |
$33,461 |
$1,296,651 |
FINANCIAL IMPACT
The contract will cover primarily street lighting maintenance and operations. Budget for these operating costs for FY 2018-19 is allocated in the General Fund Street Lights Division. The first five months of the street light portion of the contract is estimated at $122,813. In addition, Alameda Recreation and Parks Department will allocate $25,000 as part of its General Fund Parks Maintenance budget (001-51210) for services under the contract. All other subsequent contract amendments are subject to budget approval. In an event the contractor will perform any capital related work on street lights, the City has funds appropriated in the Street Lights Capital Projects Fund.
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
This action does not affect the Municipal Code.
ENVIRONMENTAL REVIEW
This action is exempt from review under the California Environmental Quality Act (CEQA) pursuant to CEQA Guideliens section 15301 (existing facilities). No further environmental review is required.
RECOMMENDATION
Authorize the Interim City Manager to execute a five-month contract, with the option of four one-year extensions, to St. Francis Electric for the operations and maintenance of municipal street, park pathway, and parking lot lighting systems, for a five-month amount not to exceed $147,813 and a total five year expenditure of $1,296,651, including contingency.
Respectfully submitted,
Liam Garland, Public Works Director
By,
Erin Smith, Deputy Public Works Director
Financial Impact section reviewed,
Elena Adair, Finance Director
Exhibit:
1. Contract