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REQUEST FOR <br />COUNCIL ACTION <br />CITY COUNCIL MEETING DATE: <br />SEPTEMBER 1, 2020 <br />TITLE: <br />APPROVE AGREEMENT WITH IDS <br />GROUP TO PREPARE LIGHTING <br />SYSTEM DESIGN ALONG THE CIVIC <br />CENTER AREA PERIMETER IN AN <br />AMOUNT NOT TO EXCEED $186,000 <br />FOR A THREE-YEAR TERM <br />(NON -GENERAL FUND) <br />CLERK OF COUNCIL USE ONLY: <br />APPROVED <br />❑ As Recommended <br />❑ As Amended <br />❑ Ordinance on 1� Reading <br />❑ Ordinance on 2nd Reading <br />❑ Implementing Resolution <br />❑ Set Public Hearing For <br />CONTINUED TO <br />/s/ Kristine Ridge FILE NUMBER <br />CITY MANAGER <br />RECOMMENDED ACTION <br />Authorize the City Manager to execute an agreement with IDS Group to provide professional <br />engineering services to design the lighting system along the perimeter of the Civic Center area, in <br />the amount of $172,592 plus an eight percent contingency of $13,408, for a total amount not to <br />exceed $186,000, for a three-year term beginning September 1, 2020 and expiring August 31, <br />2023, with an option for a one-year extension, subject to non -substantive changes approved by <br />the City Manager and City Attorney. <br />DISCUSSION <br />On February 25, 2020, the Public Works Agency issued Request for Proposals (RFP) 20-026 <br />seeking lighting design for the perimeter of the Civic Center area bounded by West Civic Center <br />Drive, North Broadway, West Santa Ana Boulevard, and North Flower Street, including Ross Street <br />(Exhibit 1). The scope of work includes the preparation of plans and specifications, development <br />of cost estimates, and an analysis to replace the existing lighting system with new energy efficient <br />LED lights. This information will be used to prepare bid documents in the future. <br />The RFP was advertised on the City's online bid management and publication system, with bids <br />due on March 17, 2020. Forty-one consultants downloaded the project documents. Two proposals <br />were received and evaluated by a selection committee. Based on criteria outlined in the RFP, the <br />following summarizes the responding firms and their ranking: <br />NAME OF FIRM RANKING <br />IDS Group <br />PBS Engineers, Inc. <br />In accordance with the RFP, staff recommends awarding an agreement to IDS Group (Exhibit 2). <br />Their proposal demonstrated a high degree of technical competence and experience performing <br />25C-1 <br />