22A - SPEC - SPORTS LIGHTING REPAIR

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REQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: OCTOBER 21, 2013 CLERK OF COUNCIL USE ONLY: TITLE: APPROVED AWARD A CONTRACT TO ? As Recommended PARKIA, INC ENGINEERING & El As Amended I" CONSTRUCTION FOR SPORTS ? Ordinance on t Reading ? Ordinance on 2nd Reading LIGHTING REPLACEMENT ? Implementing Resolution AND REPAIR ? Set Public Hearing For (SPEC. 13-0 5) CITY MANAGER CONTINUED TO FILE NUMBER RECOMMENDED ACTION Award a contract to Parkia, Inc. Engineering & Construction to provide sports lighting replacement and repair services at City owned parks and joint used fields for a one-year period with provision for three, one-year renewals, in an annual amount not to exceed $60,000, subject to non-substantive changes approved by the City Manager and City Attorney. DISCUSSION The Parks, Recreation and Community Services Agency is responsible for the maintenance and operation of 22 lighted sport fields. General maintenance staff continually evaluates the condition of the sport lights at all locations and performs minor repairs. At the Dan Young Soccer Complex over half of the lamps are slated to be replaced and the reflectors scheduled to be cleaned. The contract will replace 213 lamps, clean reflectors, and repair ballast and fixtures as required. Additionally, the City establishes an annual blanket order list consisting of vendors that provide supplies and services that are required by agencies on a consistent basis. As such, staff recommends additional funds for sports lighting replacement and repair services required throughout the year to maintain the City's lighted sport fields. The notice inviting bids was advertised on October 2, 2013 and bids were solicited. A summary of the bid invitations and bids received is as follows: 4 Invitations for Bid mailed 1 Invitation for Bid mailed to a Santa Ana vendor 4 Bids received 2 Bids received from Santa Ana vendors 22A-1