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HomeMy WebLinkAbout19C - RFP - LED STREET LIGHTSREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: APRIL 18, 2011 TITLE REQUEST FOR PROPOSALS TO PROVIDE AND INSTALL LED STREET LIGHTS CITY MANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: APPROVED ❑ As Recommended ❑ As Amended ❑ Ordinance on 1" Reading ❑ Ordinance on 2"d Reading ❑ Implementing Resolution ❑ Set Public Hearing For_ CONTINUED TO FILE NUMBER Authorize the Public Works Agency to send a Request for Proposals to qualified firms to provide and install energy- efficient LED street lights. DISCUSSION The City owns 2,714 lights which are operated and maintained by the Public Works Agency. Of these, 1,777 are street lights and the remaining 937 are safety lights mounted above traffic signals. The City uses conventional high - pressure sodium lamps in a majority of the street lights. In an effort to reduce energy costs, staff has installed 25 energy- efficient LED street lights in two pilot programs on arterial streets in the city. The pilots have been successful producing an average energy savings of 66 percent. They also provide more visible light than conventional street lights. These lights are expected to have a life of over 15 years. Due to the findings identified in the pilot projects, staff developed a project to replace 253 City - owned street lights on Main Street and Edinger Avenue with energy- efficient LED street lights. Staff investigated funding sources and submitted an application to have this project funded through Southern California Edison's (SCE) new On -Bill Financing program. The On -Bill Financing program issues zero percent financing for approved energy reduction projects. The costs are repaid from energy savings over a period of ten years. Based on SCE's and staff's cost estimates, no City funds will be needed to complete the project. Staff is requesting approval to issue an RFP to solicit proposals from qualified firms to remove and dispose of the existing fixtures, provide, install, and test 253 LED streetlight fixtures (Exhibit 1). Once the costs of the project are determined through the RFP process, a final recommendation on the project and funding will be brought to the City Council. 19C -1 Request for Proposals to Provide and Install LED Street Lights April 18, 2011 Page 2 The installation of these energy- efficient LED street lights will reduce the City's estimated annual energy consumption by 203,900 kWh and energy costs by approximately $15,650 at the current energy rate. ENVIRONMENTAL IMPACT Installation of the LED street lights will reduce the City's carbon footprint by 141 metric tons of CO2, which is the equivalent of removing 27.6 passenger vehicles from the road. FISCAL IMPACT There is no fiscal impact associated with the release of a Request for Proposals. G G� Raul Godinez II Executive Directo� Public Works Agency RG /KW Exhibit 1: RFP Scope of Service 19C -2 EXHIBIT 1 RFP Scope of Service 19C -3 PURPOSE The purpose of this Request for Proposals (RFP) is to obtain a Proposer to enter an agreement with the City to remove existing street light luminaires, furnish and install energy efficient LED streetlight luminaires on two (2) arterial streets; Main Street and Edinger Avenue. The Proposer will be required to provide two - hundred fifty -three (253) LED street light luminaires. The City reserves the right to increase or decrease the quantity of lights. I. SCOPE OF WORK The Request for Proposals calls for the removal and disposal of existing luminaires; the furnishing and installing of new LED street lights and all testing, including photometric, to prove that furnished luminaires perform as specified. The Contractor shall provide at his own risk and cost all labor, materials, tools, equipment, and traffic control per the Work Area Traffic Control Handbook ( "WATCH "), transportation, hauling, dumping, and recycling of removed material as part of this project. The City reserves the right to salvage existing luminaires. All salvaged luminaires shall be delivered to the City Corporate Yard at no cost to the City. II. FUNCTIONS AND RESPONSIBILITIES A. DIRECTOR The Director shall have the authority to accept/reject materials, workmanship and to make minor changes in work or schedule. When the performance of the work or completion per schedule is determined to be substandard, he may 1) recommend that all or a portion of payment be withheld, and /or forfeiture for delay be assessed; 2) direct the work be accomplished by a separate contractor, in order to complete the necessary work as close to schedule as possible and withhold the resulting costs. Payment to be withheld shall be deducted from the next monthly payment due to the Proposer, or if the amount is insufficient to cover payment, the Proposer shall be liable and will be billed accordingly. The Director or his authorized representative shall decide all questions, which may arise as to the manner of performance and completion per schedule, acceptable fulfillment of the contract by the Proposer, interpretation of the specifications, and compensation to include completion of work by alternate sources. B. PROPOSER 1. Local Office The Proposer shall maintain a local office with a competent representative who can be reached during normal working hours and authorized to discuss matters pertaining to this 2 19C -5 contract with the Director. Proposer will not be allowed to store equipment or materials at any contracted area. 2. Submittals The Proposer shall submit to the Director at the beginning of work, 1) a detailed job schedule, 2) names and titles of all persons working on the project, and 3) materials to be used on the project for approval. All submittals shall be periodically updated as necessary. The Director shall be immediately notified of any deviation from schedule or material usage. 3. Identification All vehicles and equipment on the project site shall be properly marked with company identification. 4. Licenses and Permits The Proposer shall, prior to award of contract and without additional expense to the City, possess all licenses and permits required for the performance of the work required by this contract, including but not limited to State License C -27, a City of Santa Ana Business License, and a C -10 Electrical License. 5. Work Force a. The Proposer shall insure that all work under this agreement is supervised by personnel who are technically qualified and possess management skills required to implement modern methods and newly developed procedures. b. The Proposer shall insure that all work under this agreement is performed by fully qualified, experienced personnel, directly employed by the Proposer or its listed subcontractors. All subcontractors that will perform work under this agreement shall be listed on this proposal. No other subcontractors shall be permitted without prior written consent by the Director. c. The Proposer shall be responsible for skills, methods, appearance and action of Proposer's employees and its subcontractors and for all work done. The Contractor's employees shall be U.S. Citizens and /or legal residents. d. The Proposer shall perform the work provided for in this proposal under the direction of the Director. The Director may make inspections at any time and may request that the Contractor perform additional work or services to bring Contractor's performance to the level required by this agreement. 6. Material The Proposer shall submit a list to the Director all materials that the Proposer proposes to the use in the execution of this work. Said list shall be submitted before use of any 19C -6 product, pursuant to the provisions of this agreement. All materials used or submitted shall be in full compliance with all federal, State, County and local agency laws, guidelines and requirements. 7. Recycling All waste (including construction and demolition materials) resulting from work performed under this contract shall be recycled. The Contractor will be responsible for the disposal of all non - recyclable waste in accordance with all applicable local, state and federal laws and regulations. 8. General Maintenance and Clean-Up All trash and debris shall be removed from all worksites at the end of each day. The Contractor shall keep sidewalks and all paved areas in parkway swept and cleaned of any debris, dirt or soil. 9. Emergency Service The Proposer shall be able to receive and respond to the City's call for emergency service twenty -four (24) hours per day, seven (7) days per week. Response time shall be immediate but not more than two hours to remove or eliminate a public safety hazard. Contractor shall provide the City with a local telephone number where contractor can be contacted twenty -four (24) hours per day, seven (7) days per week. 10. Penalties and Fines Failure to comply with time limits set forth in the specifications and /or creating unnecessary delays, as determined by the Director, may be cause for fines and penalties in the amount of two hundred dollars ($200.00) per occurrence per day until said request is completed. This shall be deducted from payments due Proposer. 4 19C -7 19C -8