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HomeMy WebLinkAbout19C - RFP - STREETLIGHT UPGRADES REQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: CLERK OF COUNCIL USE ONLY: JUNE 17, 2013 TITLE: APPROVED REQUEST FOR PROPOSALS TO ? As Recommended DESIGN-BUILD STREETLIGHT ? As Amended UPGRADES TO REPLACE OBSOLETE El Ordinance on 1" Reading ? Ordinance on 2"d Reading HIGH VOLTAGE STREETLIGHTS ? Implementing Resolution SYSTEM ? Set Public Hearing For CONTINUED TO lrzl--7 FILE NUMBER C AGER RECOMMENDED ACTION Authorize the Public Works Agency to publish a Request for Proposals and invite qualified firms to submit proposals for the design and construction of streetlight upgrades at various city locations where there are obsolete high voltage lighting systems. DISCUSSION The City's street lighting network includes areas where the high-voltage circuits and low amperage systems are antiquated and obsolete. Those systems use a single wire in series that has been a constant source of maintenance problems. Additionally, the unique incandescent lamps used in those fixtures are very energy inefficient have a very short life, requiring annual replacement. In 2010, Philips Corporation, the only remaining manufacturer of the incandescent lamps, stopped producing these lamps. These lamps are no longer available on the market and the City's supply of replacement lamps has been depleted. This creates an urgent need to install modern street light fixtures. In April 2011, staff began using conversion kits enabling the use of conventional lamps. The kits reduce the high voltage to conventional levels at each street light. Now, unfortunately, the only manufacturer of the conversion kit has gone out of business, forcing the City to accelerate upgrading the streetlight system. To install modern streetlight fixtures in the existing antique poles, the system needs to be rewired to enable a multiple wire 240-volt system. The intent is to remove the single high voltage wire from the existing conduit, install three new wires into the existing conduit, and install new metal halide fixtures with an option for energy efficient light-emitting diode (LED) lights. New 19C-1 Request for Proposals to Design-Build Streetlight Upgrades June 17, 2013 Page 2 service connection points to Southern California Edison will be needed with a service pedestal/cabinet for each streetlight circuit. Residents have indicated in past surveys that they prefer to keep the antique style streetlight poles, due to their historical value. Fortunately, there are new fixtures that are historically accurate. This RFP will include provisions to provide and demonstrate sample energy efficient LED lamps to residents of the neighborhood for their comments. ENVIRONMENTAL IMPACT Replacing the existing incandescent lamps with metal halide lamps will result in a savings of 98,000 Kilo Watt hours (kWh), effectively removing about 69 metric tons of carbon dioxide from the environment, which is the equivalent to removing 14.4 cars from the roads. The LED option would result in a savings of 149,000 kWh, which removes 105 metric tons of carbon dioxide from the environment, and is equivalent to removing 21.9 cars from the roads. FISCAL IMPACT There is no fiscal impact associated with this action. Upon completion of the project there will be an annual savings to the General Fund of approximately $12,500 in reduced energy costs if metal halide fixtures are used, or about $19,000 in savings using the LED option. Raul Godinez If,-- . Executive Director Public Works Agency RG/KW 19C-2 ~awtiaN ~~R REQUEST FOR PROPOSALS DESIGN-BUILD OF STREETLIGHT UPGRADES TO REPLACE OBSOLETE HIGH VOLTAGE STREETLIGHTS SYSTEM AT VARIOUS CITYWIDE LOCATIONS RFP NO. h _v. KEY RFP DATES: Issue Date: Proposal Due Date: Project Coordinator: Kurt Wiemann, Projects Manager EXHIBIT 1 1 19C-3 REQUEST FOR PROPOSAL Notice is hereby given that sealed proposals will be accepted for providing street light repair and cable replacement at various locations as per the attached specifications (Exhibit A), at the Public Works Agency, Ross Annex, 4`h Floor Administration Offices, 20 Civic Center Plaza, Santa Ana, California, until 12:00 Noon, 2013. If further information is required, please contact Kurt Weimann, via email at kwiemann@santa-ana.org or phone at (714) 647-5088. Mailed proposals should be addressed as follows: Office of the Executive Director Public Works Agency City of Santa Ana Ross Annex, M-21 20 Civic Center Plaza Santa Ana, CA 92701 or delivered by hand or courier to: Office of the Executive Director' City of Santa Ana Ross Annex, M-21 4`h Floor, Ross Annex Santa Ana, CA 92701 It is the responsibility of the proposer to see that any proposal submitted shall have sufficient time to be received by the Administrative Services Division prior to proposal due date and time. Late proposals will be returned to the contractor unopened. The receiving time in the Administrative Services Division will be the governing time for acceptability proposals. Telegraphic, telephonic and facsimile proposals will not be accepted. 2 19C-4 I. PURPOSE The purpose of this Request for Proposal (RFP) is to obtain a prime contractor to enter into an agreement with the City to perform an assessment of the current street lighting system at various locations as designated by the City where high voltage street lighting systems operate, and begin a three phase process for the removal and replacement of existing conduit, rewiring of each street light pole, the installation of new service points and the installation of new globes. II. REQUEST FOR PROPOSAL TERMS 1. PROPOSAL SUBMISSIONS Proposals must be submitted to the Administrative Services Division in a sealed envelope showing on the outside, the name of the bidder, and the proposal due date and time. An authorized representative of the contractor must sign the proposal. 2. PROPOSAL WITHDRAWAL Proposals may be withdrawn by written request received before the hour set for the opening. After that time, the contractor may not withdraw proposals for a period of ninety (90) days from the date of the opening. 3. LATE PROPOSALS It is the responsibility of the contractor to see that any proposal submitted shall have sufficient time to be received by the Administrative Services Division prior to the proposal due date and time. The City of Santa Ana Public Works Agency shall not be responsible for proposals lost or delayed in the mail. Late proposals will be returned to the contractor unopened. 4. REQUIRED DOCUMENTS Contractor must return the following completed documents with their proposal: • Detailed proposal of services in accordance with the specifications detailed in Exhibit A. Proposal should take into consideration the evaluation criteria included in Section II and should not exceed 20 pages. • Proposals should include job qualifications of key contract staff including lead service personnel, superintendents, supervisors and managers. Personnel shall have at least one year of experience maintaining and troubleshooting street lighting systems. • Completed Contractor's References form (Section III); • Signed Proposal Form (Section IV); • Signed Certification of Non-Discrimination by Contractors (Section V); • Completed Contract Pricing Sheets (Section VI); • Exhibit C is for reference only, but will be required when the contract is awarded to the successful contractor. 3 19C-5 Contractor must submit one original and eight (8) photocopies of each proposal offered. 5. RIGHTS RESERVED The right is reserved by the City of Santa Ana to reject any or all proposals or to waive any informality or technical defect in a proposal. 6. AGREEMENT Successful contractor(s) will be required to enter into an agreement with the City of Santa Ana. The City reserves the right to enter into an agreement with any, all, or none of the contractors for a three-year period with the option of extending the agreement for one additional one-year term. 7. SELL OR ASSIGN The successful contractor shall not have the right to sell, assign, or transfer any obligations resulting from this proposal without the specific written consent of the City. 8. LOCAL SALES TAX CONSIDERATION In accordance with the Santa Ana Municipal Code, a one percent (I%) preference will be applied to all proposals for taxable goods submitted by suppliers located within the City limits of Santa Ana. 9. RECEIVING TIME The receiving time in the Administrative Services Division will be the governing time for acceptability of proposals. Telegraphic, telephonic and facsimile proposals will not be accepted. 10. COMPLIANCE WITH LAWS All proposals shall comply with current federal, state, and other laws relative thereto. Contractor further agrees that the services proposed comply with all applicable Federal and State Occupational Safety and Health laws, standards for regulations, and that contractor will indemnify and hold the City harmless for any failure to so conform. 11. REFERENCE TO SUCCESSFUL CONTRACTOR The terms vendor, supplier, or contractor may be used interchangeably in these specifications and shall refer exclusively to the contractor(s) with whom the City enters into contract as a result of this request for proposal. 12. INQUIRIES Refer inquiries in writing via email to Mary Gonzales at mgonzales@santa-ana.org. 13. RIGHTS RESERVED The City reserves the right to contract with any, all, or none of the contractors who submit base proposals and/or alternate proposals. 14. E-MAIL COMMUNICATIONS To facilitate the RFP process, contractors are required to monitor and respond to e-mail requests on a daily basis. 4 19C-6 15. PRE-PROPOSAL CONFERENCE AND JOB WALK There will be a pre-proposal conference and job walk. A detailed map and a work location are provided in EXHIBIT of this Request for Proposal. Staff will be available to meet or visit any of the sites during the week of , Monday through Thursday, between the hours of 8:00-11:00 a.m. Questions regarding job locations and work sites listed in this contract can be submitted to Jerry Jeffries at (714) 647-5015 or via e-mail to jjeffries@santa-ana.org. Contractors will be responsible for visiting the sites and reviewing all areas of work before submitting proposals. 16. PRE-QUALIFICATION PROCESS In addition to submitting all documentation required in this RFP specification, bidders may also be required to demonstrate their ability to successfully perform the type of maintenance work contemplated by this RFP specification, including but not limited to providing an adequate number of staff, suitable equipment and materials as determined by the Director. 17. SURETY BONDS Each bid must be accompanied by a bid bond or a cashier's or certified check payable to the City of Santa Ana, in an amount not less than ten percent (10%) of the aggregate of the bid, as a guarantee that the bidder will enter into the proposed contract if the same is awarded to him. The successful bidder will also be required to submit to the City a payment bond for not less than ten percent (10%) of the contract price. 18. REVIEW OF JOB SITE The Contractor shall be held responsible for carefully reviewing the site and verifying all areas of work, prior to bid submittal. III. EVALUATION OF PROPOSALS The response to this Request for Proposal should contain documentation of Contractor's credentials and expertise in this field. Substantial consideration will be given to contractors with demonstrable and documented experience in similar work. Responses will be evaluated on the basis of the qualifications, abilities, and responsiveness of the proposing contractors. An evaluation committee appointed by the Executive Director of the Public Works Agency will review the responses received. All proposals received will be fully reviewed and rated by the evaluation committee. The successful proposal will be based upon both technical merit and cost competitiveness. The committee will evaluate all proposals based on the following criteria: Capability and Experience of Contractor 50% 1. Ability of contractor to obtain the staff and equipment necessary to perform specifications. 2. Training and safety precautions taken to perform specifications. 3. Contractor's financial ability to provide uninterrupted technical services throughout the term of the agreement. 5 19C-7 4. Experience of staff assigned to the contract. 5. Experience of supervisory and management staff assigned to the contract. Past Performance 25% 1. Past record of performance on contracts with other cities, governmental agencies or public bodies, including such factors as reliability, adherence to specifications and compliance with contract terms and conditions. 2. Acceptable, verifiable references and site reviews. Cost of Proposal 25% 1. Cost of base proposal 2. Cost of add-on services 3. Cost of specialized services FOLLOW-UP OF EVALUATION PROCESS BY CONTRACTOR Contractors may follow up on the evaluation of the proposals by contacting Kurt Wiemann via email at kwiemann(&santa-ana.org or by phone at (714) 647-5088. 6 19C-8 IV. CONTRACTOR'S REFERENCES This sheet must be completed in full and returned with contractor's proposal. List and describe fully six contracts performed by your company, which demonstrate your ability to provide services in accordance with the specifications in Exhibit A. Attach additional pages if necessary. The City reserves the right to contact each of the references listed for additional information regarding your company's qualifications. Reference No. 1 Customer Name: Contact Individual: Address: Phone Number: Contract Amount: Year: Description of equipment and services provided: Reference No. 2 Customer Name: Contact Individual: Address: Phone Number: Contract Amount: Year: Description of equipment and services provided: Reference No. 3 Customer Name: Contact Individual: Address: Phone Number: Contract Amount: Year: Description of equipment and services provided: 7 19C-9 CONTRACTOR'S REFERENCES (PAGE 2) Reference No. 4 Customer Name: Contact Individual: Address: Phone Number: Contract Amount: Year: Description of equipment and services provided: Reference No. 5 Customer Name: Contact Individual: Address: Phone Number: Contract Amount: Year: Description of equipment and services provided: Reference No. 6 Customer Name: Contact Individual: Address: Phone Number: Contract Amount: Year: Description of equipment and services provided: 8 19C-10 V. PROPOSAL FORM Responses to this Request for Proposal are due at 12:00 p.m. Thursday, The undersigned contractor agrees to provide street light cable replacement of the high voltage systems locations designated by the City in accordance with the specifications. Uwe have stated herein the services and fees that Uwe will furnish and deliver as specified. Award shall be based upon the evaluation criteria included in Section IL Where there is a discrepancy between words and figures, words shall govern. The City of Santa Ana reserves the right to cancel any agreement in the event that terms of this agreement are violated. Name of Contractor Signature of Authorized Rep. (Person, Firm, Corp.) Address Name and Title (Please Print) Address Date Telephone Number Fax Number 9 19C-11 VI. CERTIFICATION OF NON-DISCRIMINATION BY CONTRACTORS As suppliers of goods or services to the City of Santa Ana, the company listed below certifies that it does not discriminate in its employment with regard to race, color, religion, sex, or national origin; that it is in compliance with all Federal, State and local directives and executive orders regarding non-discrimination in employment; and that it agrees to demonstrate positively and aggressively the principle of equal opportunity in employment. WE AGREE SPECIFICALLY: 1. To take affirmative steps to hire minority employees with the company. 2. To establish or observe employment policies within affirmative promotion opportunities for minority persons at all job levels. 3. To communicate this policy to all persons concerned, including all company employees, outside recruiting services, especially those servicing minority communities, and to the minority communities at large. COMPANY TITLE OF PERSON SIGNING SIGNATURE DATE Please include any additional information available regarding equal opportunity employment programs now in effect within your company. 10 19C-12 VII. CONTRACT PRICING Contractor to provide all labor, equipment and materials necessary for completion of this project in accordance with the specifications and special provisions herein. 1. MATERIALS COST Cost/Linear Foot Materials - Provide a list of materials and pricing. (Contractor's cost from supplier) 1. $ 2. $ 3. $ 4. $ 5. $ 2. LABOR COSTS Straight Time Overtime A. Labor- Contractor's rates (including all fringe benefits, markup, overhead, etc.) for the following job classifications: 1. Maintenance Technician $ $ 2. Systems Technician $ $ 3. Field Maintenance Technician $ $ 4. Utility Leadman $ $ 5. Utility Supervisor $ $ VIII. SUBCONTRACTORS A. Portion of work to be performed: B. Name of Subcontractor: 11 19C-13 C. Portion of work to be performed: D. Name of Subcontractor: Attach sheet with additional subcontractors if necessary. IX. REQUIRED REPORTS The successful Contractor will be required to submit the following reports as part of this agreement: 1. Weekly Progress Report. 2. Map of neighborhood showing areas of completion. 3. Monthly status report on total project. 12 19C-14 EXHIBIT A STREET LIGHT REPAIR SPECIFICATIONS Contractors must provide costs for each of the service categories described in the specifications outlined in EXHIBIT A. Contractors must also list all deviations from specifications, if any. At the discretion of the Director, one or more optional add-on locations and specialized services may or may not be included in the agreement with contractor. In addition, the City at the discretion of the Director, reserves the right to decrease the scope of work during the duration of the agreement. L SCOPE OF WORK The Request for Proposal calls for the removal and replacement of the existing street light cable in the high voltage system locations designated by the City due to age and deterioration. This project will require replacing all the cable in the entire circuit with neoprene wire (new high voltage wire) which includes the North Park circuit, North Residential circuit and Broadway circuit. The high voltage systems were installed in the early 1920's. The neighborhood has witnessed numerous power outages which are becoming more frequent. The system repairs have been "piccemealed" over the years and it is unknown how much of the existing conduit must be replaced. A photo showing an example of the deterioration is attached to this proposal. (See EXHIBIT B). The circuits has approximately 57,000 linear feet of cable: • North Park Circuit - 22, 000 feet • North Residential Circuit 30,000 feet • Broadway Circuit - 5,000 feet Scope of work includes the following: • Re-cable using existing conduit • Replace any deteriorated conduit only if it is more cost effective to replace than to work with existing conduit • Remove potheads from street light poles • Remove all pull boxes except for required boxes • Install new globes The City is aware of the complexity of this project, the scope of work requested and any unforeseen work that may be required during the scope of the project. A map showing 13 19C-15 street light locations and service points is attached to this proposal (EXHIBIT Funding will be allocated over a three-year period until the work is completed. The Contractor shall provide at his own risk and cost all labor, materials, tools, equipment, traffic control and miscellaneous devices, transportation, hauling, dumping, and recycling of construction and demolition material as part of this project. 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 sub-standard, 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 the Contractor, or if the amount is insufficient to cover payment, the Contractor 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 Contractor, interpretation of the specifications, and compensation to include completion of work by alternate sources. B. CONTRACTOR (1) Local Office The Contractor 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 contract with the Director. A local office is one that can be reached by telephone without it being a toll call. Contractor will not be allowed to store equipment or materials at any contracted area. (2) Submittals The Contractor shall submit to the Director at the beginning of work, 1) a detailed job schedule, 2) time sheet, 3) names and titles of all persons working on the project, and 4) 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. 14 19C-16 (3) Uniforms/Identification The Contractor shall provide to all field personnel a standard uniform with company identification. All vehicles and equipment on the project site shall also be properly marked with company identification. (4) Licenses and Permits The Contractor shall, prior to award of contract and without additional expenses 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 and a City of Santa Ana Business License, and a C-10 Electrical License. (5) Compliance with the Law The Contractor agrees that its performance under the contract shall comply with all applicable laws of the United States of America, the State of California, the County of Orange, the City of Santa Ana, and any other body having jurisdiction over the activities of the Contractor. (6) Work Force a.. The Contractor shall insure that all work under this agreement is supervised by Contractor employed supervisory personnel who are technically qualified and possess management skills required to implement modern methods and newly developed procedures b. The Contractor shall insure that all work under this agreement is performed by fully qualified, experienced personnel, directly employed by the Contractor. C. The Contractor shall be responsible for the skills, methods, appearance and action of Contractor's employees and for all work done. The Contractor's employees shall be U.S. Citizens and/or legal residents. d. The Contractor shall perform the work provided for in this contract 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. 15 19C-17 (7) Material The Contractor shall submit a list to the Director all materials that the Contractor proposes to use in the execution of this work. Said list shall be submitted before use of any 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. (8) Recycling All waste (including greenwaste and construction and demolition materials) resulting from work performed under this contract shall be recycled. A recycling work plan shall be submitted to the project manager prior to receiving the notice to proceed with the project. (9) 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 the parkway swept and cleaned of any debris, dirt or soil. (10) Emergency Service The Contractor shall be able to receive and respond to the City's call for emergency service twenty-four hours per day, seven days per week Response time shall be immediate but not less 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 hours per day, seven days per week. (11). Penalties and Fines Failure to comply with requests from the Director and/or creating, unnecessary delays, as determined by the Director, may be cause for fines and penalties in the amount of $200.00 per occurrence per day until said request(s) is completed. This shall be deducted from routine monthly maintenance payments. EXHIBIT B 16 19C-18 II. • 1-4 17 19C-19 v ~.2 F ' ~kl 1 h: Q y9°` T it s, . 18 19C-20