Agenda Item Wording:
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Authorize the City Manager to purchase the streetlight poles for the Downtown Streetlight Project from AV Poles and Lighting of Lancaster, CA, in the amount of $822,050.25 (Project Number 1410-72000/CP0345-999).
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Deadline for Action: N/A
Submitting Department: Public Works
Contact Name and Phone Number:
Eric Bons, Senior Civil Engineer, eric.bons@visalia.city <mailto:eric.bons@visalia.city>, 713-4350
Frank Senteno, City Engineer, frank.senteno@visalia.city, 713-4331
Nick Mascia, Assistant City Manager, nick.mascia@visalia.city, 713-4323
Department Recommendation:
Staff recommends that the City Council authorize the City Manager to purchase the decorative and non-decorative streetlight poles, luminaire arms, flagpole holder accessories, side mounted banner holder accessories, base cover, and anchor bolts in advance of awarding the construction contract for the Downtown Streetlight Project. The equipment to be purchased from AV Poles and Lighting in the amount of $822,050.25.
Background Discussion:
On March 15, 2021, staff presented decorative streetlight design options for the downtown streetlight project and accompanying cost estimates for each design and layout option presented. Council approved the “Layout Option 3 and Streetlight Scenario 3” streetlight design option and the appropriation of $2.4M in Measure N Funds to address a budget shortfall as identified in the March 15th Downtown Streetlight Staff report.
The existing lighting system within the project boundary is operated and maintained by the City of Visalia. The lighting system is beyond its useful life and the infrastructure needs replacement. Southern California Edison (SCE) provides the electrical power to the existing high voltage streetlight system with specialized equipment that is becoming more difficult to replace and SCE have fewer personnel with the knowledge to maintain their equipment. The attached exhibit displays the downtown streetlighting replacement project boundary.
As previously directed by City Council, Staff is requesting City Council’s authorization for the purchase of the streetlight poles (decorative and non-decorative) and appurtenant accessories in advance of awarding the contract for construction. The appurtenant equipment includes the luminaire arms, receptacles, flagpole holder accessories, side mounted banner holder accessories, base cover, and anchor bolts. The attached exhibit depicts the vendor’s rendition of the proposed decorative streetlight for the project. Though, not correctly shown in the exhibits, the color of the decorative streetlight will be black as City Council directed. The exhibit depicts a round, fluted, tapered steel pole with decorative luminaire arm, decorative pedant shaped luminaire, two-piece base cover and integrated side banner arms. The streetlight pole also has an integrated flagpole and two GFI duplex receptacles as Council directed which are not shown in the rendering image.
The pre-purchasing of the streetlight pole and other accessories minimizes the impact to the contractor’s construction schedule, eliminates the contractor’s markup on the purchase of the streetlight pole and other accessories, ensures a competitive bidding process is followed especially for this major purchase, and gives the City more control in ensuring the equipment meets the City’s specifications and desires.
The pre-purchasing of the decorative and non-decorative streetlight poles allows for the long lead time associated with the manufacturing and ensures timely delivery and availability of the equipment as the contractor progresses through the project’s construction schedule.
In addition to providing the contractor with the City furnished materials, the City will not have to pay the contractor’s mark-up on this material which has typically been between 10% and 15% of the purchase price. The advanced procurement of equipment has been working out well for the City based on the success of several past projects.
Staff advertised the Request for Bids, RFB 21-22-12, to vendors for the Supply and Delivery of Streetlight Poles and Accessories which closed on October 14, 2021. Three (3) companies responded with the following bids.
AV Poles and Lighting provided the lowest price quote for the streetlight poles, luminaire arms, flagpole holder accessories, side mounted banner holder accessories, base cover, and anchor bolts. The table below summarizes the pricing associated with the items supplied to the City of Visalia by AV Poles and Lighting.
Staff reviewed AV Poles and Lighting’s bid package and found it to be in compliance with the City’s requirements. AV Poles and Lighting’s proposal includes taxes and shipping. In addition, staff contacted the contractor’s listed references at the City of Seaside and City of Los Angeles Bureau of Street Lighting. All agencies expressed satisfaction with the contractor’s past performance, and highly recommended them. In addition, AV Poles and Lighting is both manufacturer and supplier. The delivery time provided is 100 days after order placement and is consistent with the construction schedule. The Streetlights to be delivered and stored at Parking lot 44 which is located at northeast corner of the intersection Tipton Street and Oak Avenue. AV Poles and Lighting is providing a 10-year warranty on their products. The bid quantity for each item includes at least one spare item to be use as a replacement in the event that some of the equipment is damage.
Currently, the Downtown Streetlight Project plans are at a 100% design submittal status. The estimated starting of the construction date is February 2022. Staff is also working on bringing the construction management (CM) services contract to City Council in December 2021 to award the CM services and in January 2022 to award the construction contract after it has been advertised.
Fiscal Impact:
The project is funded by the Measure N Fund (142) with a total project budget of $6.9M. The table below summarizes the budget and expenditures incurred thus far.
There are sufficient project funds to purchase the streetlight poles, so no additional appropriations are needed at this time. Therefore, based on the above, it is recommended that the City Council authorize the purchase of the new downtown streetlights from AV Poles and Lighting of Lancaster, CA in the amount of $822,050.25.
Prior Council Action:
November 15, 2021 - City staff presented the preliminary construction staging plans for the Downtown Streetlight Project and Downtown Pavement Rehabilitation Projects.
June 7, 2021 - City staff presented the recommendation for the appropriation of $2.4M for the Downtown Streetlight Project to the second public hearing. The committee reviewed and approved the recommendations.
May 17, 2021 - City staff presented the recommendation for the appropriation of $2.4M for the Downtown Streetlight Project to the first public hearing. The committee reviewed and approved the recommendations.
April 22, 2021 - City Staff presented the recommendation for the appropriation of $2.4M for the Downtown Streetlight project to the Measure N Oversight Committee. The Committee reviewed and approved the recommendation.
March 15, 2021 - City Staff presented decorative streetlight options for the downtown streetlight project. City Council approved the recommendation for the layout option 3 and streetlight scenario 3 and Measure N amendment process to approve the appropriation of $2.4M for the Streetlight project.
December 07, 2020 - City Staff presented standards for installing BFP on public right of way.
City Council approved the recommendation for the standards.
July 21, 2020 - City Staff presented revised layout options for the Downtown Streetlight Project. City Council approved the recommendation for a core decorative streetlight style.
June 01, 2020 - City Staff presented layout options for the Downtown Streetlight Project. City Council requested additional information from City Staff.
October 21, 2019 - Council authorized award of the design contract for the Downtown Streetlight Project to Quad Knopf for an amount not to exceed $407,098.00.
October 15, 2018 - City Staff presented an update of the downtown streetlights project to City Council during a work session item.
April 16, 2018 - Council approved Resolution No. 2018-25 to designate various road projects for 2018/19 funding from the State of California Road Repair and Accountability Act of 2017 (Senate Bill SB1).
Other:
NA
Alternatives:
None.
Recommended Motion (and Alternative Motions if expected):
recommendation
I move that the City Council authorize the City Manager to purchase the streetlight poles in advance of awarding the construction contract from AV Poles and Lighting in the amount of $822,050.25.
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Environmental Assessment Status:
No NEPA Environmental Assessment required for this project.
CEQA Review:
Categorical Exemption, Section 15301(c), issued February 06, 2020 for the Downtown Streetlight Project.
Attachments:
1. Quotes
2. Rendering Images
3. Ownership Disclosure Statement
4. Downtown Streetlight Project Boundary