02-15-2011 - Award of Bid for Public Lighting Retrofits - "Reco - Item 3 (2).docCity of West Covina
Memorandum
A G E N D A
TO: Andrew G. Pasmant, City Manager
ITEM NO. 3
DATE February 15, 2011
and City Council
FROM: Shannon A. Yauchzee, Director/City Engineer
Public Works Department
SUBJECT: AWARD OF BID FOR PUBLIC LIGHTING RETROFITS - “RECOVERY ACT FUNDED” (PROJECT NO. BP-10306)
RECOMMENDATION:
It is recommended that the City Council:
Accept the bid of J. Kim Electric, Inc. in the amount of $226,865 as submitted at the bid opening on December 22, 2010, and authorize the Public Works Director/City Engineer and City
Clerk to execute the contract to replace or rebuild inefficient lighting fixtures and lamps at City facilities with new high-efficiency units.
Appropriate $253,000 of Department of Energy AARA funds to Account No. 226.83.8036.7900.
DISCUSSION:
Through the American Recovery and Reinvestment Act of 2009 (ARRA), the City of West Covina has been awarded a grant of $952,500 by the Department of Energy (DOE) to reduce energy use
and greenhouse gas emissions at the local and regional level. In addition to planned energy use reductions, this grant program seeks the use of available funds to maximize local job
creation and economic benefit.
As part of the grant application process, staff created an implementation strategy to achieve the required program goals that has been reviewed and approved by DOE. Three of the improvement
projects listed in that strategy have now been completed and have allowed the City to replace existing traffic lights and HVAC units at City buildings with new high-efficiency equipment.
City Hall’s single-pane windows have also received new thermal resistive coatings, to reduce heat loss during winter and prevent heat gain during summer.
The City Public Lighting Retrofit project is the fourth and final improvement project funded to the City through DOE’s Energy Efficiency and Conservation Block Grant program. The goal
of this project is to replace or rebuild approximately 1,200 existing exterior and interior light fixtures at City buildings, parking lots and pedestrian walkways to make them more
energy-efficient. That work will be done at the following locations:
Cameron Park
City Hall/Civic Center
City Maintenance Yard
Cortez Park
Del Norte Park
Fire Station No. 2
Friendship Park
Gingrich Park
Heritage Gardens Park
Orangewood Park
Palmview Park
Senior Citizen’s Center
Shadow Oak Park
Sunset Field
Walmerado Park
Woodgrove Park
Andrew G. Pasmant, City Manager
and City Council
Page 2 –February 15, 2011
Of significant note is that these municipal efficiency and conservation projects have already received 100% of their necessary funding through the ARRA (also known as Federal Economic
Stimulus Act) and that no City funds will be used to perform this work.
The performance period for the contractor to do this work is 90 calendar days, which translates to project completion occurring in April 2011. Annual energy savings from this report’s
recommendations are expected to surpass 700,000 kilowatt hours, with accompanying greenhouse gas emission reductions of approximately 500 tons.
The project was advertised in the San Gabriel Valley Tribune and in two national construction trade publications on November 23, and 30, 2010. Mandatory pre-bid and site-inspection
meetings were conducted on December 7, 2010 with 23 contractors present. On December 22, 2010, six bids were received and opened in the City Clerk’s Office. Following reference checks
and interviews conducted by staff, the lowest responsive bidder was determined to be J. Kim Electric, Inc. of Fullerton, California.
The following is a summary of the bids received:
No.
Contractor
Total Bid Amount
1.
J. Kim Electric, Inc.
$226,865
2.
M & A Electric
$258,759
3.
Fluoresco Lighting & Signs
$279,971
4.
D & J Foothill Electrical Contractors
$324,568
5.
Minako America Corporation (dba Minco Construction)
$347,451
6.
Lighting Technology Services, Inc.
$422,145
ALTERNATIVES:
Reject the bids received and re-advertise. Seeking new bids would delay the project schedule by approximately 45 calendar days and may expose the City to loss of Grant funding.
Not to perform this project. This phase of the City’s energy-efficiency program would become closed, and all remaining Grant funds would need to be returned to DOE.
FISCAL IMPACT:
Energy Efficiency and Conservation Block Grant funds in the amount of $290,058 have been provided by the Department of Energy and are available to perform this work (226.83.8036.7900).
This project is expected to save the City approximately $77,000 in yearly energy costs.
In addition to the $226,865 for the construction contract, a sum of $26,135 (11-12%) is needed for contract administration and inspections, for a total funding of $253,000 to perform
this project.
Prepared by: Bruce R. Hammill Reviewed/Approved by: Shannon A. Yauchzee
Construction Coordinator Director/City Engineer
Reviewed/Approved by:
Finance