02-04-1992 - Cortez Park Security Lighting• • City of West Covina
Memorandum
TO: City Manager and City Council
AGENDA
FROM: Harry W. Thomas
ITEM NO. C-6a
SUBJECT: CITY PROJECT PP-91203
CORTEZ PARK SECURITY LIGHTING DATE February 4, 1992
Summary: The bids for PP-91203, Cortez Park Security Lighting, were
opened. on January 22, 1992 at 10:00 A.M. in the Office of
the City Clerk. This project provides for the replacement of
the existing walkway lighting at Cortez Park. There were six
bids submitted with the lowest responsible base bid from
Building Energy Consultants at $24,731.00.
Background:
In 1979, the City of West Covina contracted for the installation of 40 steel walkway
electroliers at Cortez Park and Del Norte Park. The electroliers consisted of a steel standard
14 foot in height supporting a 150 watt High Pressure Sodium boxhead lighting fixture. The
standards were painted but were not galvanized or treated in any other way to inhibit rust.
A citizen complaint was received in 1986 concerning a walkway lighting pole at Del Norte
park. A field investigation by maintenance personnel revealed the walkway electrolier had
fractured at the base. The cause of the failure was excessive corrosion near the baseplate
connection.
Staff conducted a study of the existing security lighting at Cortez and Del Norte parks. A
field investigation of the forty walkway electroliers at Cortez and Del Norte Parks revealed
many of these steel electroliers were in various stages of corrosion near their bases. The
walkway electroliers at Del Norte Park had generally more corrosion than those at Cortez
Park. During 1988, the City contracted to replace the steel walkway electroliers at Del
Norte Park with aluminum electroliers. Aluminum electroliers are not prone to corrosive
failure. During 1990, a steel walkway electrolier at Cortez Park collapsed.
The City Council approved the Plans and Specifications for Cortez Park Security Lighting at
its regular meeting on July 8, 1991. Initially this project provided for the removal of all 19
existing electroliers, foundations, conductors, and the installation of 23 new electroliers,
foundations and conductors. The four additional electroliers were included to mitigate
lighting deficiencies at or about the new restroom facility and the children's play area. The
bids were opened on October 2, 1991. The lowest responsible bid was $48,794.00.
Unfortunately, this amount was 74% in excess of the available funding of $28,000. After a
staff review of the bids it was felt that only substantial reductions in the scope of the project
would reduce the construction cost to meet the available funding.. At its regular meeting on
October 28, 1991, the City Council approved the recommendation to reject all bids for City
Project PP-91203 and to redesign the project.
A field investigation revealed that the electroliers located within the northern portion of the
park generally exhibit more advanced states of corrosion. Cortez Park experiences relatively
heavy evening patronage. This is primarily because of the existing lighted baseball field.
The restroom, children's play area, and lighted ballfield are all located in the northern
portion of the park. Limiting the project to installing electroliers in the northern portion will
dramatically reduce the construction costs while still addressing safety lighting concerns
where evening patronage is greatest.
Historically, the City has most often specified electroliers manufactured by MWC Company.
Although MWC manufactures excellent products, after a review of that bid item, the
apparent cost for these particular 14 foot high electroliers seemed prohibitive. Staff felt that
specifying different manufacturers may significantly reduce that particular bid item. Staff
contacted wholesalers regarding less expensive electroliers. An aluminum electrolier of
lesser quality was found whose base cost was $575 each. MWC then notified its retailer that
eard91203
City Manager and City Cocil
City Project PP-91203
February 4, 1992
Page 2
i
Background - contd.:
"in light of current economic conditions, they will meet this price". Because MWC
manufactures a higher quality product, these electroliers become very attractive at the lower
price. Moreover, there are already MWC electroliers existing in most City parks. This
condition allows the maintenance department to stock a smaller number of replacement parts.
The plans and specifications for this project were revised using a base bid and a combined
base bid plus additive bid amounts. The base bid provides for the installation of fourteen
electroliers within the northern half of Cortez Park. The combined base bid plus additive bid
amount provides for the replacement of all the electroliers in the park. The bid can be
awarded on the basis . of either the base bid amount or the combined base bid and additive bid
amounts. The revised plans specify the MWC electroliers or equivalents. On December 3,
1992, the City Council approved the revised plans and specifications for City Project PP-
91203.
Analysis:
The bids for City Project PP-91203 were opened on Wednesday, January 22, 1992 at 10:00
a.m. in the City Clerk's office. Six bids were submitted for the project. Five of the bids
had .clerical. or computational errors. With one exception, these errors : were all minor.
Building Energy Consultants of Nipomo submitted the low base bid of-$24,731.
Tamanc Electric of Walnut is the low bidder for the combined base bid plus additive bid
amount at $41,200. However, their bid did not include the unit prices. The quantities
shown on a bid sheet are often only estimates. The unit prices are imperative because they
are used to calculate the actual payment. Their bid is therefore invalid.
Building Energy Consultants submitted the second lowest combined base bid plus additive bid
at $41,566. This amount is only $366 more than Tamanc's bid.
The low bid from the. previous bid opening on October 2, 1991 was $48,794 for the
installation of 23 walkway lights. The low base bid from the most recent bid opening on
January 22, 1992 was $24,731 for the installation of 14 walkway lights. Extrapolating and
comparing the cost for each electrolier installation reveals a price reduction of $355 per
electrolier. The lower cost is mostly likely because of the MWC price reduction.
Awarding the contract to the low base bidder of $24,731 will limit the scope of this project.
to addressing security lighting concerns in the northern portion of the park where evening
patronage is greatest.
Fiscal Impact:
There is $28,000 available in City Project:, PP-91203. The funds were allocated from the
General Fund (G.F.) and the Citywide Street Lighting and Landscape Maintenance District
(C.M.D.). No Park Dedication Funds have been allocated for this project.
The low base bid is $24,731. The difference between the available funding the low base bid
is $3,269. This remaining $3,269 will provide sufficient funding for engineering„ inspection
and contingencies.
The lowest valid base bid plus additive bid at $41,5.66 is far in excess of the available
funding.
awrd91203
City Manager and City Council •
City Project PP-91203
February 4, 1992
Page 3
Alternatives:
There are four primary alternatives:
1) Delete the project from the Capital Improvement Program.
2) Replace only those electroliers that have failed or have significant evidence of
corrosion.
3) Accept the base bid amount of $24,731.
4) Accept the lowest valid base plus additive bid amount of $41,566.
The first alternative is not wise because of the obvious safety concerns associated with the
sudden failure of a 14-foot steel pole.
The second alternative of replacing only those electroliers that fail or are in a visibly
advanced state of corrosion has three pitfalls. Much of the corrosion is hidden inside these
steel poles and does not become visible until the pole is seriously weakened. The
intermittent replacement of a small number of poles will ultimately be much more costly
because of losing the economies of scale. Replacement of small numbers of the weakened
poles will not resolve lighting deficiencies at or about the restroom facility and children's
play area.
The third alternative will mitigate lighting and safety concerns in the northern portion of the
park which experiences most of the evening patronage while not exceeding the available
funding.
The cost of the fourth alternative is far in excess of the available funding. The remaining
steel electroliers located in the southern portion of the part can be included in a future
Capital Improvement Program.
RECOMMENDATION
Staff recommends that the City Council take the following actions:
a) Reject the bids from Tamanc Electric, Inc. of Walnut.
b) Accept the bid of Building Energy Consultants of Nipomo in the
amount of $24,731, and authorize the Mayor and City Clerk to
execute a contract with Building Energy Consultants for the
work to be done.
W. Thomas
Public Works Division
Manager/City Engineer
HWT:GIW:cn
awrd91203
City Manager and City Cd , cil
City Project PP-91203
February 4, 1992
Page 4
i
BID SUMMARY - CITY PROJECT PP-91203
CORTEZ PARK SECURITY LIGHTING
BASE BID
No.
Contractor
City of
Bid Amount
1
Building Energy Consultants
Nipomo
$24,731.00
2 *
Tamanc Electric
Walnut
$24,980.00
3
Big "O" Enterprises
Canoga Park
$25,150.00
4
B & D Contractors
La Habra
$33,323.00
5
Analite Corporation
Los Angeles
$49,180.00
6.
D & J Foothill Electric
La Verne
$49,304.00
* Unit prices not submitted with bid.
Engineer's Estimate:
$28,000.00
Low Bid:
$24,731.00
Low Bid Below Estimate:
11.7%
Average Bid:
$32,944.67
Average Bid Above
Estimate:
17.7%
awrd91203
City Manager and Cityfouncil
City Project PP-91203
February 4, 1992
Page 5
BASE BID. + ADDITIVE BID
No.
Contractor
City of
Bid Amount
1
* Tamanc Electric
Walnut
$41,200.00
2
Building Energy Consultants
Nipomo
$41,566.00
3
Big "O" Enterprises
Canoga Park
$45,111.00
4
B & D Contractors
La Habra
$57,051.50
5
Analite Corporation
Los Angeles
$65,050.00
6.
D & J Foothill Electric
La Verne
$83,008.00
* Unit prices not submitted with bid.
Engineer's Estimate:
$46,000.00
Low Bid:
$41,200.00
Low Bid Below Estimate:
10.4%
Average Bid:
$55,497.75
Average Bid Above
Estimate:
20.6%
awrd91203
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