Title
AN ORDINANCE APPROVING THE AWARD OF BID NO. 7207-C FOR A ONE YEAR CONTRACT WITH THREE (3) POTENTIAL RENEWAL PERIODS OF ONE YEAR EACH FOR STREET LIGHT AND TRAFFIC SIGNAL SERVICES TO CUSTOM LIGHTING SERVICES, LLC, DBA BLACK AND MCDONALD BASED ON UNIT PRICES REFLECTED IN THE ATTACHED BID TABULATION AND AUTHORIZING THE CITY MANAGER TO ENTER INTO AN AGREEMENT FOR THE SAME BY AND ON BEHALF OF THE CITY OF LEE'S SUMMIT.
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Issue/Request:
Award of Bid No. 7207-C for a one year contract with three potential renewal periods of one year each for Street Light & Traffic Signal Services to Custom Lighting Services, LLC, dba Black and McDonald based on unit prices reflected in attached bid tabulation.
Key Issues:
1) The Public Works Department requires an on-call contract to support its responsibility for the maintenance and repair of the City's street light and traffic signal infrastructure.
2) The previous on-call contract was authorized in 2012 and has recently expired. The services provided in that contract were of value to the City, and the proposed on-call contract would expand those same previous services by including an emergency response call-out for damage to critical infrastructure. The on-call contract may also be used for minor improvements.
3) The bid from Custom Lighting Services, LLC offered the best responsive bid that met all specifications.
Proposed City Council Motion:
I move for second reading of AN ORDINANCE APPROVING THE AWARD OF BID NO. 7207-C FOR A ONE YEAR CONTRACT WITH THREE (3) POTENTIAL RENEWAL PERIODS OF ONE YEAR EACH FOR STREET LIGHT AND TRAFFIC SIGNAL SERVICES TO CUSTOM LIGHTING SERVICES, LLC, DBA BLACK AND MCDONALD BASED ON UNIT PRICES REFLECTED IN THE ATTACHED BID TABULATION AND AUTHORIZING THE CITY MANAGER TO ENTER INTO AN AGREEMENT FOR THE SAME BY AND ON BEHALF OF THE CITY OF LEE'S SUMMIT.
I move for adoption of AN ORDINANCE APPROVING THE AWARD OF BID NO. 7207-C FOR A ONE YEAR CONTRACT WITH THREE (3) POTENTIAL RENEWAL PERIODS OF ONE YEAR EACH FOR STREET LIGHT AND TRAFFIC SIGNAL SERVICES TO CUSTOM LIGHTING SERVICES, LLC, DBA BLACK AND MCDONALD BASED ON UNIT PRICES REFLECTED IN THE ATTACHED BID TABULATION AND AUTHORIZING THE CITY MANAGER TO ENTER INTO AN AGREEMENT FOR THE SAME BY AND ON BEHALF OF THE CITY OF LEE'S SUMMIT.
Background:
The Public Works Department is responsible for maintaining all City owned street light and traffic signal infrastructure, and this work includes system modifications, new installations, lamp replacements and various equipment repairs. The Public Works Department needs an on-call contract to ensure the successful and timely repair of the City's street lights and traffic signals in consideration of known or anticipated staff and resource gaps. On-call contract benefits include:
Timely execution of single repairs and material procurement: The City’s standard purchasing policy requires City Staff to purchase new materials by soliciting bids multiple vendors. Street lights and traffic signals require quick purchase of materials to maintain adequate stockage for emergency repairs. The purchasing / procurement process is expedited through this on-call contract as the repair of damaged equipment often needs to occur more quickly than the City's procurement process allows.
City lack the necessary equipment to perform all phases of the repair work: The Public Works Department does not have all equipment necessary to install and maintain the street light and traffic signal inventory (e.g. 40-foot tall street light poles). Due to the infrequent use, owning such equipment is not cost effective. Out-sourcing equipment services through and on-call contract saves reduces overhead costs, improves efficiency without sacrificing responsiveness.
Street light and traffic signal maintenance and repair work load. The sizeable workload has peaks and valleys, in which peak workloads sometimes exceed staff capabilities. This on-call contract can assist in maintaining more than 1800 street lights and over 55 signalized intersections in such a that optimizes utilization of full-time staff, without over staffing. This provides a balanced blend of outsourcing that optimized maintenance work for the lighting and signal system.
In review of the previous street light maintenance contract from 2012 to 2016, the City has benefited in several ways:
1) The Public Works Department can better focus on customer response and utilize the on-call contract during peak periods.
2) The Public Works Department is able to inspect the system more frequently, resulting in better preventative maintenance, efficient work prioritization, and improving the City's public image. Increased inspection also helps maintain efficient operation, which is in place for public safety.
3) Pole knock downs and re-installations were often handled via the on-call service. Time required to self-perform pole re-installation by City Staff was often delayed by high priority work, such as signal repairs.
4) The On-Call Contractor provide assistance with street light and signal repair if there are shortages in full-time staff due to vacation schedules, snow duty, or emergency call outs.
The on-call contract will be used as-needed for street light and signal repair. The contract is budgeted annually as part of the approved in the Public Works General Fund budget, which is based on previous year's expenses. Any work in support of Capital Improvement Projects would be charged to the appropriate capital project.
The preventative maintenance included in this contract should help to keep the street light system operating in an efficient manner. Preventative maintenance includes re-lamping the luminaires. Re-lamping luminaires is appropriate every 4 to 5 years as studies have shown that is near the end of a lamp's useful life. This preventative maintenance work provides several benefits:
a) Decreases the number of burnt out lamps and reduce costs for single event / single light maintenance response activities.
b) Allows our street lights to be designed with maximum spacing/least number of fixtures and still maintain minimum lighting standards.
c) Reducing poles and fixtures reduces the initial construction costs, improves roadside safety by reducing the number of hazards (i.e. poles) along roads, and reduces the annual electric costs. These long term saving more than offset the cost of maintenance, thus resulting in net savings to the City
d) Meets public performance expectations.
Impact/Analysis:
The Public Works Engineering Division issued Bid No. 7202-C Street Light and Traffic Signal Services on April 15, 2016. The bid was posted with QuestCDN and on the City's website. A pre-bid conference was held on April 27, 2016. Two (2) responsive bids were received by the May 18, 2016 opening date. Custom Lighting Service, LLC was determined to be the lowest, responsible and responsive bidder by City Staff.
Timeline:
Start: July 31, 2016 (Estimated)
Finish: One year from start date
Other Information/Unique Characteristics:
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Presenter
Presenter: Michael Park, City Traffic Engineer
Recommendation
Recommendation: Staff recommends approval of AN ORDINANCE APPROVING THE AWARD OF BID NO. 7207-C FOR A ONE YEAR CONTRACT WITH THREE (3) POTENTIAL RENEWAL PERIODS OF ONE YEAR EACH FOR STREET LIGHT AND TRAFFIC SIGNAL SERVICES TO CUSTOM LIGHTING SERVICES, LLC, DBA BLACK AND MCDONALD BASED ON UNIT PRICES REFLECTED IN THE ATTACHED BID TABULATION AND AUTHORIZING THE CITY MANAGER TO ENTER INTO AN AGREEMENT FOR THE SAME BY AND ON BEHALF OF THE CITY OF LEE'S SUMMIT.
Committee Recommendation
Committee Recommendation: [Enter Committee Recommendation text Here]