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DATE:
TO:
FROM:
SUBJECT
STAFF REPORT
CITY COUNCIL
CITY CLERK
File #600-35
November 15, 2011
Honorable Mayor and City Councilmembers
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Joni Pattillo, City Manager ° ~'
Park Lighting Replacement Project, Contract #11-11
Prepared by Rosemary Alex, Parks and Facilities Development Coordinator
EXECUTIVE SUMMARY:
The Park Lighting Replacement project will replace the park lighting at Kolb, Dolan and
Shannon Parks. The initial funding for this Project was a Federal Energy Block Grant. Staff is
seeking City Council authorization for Staff to award bid to Bahia Electric and, based on the low
bid, appropriate additional funding to the project. The additional funding will accommodate the
low bid plus an additional $3,000 in design costs.
FINANCIAL IMPACT:
The project design was started in Fiscal Year 2010/2011. The total funding appropriated for the
Park Lighting Energy Grant Project (CIP #950012) is $185,700. This includes $23,456 for
design and project administration and $162,244 for the improvements to be installed under this
contract. The following table shows the available grant funds for installation of the lighting
compared to the low bid.
IMPROVEMENT BUDGET COMPARED TO BID
Contract Costs /Funding Budget For
Improvements Low Bid With 10%
Contingency Budget Change
Required
Improvements $ 162,244 $ 198,000
10% Contingency: Included $ 19,800
Total: $ 162,244 $ 217,800 $ 55,556
Funding Source
Federal Energy Block Grant 2311 $ 162,244 $ 162,244 None
Dublin -General Fund 1001 None $ 55,556 $ 55,556
Total:
$ 162,244 $ 217,800 $ 55,556
In addition to the $55,556 for the construction costs (including a contingency) Staff is
recommending that the Total Budget Change be increased by $3,000 to accommodate
additional design costs. A total of $58,556 in additional project funding is recommended to be
provided from the General Fund Reserve designated for Innovations and New Opportunities. In
accordance with City policies the City Council must authorize appropriations from this source.
Page 1 of 3 ITEM NO. 4.9
RECOMMENDATION:
Staff recommends that the City Council: 1) Adopt Resolution awarding Contract #11-11 to
Bahia Electric; and 2) Approve Budget Change.
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Submitted By
Parks and Community
Services Director
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Reviewed By
Administrative Services
Director
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Reviewed y
Assistant City Manager
DESCRIPTION:
On September 20, 2011 the City Council authorized Staff to advertise the Park Lighting
Replacement Project which provides for the replacement of park lighting at Kolb, Dolan and
Shannon Parks. The project entails the removal and replacement of park pathway lights
including existing poles and light fixtures along with the addition of some new lights where gaps
in illumination levels occurred. In addition to the work described above, the lights in the
Shannon Park parking area will be replaced as well.
The replacement of the metal halide lamps with the more energy efficient light emitting diodes
(LED) will result in a total estimated energy reduction of 42% or $1,200 per year for all three
sites. In addition, the LEDs last significantly longer than the metal halide lamp which reduces
the amount of labor and materials cost in replacing the lamps. It is estimated that metal halide
lights will need to be replaced twice (at year 5 and year 10) to meet the lamp life of LED lights.
BID RESULTS:
After a nearly four week bid period, the City received bids on October 24, 2011 from the
following companies:
Com pany Name Bid Amount
1 Bahia Electric $198,000.00
2 Dan Electric $199,700.00
3 Republic ITS $222,600.00
4 Columbia Electric $224,400.00
5 Steiny and Company $255,675.00
6 WBE $266,966.00
7 Tennyson Electric $268,261.50
8 Ranis Construction $268,500.00
9 Harris Electric $337,700.00
10 B-Side Incorporated $357,700.00
11 CF Contracting $753,000.00
As discussed in the financial statement above, the low bid exceeds the available budget for the
park improvements by $55,556 reflecting the bid amount including the 10% contingency. In
addition, Staff is recommending that the additional appropriation include $3,000 for additional
design expenses associated with the project. Staff has prepared a Budget Change Form
(Attachment 2).
Page 2 of 3
NOTICING REQUIREMENTS/PUBLIC OUTREACH:
A copy of the Staff Report was provided to the bidders.
ATTACHMENTS: 1. Resolution awarding Contract #11-11 to Bahia Electric
2. Budget Change Form
Page 3 of 3
RESOLUTION NO. XX - 11
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
***********
AWARDING CONTRACT NO. 11-11
PARK LIGHTING REPLACEMENT
TO
BAHIA ELECTRIC
WHEREAS, the City of Dublin did, on October 24, 2011, publicly open, examine and declare
all sealed bids for doing the work described in the approved Plans and Specifications for Contract No.
11-11, which Plans and Specifications are hereby expressly referred to for a description of said work
and for all particulars relative to the proceedings under the request for bids; and
WHEREAS, said bids were submitted to the City Engineer, who has reviewed the bids to
determine the lowest bid which was responsive to the requirements of the bid documents; and
WHEREAS, the source of funding in addition to a Federal Energy Block Grant is proposed to
be the General Fund Reserve designated for Innovations and New Opportunities; and
WHEREAS, Resolution 106-11 which established the General Fund Reserve designated for
Innovations and New Opportunities requires approval by the City Council to appropriate funds from
this source.
NOW, THEREFORE, the City Council of the City of Dublin does RESOLVE as follows:
1. The City Council of the City of Dublin, does hereby award Contract No. 11-11 to the
lowest responsible bidder therefor, to wit, Bahia Electric, at a bid of one-hundred and
ninety-eight thousand dollars even ($198,000) the particulars of which bid are on file in
the office of the City Engineer.
2. The City Council of the City of Dublin, does hereby approve the appropriation of funds
from the Innovations and New Opportunities General Fund Reserve for Contract No. 11-
11.
PASSED, APPROVED AND ADOPTED this 15th day of November, 2011, by the following
vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
ATTEST:
City Clerk
Mayor
ATTACHMENT 1
CITY OF DUBLIN
BUDGET CHANGE FORM FY 2011 / 2012
CHANGE FORM #
New Appropriations (City Council Approval Required): Budget Transfers:
X From Unappropriated Reserves From Budgeted Contingent Reserve
($58,566 from Committed Fund Balance (1001.1901-81101)
Innovations & New Opportunities)
Within Same Department Activity
From New Revenues _ _ Between Departments (City Council Approval Required)
Other
DECREASE BUDGET ACCOUNT AMOUNT INCREASE BUDGET ACCOUNT AMOUNT
CIP EXPENDITURE: GENERAL
FUND -Design Energy Grant Park
Lighting Project $ 3,000
Project # 950012.9200.9202.1001
GL Account #: 3500.9501.64091
CIP EXPENDITURE: GENERAL
FUND -Improvements Energy $ 55,556
Grant Park Lighting Project
Project # 950012.9400.9401.1001
GL Account #: 3500.9501.73103
CIP Transfer Out:
General Fund 1001.1901.89101 $ 58,556
CIP Transfer In:
Parks CIP: #3500.9501.49999 $58,556
REASON FOR BUDGET CHANGE ENTRY: As presented to the City Council on November 15, 2011,
Staff have obtained bids to replace walkway lighting at Kolb, Dolan and Shannon Parks. Based on the
low bid received including a contingency the project will require additional $55,556 in funding. In addition
$3,000 is needed for additional design services. The remainder of the project is funded by a Federal
Grant which was allocated at a specific amount. Therefore, the additional $58,556 is proposed to come
from the Committed Fund Balance for Innovations and New Opportunities as approved by the City
Council.
As Presented at the City Council Meeting on:
Posted By:
#################(Finance Use Only)###################
Date: 11 /15/2011
Date:
~, ~r~ada~er~~~,~an~~~~,-r_zoll_IZ~~IZ 11_l~_ll E„~~~~,~ ~z~~~_~~~~,n~P~-L,~~,n~n~a~~ ATTACHMENT 2