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Item 11 - Partial Acceptance of LED Street & Safety Lighting Conversion Proj; RFP 19-025 with Tanko Lighting as CompleteJanuary 19, 2021, Item #11-~ . }-· AGENDA REPORT CityofPoway ', -·--· ... ,.f· -' --_--c..;--,_. CITY COUNCIL ( DATE: TO: FROM: CONTACT: SUBJECT: Summary: January 19, 2021 Honorable Mayor and Members of the City Council Robert Manis, Director of Development Services fd\ Henry Trang, Senior Civil Engineer (858) 668-4602 or htrang@poway.org Partial Acceptance of the LED Street & Safety Lighting Conversion Project; RFP No. 19-025 with Tanko Lighting, Inc., as Complete On July 16, 2019, the City Council awarded the contract for the LED Street & Safety Lighting Conversion Project; RFP No. 19-025 to Tanko Lighting, Inc. in the amount of $1,003~398.00. This action will partially accept the contract of the project as complete. Recommended Action: It is recommended that the City Council partially accept the contract of the LED Street & Safety Lighting Conversion Project as complete and authorize the release of retention in the amount of $40,225.93, if unencumbered, 45 days after City Council acceptance. Discussion: The LED Street & Safety Lighting Conversion Project replaced approximately 3,300 street and safety lighting fixtures from Low Pressure Sodium (LPS) fixtures to Light Emitting Diodes (LED) fixtures. The original scope of work was completed without any change orders. The conversion of decorative street lighting in the Old Poway neighborhood and decorative walkway lighting in the Civic Center area was planned as a future project pending funding availability. The cost of the LED Street & Safety Lighting Conversion Project was less than originally anticipated and allowed for the possibility to add in the decorative lighting in both areas within the project budget. On July 16, 2020, Contract Change Order No. 1 was approved to add the decorative lighting in the Civic Center area and four sample lights in the Old Poway area to the scope of work for the project. The sample lighting is intended to help staff select a final product for the Old Poway area. Another change order will be processed to convert these lights after a selection is made. This action increased the contract cost by $40,099.12 and extended the contract time by 191 days. On September 25, 2020, Contract Change Order No. 2 was approved to authorize the consultant to perform photometric calculations for the street extension and new lights along Kirkham Way. This action increased the contract cost by $1,344.00 and did not extend the contract time. Tasks from the original scope of work were completed in June 2020 to the satisfaction of City staff. By 1 of 2 January 19, 2021, Item #11partially accepting the project as complete, the retention on that portion of the contract ($1,003,398.00) may be released. The remaining retention on the original scope of work is $40,225.93. This action partially accepts the contract for the LED Street & Safety Lighting Conversion Project as complete, however the contract will remain in force and open until April 9, 2021 to complete the Contract Change Order tasks. Environmental Review: The matter of acceptance of public improvements that have been completed, which were the subject of a prior environmental determination, is not subject to the California Environmental Quality Act. Fiscal Impact: Sufficient funds are available in the LED Street & Safety Lighting Conversion Project account (STR0013). After the retention payment of $40,225.93, there will be an available balance of $598,285.92. Once the remaining portions of the project have been completed, surplus funds will be returned to the Street Lighting Assessment District, Fund 2790, for use on future projects. Public Notification: None. Attachments: None. Reviewed/ Approved By: Wendy Kaserman Assistant City Manager 2 of 2 Reviewed By: Alan Fenstermacher City Attorney Approved By: City Manager