Item 1.6 - Award of Contract ;Siemens Mobility, Inc.;Street Lighting, Syst Maint and Emergency Rep; Bid 19-023DATE:
TO:
FROM:
CONTACT:
SUBJECT:
Summary:
City of Poway
COUNCIL AGENDA REPORT
APPROVED ❑
APPROVED AS AMENDED ❑
(SEE MINUTES)
DENIED ❑
REMOVED ❑
CONTINUED
RESOLUTION NO.
July 16, 2019
Honorable Mayor and Members of the City Council,,,c)
Michael Obermiller, P.E., Director of Public Works
Eric Heidemann, Assistant Director of Public Works
Operations
(858) 668-4705 or eheidemann@poway.org
a
Maintenance
Award of Contract to Siemens Mobility, Inc. for Street Lighting,
System Maintenance and Emergency Repairs; Bid No. 19-023
A notice inviting bids for Street Lighting, System Maintenance and Emergency Repairs was duly
advertised on May 16 and May 23, 2019. Two (2) bids were received and opened on
June 13, 2019. Staff reviewed the bids and determined the lowest responsive bid to be from
Siemens Mobility, Inc. The length of the Contract shall be for one (1) year beginning
August 1, 2019, through July 31, 2020. The Contract may be extended through a total of four (4)
separate one-year term extensions. The maximum length of the Contract would be up to five (5)
years.
Recommended Action:
It is recommended that the City Council award the bid for Street Lighting, System Maintenance
and Emergency Repairs, Bid No. 19-023, to Siemens Mobility, Inc. and authorize the City
Manager to execute the necessary documents.
Discussion:
The City of Poway owns and operates approximately 3,066 streetlights, which are an invaluable
part of the City's street network. Street lights illuminate the roadway providing safety lighting for
drivers, cyclists and pedestrians. The City's street light lamps are metal halide and street light
poles consist of ameron concrete. The City's street lights also include decorative street lights and
some standard lights mounted on wooden utility poles.
Street light maintenance has historically been contracted out by the City. The City's maintenance
scope of work consists of "Maintenance Work," described as general maintenance for all existing
street lighting equipment, including lamps and parking lot lamps, ballasts and photoelectric control
repairs and replacements. It includes visually inspecting and making necessary repairs to each
pole and fixture; the connection between the service point and pole, as well as pole and fixture;
and electrical connections. Additionally, maintenance includes routine inspection of each street
light and fixture for proper electrical connection and structural integrity. The maintenance contract
also includes "Extra Work," which may arise as a result of emergency work to repair or replace
damaged equipment and new street light installations, with the expectation to provide continuous
and emergency service 24 hours a day, 365 (or 366) days a year.
1 of 3 July 16, 2019, Item #1.6
On May 16 and May 23, 2019, the City advertised a notice inviting bids seeking qualified firms
with experience with street light systems to provide maintenance and emergency repairs. On
June 13, 2019, two (2) proposals were received to provide street Tight maintenance and
emergency repairs. Staff reviewed the bids and determined the lowest responsive bid to be from
Siemens Mobility, Inc. (Siemens). Bid results are as follows:
BIDDER BID AMOUNT CORRECTED TOTAL BID
BID AMOUNT
Siemens Mobility, Inc.
$41,283.30
N/A
$41,283.30
CTE Inc.
$90,074.84
$91,483.84
$91,483.84
The bid consisted of various cost items, such as costs for preventive maintenance, equipment,
parts, poles, lamps and labor rates. Staff recommends that the Contract for Street Lighting,
System Maintenance and Emergency Repairs be awarded to Siemens in an amount not -to -
exceed $146,283.30 per year, which includes $105,000 for incidental, as -needed repairs (pole
installs, rewiring, etc.). The length of the initial Contract is one (1) year beginning August 1, 2019,
through July 31, 20202. The Contract may be extended subject to Council appropriation of funds
and the mutual agreement between the City and Siemens through a total of four (4) separate one-
year term extensions. The maximum length of the Contract would be up to five (5) years.
Siemens will provide the necessary contractor services to maintain the City's street lights by
providing for preventive and emergency repairs such as street light knockdowns. Regarding
knockdowns, the City pursues public reimbursement from liable parties during the insurance
claims process. As such, it is not possible to anticipate the required emergency services for any
given year. However, in Fiscal Year 2018-19, the City received 187 street light maintenance
related requests (outages, knockdowns). Nevertheless, the amount of actual compensation to be
paid by the City for any given year will be based on the routine scheduled maintenance and any
required emergency service repairs for that respective year.
A majority of the City's lights use a low-pressure sodium (LPS) bulb technology. The City plans
to undertake a light -emitting diode (LED) retrofit project and install all new LED lights on existing
street lights with the current LPS bulb. The project is expected to be completed late 2019/early
2020. The LED lamps are expected to be under warranty from the selected manufacturer for at
least one-year. Any maintenance/repair related work required on the new LED lamps after the
City's replacement project is complete will be provided by the selected retrofit contractor through
the one-year warranty period. After the warranty period expires, Siemens will continue the
maintenance of the LED converted street lights.
Environmental Review:
None.
Fiscal Impact:
Funds to award the Contract to Siemens Mobility, Inc., are included in the Lighting District's Fiscal
Year 2019-20 Budget (430050-43270).
2 of 3 July 16, 2019, Item #1.6
Public Notification:
None.
Attachments:
None.
Reviewed/Approved By:
Wendy KiSlserman
Assistant City Manager
Reviewed By: Approved By:
Alan Fenstermacher
City Attorney
C is Ha - ine
City Manager
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