TITLE:
title
AWARD OF THE LED LIGHTING INSTALLATION AT CITY PARKS AND ATHLETIC FACILITIES PROJECT, CITY PROJECT NO. 23-09
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DEPARTMENT: PUBLIC WORKS DEPARTMENT/ENGINEERING DIVISION
PRESENTED BY: RAJA SETHURAMAN, PUBLIC WORKS DIRECTOR
CONTACT INFORMATION: SEUNG YANG, P.E., CITY ENGINEER, (714) 754-5633
RECOMMENDATION:
recommendation
Staff recommends the City Council:
1. Adopt plans, specifications, and working details for the LED Lighting Installation at City Parks and Athletic Facilities Project, City Project No. 23-09.
2. Authorize the City Manager and City Clerk to execute a Public Works Agreement (PWA) in the amount of $759,700, and future contract amendments within City Council authorized limits to RMF Contracting, Inc., 1523 North Harmony Circle, Anaheim, California 92807.
3. Authorize a ten percent (10%) contingency in the amount of $75,970 for unforeseen construction and miscellaneous costs related to the project.
ENVIRONMENTAL DETERMINATION:
The proposed action is exempt from the California Environmental Quality Act (CEQA). The action involves an organizational or administrative activity of government that will not result in the direct or indirect physical change in the environment. In addition, the proposed action is exempt under Section 15301 relating to the operation, repair, maintenance, permitting, and/or minor alteration of existing public facilities.
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BACKGROUND:
In 2022, State Senator David Min earmarked a landmark level of funding for multiple park improvement projects for the City of Costa Mesa in the amount of $10 million. City Council approved fund appropriations to upgrade the existing lighting at select parks and sports athletic facilities to Light Emitting Diode (LED) lighting. The funding for these projects has been allocated in the adopted Fiscal Year 2023-24 Capital Improvement Program (CIP) budget.
On September 19, 2023, the City Council authorized the use of Sourcewell’s Cooperative Agreement No. 041123-MSL with Musco Sports Lighting, LLC, for the purchase of Light Emitting Diode (LED) lighting equipment and material to retrofit aging facilities at multiple City park and athletic field locations.
The locations for the installation of these new lighting facilities include Jack Hammett Sports Complex, TeWinkle Athletic Complex, Costa Mesa Tennis Center, and Bark Park.
ANALYSIS:
Public Works staff advertised on October 5, 2023, for qualified bidders to perform the installation of the purchased Sourcewell LED lighting equipment. The City Clerk received and opened two (2) bids for this project on November 13, 2023. RMF Contracting, Inc., the apparent low-bidder, submitted a bid proposal in the amount of $759,700. The bid abstract reflecting the bid results is included as Attachment 1. The license and references of RMF Contracting were checked and found to be in good standing. Therefore, staff recommends that the City Council award the PWA (Attachment 2) to RMF Contracting as the low responsible bidder.
Following the City Council award of the PWA, RMF Contracting will furnish the necessary bonds and insurance, which will be approved as to form by Risk Management. After the award and subsequent execution of the agreement, a “Notice to Proceed” will be issued.
ALTERNATIVES:
The alternative to this Council action would be to reject all bids and rebid the project. Staff has determined that re-advertising and re-bidding the project will not result in lower bids and will delay the project.
FISCAL REVIEW:
Funding for the project is available from earmarked state funds received from the State Budget through State Senator David Min and from the approved Capital Improvement Program for the Tennis Center Improvements and the Park Security Lighting Replacement projects.
LEGAL REVIEW:
The City Attorney’s Office has reviewed this agenda report, prepared the PWA, and approves them both as to form.
CITY COUNCIL GOALS AND PRIORITIES:
This item supports the following City Council Goal:
• Strengthen the Public’s Safety and Improve the Quality of Life
CONCLUSION:
Staff recommends the City Council:
1. Adopt plans, specifications, and working details for the LED Lighting Installation at City Parks and Athletic Facilities Project, City Project No. 23-09.
2. Authorize the City Manager and City Clerk to execute a Public Works Agreement (PWA) in the amount of $759,700, and future contract amendments within City Council authorized limits to RMF Contracting, Inc., 1523 North Harmony Circle, Anaheim, California 92807.
3. Authorize a ten percent (10%) contingency in the amount of $75,970 for unforeseen construction and miscellaneous costs related to the project.