November 19, 2024
Public Works
DATE: November 19, 2024
TO: Mayor Martinez and Members of the City Council
FROM:
Daniel Chavarria, Director of Public Works
Tawfic Halaby, Deputy Director of Public Works –
Operations & Maintenance
Clarence Johnson, Senior Electrician
Subject:
Resolution to Approve a Contract with Fonroche Lighting America to provide Solar Lighting.
FINANCIAL IMPACT: The proposed expenditure of an amount not to exceed $3,000,000 for the duration of the three-year contract and an amount not to exceed $2,000,000 for the entire
duration of the two optional one-year extensions will be funded from the approved fiscal years Public Works
budget (Account String: 01232531-400540). Additional
account strings will be defined in responsible
departments budget as needed.
PREVIOUS COUNCIL
ACTION:
Not applicable
STATEMENT OF THE
ISSUE:
The Facilities Maintenance Division is requesting City
Council to adopt a resolution approving a three-year
contract with two optional one-year extensions, with
Fonroche Lighting America for the installation of Solar Lighting in areas vulnerable to theft and vandalism.
RECOMMENDED ACTION:
ADOPT a resolution to award a three-year contract for
$3,000,000 with Fonroche Lightning America beginning
November 25, 2024, and ending on November 24, 2027,
with two optional one-year extensions for a total amount of $2,000,000 for both option years, for the installation of AGENDA
REPORT
November 19, 2024
solar lighting - Public Works Department (Clarence
Johnson 510-231-3033/Daniel Chavarria 510-620-
5478/Tawfic Halaby 510-620-5482).
DISCUSSION:
Background
The current streetlights within the City of Richmond are LED light fixtures attached to twenty-five and thirty-foot poles. Streetlights are maintained by City electrical staff.
Maintenance is provided by staff from requests submitted by residents due to lighting being out or other issues. At present, there are currently over 11,000 streetlights operated throughout the City. Of this number, there are over 200 streetlights within the city that are inactive (not working) due to vandalism of wire.
Maintenance of streetlights which fall victim of wire theft/vandalism is costing the City thousands of dollars each year. For each vandalized streetlight, the City spends an amount from $5,000 to $10,000 for repair costs which include labor and materials.
Likewise, the time that a city electrical staff spends on vandalism repair reduces the amount of time and resources necessary for other City maintenance issues. Moreover, the City also uses external electrical contractors to aid in streetlight vandalism repairs when the maintenance work required by specific situations cannot be handled by City electrical staff for either being too complex or when manpower is limited. The use of outside contractors is more costly than using internal electrical staff.
Analysis
It is in line with the issue on the maintenance of streetlights that the Public Works Department intends to put up a solar lighting project in the City of Richmond. Solar lighting systems are independent of the electrical grid and do not require wiring. This eliminates the primary targets for theft, significantly reducing the risk of vandalism and associated costs. Solar lights can be installed in areas that may lack accessible power sources, such as parks, remote locations, or areas prone to wire thefts.
Choosing a solar lighting solution in areas vulnerable to wire theft and vandalism presents a practical and effective approach for the City. The elimination of wiring minimizes the risk of wire thefts, reduces maintenance costs, enhances safety and provides flexibility in installation. Furthermore, the community and environmental benefits align with modern urban development goals, making solar lighting not only a secure choice but also a forward-thinking solution for public illumination. In this regard, the City is intent on securing a solar streetlight manufacturer.
November 19, 2024
Rather than initiating a new procurement process, City of Richmond is proposing to utilize a piggyback procurement method, which is permitted under California Public Contract Code Section 20118 and Richmond Municipal Code section 2.52.330.
Piggyback procurement allows one public agency to leverage an existing competitively bid contract from another agency, provided that the procurement process complied with all applicable laws, and the services being procured are substantially similar to the services already covered in the existing contract. This method helps reduce costs, streamline the procurement process, and expedite service delivery while ensuring competitive pricing and compliance with public procurement requirements.
The League of Oregon Cities/NPPGov has a Master Price Agreement with Fonroche Lighting America dated February 28, 2024. By piggybacking on The League of Oregon Cities’ agreement/contract with Fonroche Lighting America, Richmond can efficiently secure the necessary services without a new competitive bidding process.
As noted above, this contract is in compliance with the Richmond Municipal Code Section 2.52.330 Piggyback procurement which allows for a “piggyback” purchase using another agency’s purchase contract if it is deemed to be in the best interest of the City of Richmond.
Conclusion
Therefore, staff requests that the City Council adopt the resolution to award a three-year contract with Fonroche Lighting America beginning on November 25, 2024 and ending on November 24, 2027, with two optional one-year extensions in an amount not to exceed $3,000,000 for the three-year contract and an amount not to exceed $2,000,000 for the duration of the two optional one-year extensions with the City Manager’s approval.
DOCUMENTS ATTACHED:
Attachment 1 – Resolution
Attachment 2 – Contract
Attachment 3 – Piggyback Approval Form