City Council Memorandum
TO: HONORABLE MAYOR AND CITY COUNCIL DATE: JUNE 28, 2022 FROM: RIVERSIDE PUBLIC UTILITIES WARDS: 1, 2, 3, 5, 6, 7 SUBJECT: RFP NO. 2160 - SUPPLEMENTAL AGREEMENT WITH TRC SOLUTIONS FOR PREPARATION OF CALIFORNIA ENVIRONMENTAL QUALITY ACT DOCUMENTATION AND TITLE 20 CERTIFICATE OF APPROPRIATENESS FOR PHASE 2 OF THE CITYWIDE STREETLIGHT LIGHT EMITTING DIODE CONVERSION PROGRAM IN THE AMOUNT OF $68,400 ISSUE:
Approve the Supplemental Agreement with TRC Solutions, of Irvine, California, from RFP No. 2160 for preparation of California Environmental Quality Act documentation and Title 20 Certificate of Appropriateness for Phase 2 of the Citywide Streetlight Light Emitting Diode (LED) Conversion Program in the amount of $68,400.
RECOMMENDATIONS:
That the City Council:
Approve the Supplemental Agreement with TRC Solutions, of Irvine, California, from RFP No. 2160 for preparation of California Environmental Quality Act documentation and Title 20 Certificate of Appropriateness for Phase 2 of the Citywide Streetlight LED Conversion Program, in the amount of $68,400; and Authorize the City Manager, or designee, to execute the Supplemental Agreement and any documents necessary to effectuate the project described herein, as well as the ability to make minor and non-substantive changes in alignment with all purchasing policies.
BOARD RECOMMENDATION:
This report is published on June 16, 2022, for the June 28, 2022, City Council meeting.
On June 27, 2022, the Board of Public Utilities will hear this item for consideration to approve the expenditure of $68,400 for RFP No. 2160 for preparation of California Environmental Quality Act (CEQA) documentation and Title 20 Certificate of Appropriateness (COA) for Phase 2 of the Citywide Streetlight LED Conversion Program and recommend that the City Council approve the Supplemental Agreement with TRC Solutions, of Irvine, California, from RFP No. 2160.
If the Board approves the expenditure and recommends City Council approval of the Supplemental Agreement, we respectfully request the City Council consider the item at the June 28, 2022 City Council meeting.
BACKGROUND:
On July 25, 2016, the Board of Public Utilities (Board) voted to recommend that City Council approve Work Order No. 1611216 for a total capital expenditure of $1,150,000, and a Professional Consultant Services Agreement with Design Services, Inc. dba Benya Burnett Consultancy (Consultant) for RFP No. 1569 for design services for the Citywide Streetlight Light Emitting Diode (LED) Conversion Program in the amount of $855,290.
On September 6, 2016, the City Council unanimously voted to approve the recommendation, and on September 9, 2016, the Agreement with the Consultant became effective for a term of three (3) years.
On December 10, 2018, the Board approved, and recommended that the City Council adopt, the Street Light Program and Policies Update and Design Guide.
On February 5, 2019, the City Council unanimously adopted the Street Light Program and Policies update and Design Guide.
On June 24, 2019, the Board awarded Bid No. RPU-7643 for the purchase of LED Luminaires to SolarMax LED, Inc., of Riverside, California in the amount of $4,102,303.30. The Board also approved Work Order No. 1916742 for the Phase 1 LED Conversion of 27,000 Streetlights and Intersection Safety Lights in the amount of $8,560,000, with the intent for staff to return to the Board to award future RPU bid proposals from qualified electrical contractors.
On July 22, 2019, the Board approved the Master Professional Consultant Services Agreements for the Energy Delivery Consultant Panel in response to RFP No. 1890 for a three-year term, with the option to extend for additional one-year terms.
On December 13, 2021, the Board awarded Bid No. RPU-7810 to SASCO, of Fullerton, California, for the Citywide LED Conversion Project Phase 1, in the amount of $3,884,790. The Board also approved additional funding for Work Order No. 1916742 in the amount of $312,572. Phase 1 of the Citywide Streetlight LED Conversion Project is currently in progress and tentatively scheduled to be completed early 2023.
DISCUSSION:
The Citywide Streetlight LED Conversion Project, Phase 2, will replace approximately 6,000 high pressure sodium (HPS) decorative style luminaires mounted on existing streetlight post top poles located in Historic Districts or Neighborhood Conservation Areas, with new LED luminaires. Title 20 of the Municipal Code requires special review of the planned improvements for each of the 25 Historic Districts to assure aesthetics are appropriate and approved within those guidelines. LED conversions in these areas are usually done by internal conversion of the existing streetlight so to retain appearance and historical character. When this is not possible due to deteriorated condition or prior modifications, a replica LED luminaire will replace the old one. This will be evaluated and approved with the concurrence of the Community & Economic Development Director and Community & Development Department staff. In the same manner as the first phase, the conversion project is designed to meet Illuminating Engineering Society recommended practices (RP-8-18) and the City of Riverside Street Lighting Design Guide which defines the LED Luminaire color, lighting level, and beam shape.
RFP No. 2160 for the Documentation Preparation of California Environmental Quality Act Documentation Preparation and Title 20 Certificate of Appropriateness for Phase 2 of the Citywide Streetlight LED Conversion Project was posted on the City’s Online Bid System on January 14, 2022 and closed on February 8, 2022. Seven (7) vendors, pre-qualified by the Riverside Public Utilities (RPU) Consultants Panel under the category CEQA experience, were invited to submit proposals through a Request for Proposal procurement process. Three (3) vendors submitted proposals. Staff reviewed the proposals and based on qualifications, pricing, previous project experience, approach and methodology. TRC Solutions, of Irvine, California, was determined to be the overall responsive and responsible proposer. A supplemental agreement under the current Master Professional Consultant Services Agreement will be executed.
The proposal costs and results are summarized in the table below:
Proposer
City Location
Bid Amount
Rank
Score*
TRC Solutions
Irvine, CA
$68,400.00
1 923.33
ECORP Consulting, Inc.
Redlands, CA
$86,227.00
2 827
POWER Engineers
Hailey, ID
$141,502.00
3 687.67
*Score based on Weighted Score, Qualifications (800), Experience (150), Approach and Methodology (450), and Cost (200) The project/fiscal breakdown is as follows:
Project and Fiscal Breakdown
Work Type
Performed By:
Amount ($)
Project Management
City Staff
$43,760
Consultant Contract – RFP 2160
TRC Solutions
68,400
Contract Contingency (10%)
6,840
Work Order Total:
$119,000
Anticipated Start Date:
August 2022
Anticipated Duration:
6 months
The Purchasing Manager concurs that the recommended actions are in compliance with Purchasing Resolution No. 23812.
On May 17, 2022, City Council directed the City Attorney to provide clarifying language to the City’s Purchasing resolution requiring City Council approval for all Public Utilities Professional Service Contracts over $50,000. While this resolution is in process, this City Council report includes actions for a supplemental professional services agreement and the recommendations are reflective of the City Council’s directives provided at the public meeting.
STRATEGIC PLAN ALIGNMENT:
This item contributes to Strategic Priority 6 - Infrastructure, Mobility and Connectivity and the following goals:
Goal 6.2 – Maintain, protect, and improve assets and infrastructure within the City’s built environment to ensure and enhance reliability, resiliency, sustainability, and facilitate connectivity.
Goal 6.4 – Incorporate Smart City strategies into the planning and development of local infrastructure projects.
This item aligns with each of the five Cross-Cutting Threads as follows:
Community Trust – The CEQA and COA documentation preparation will ensure the anticipation and mitigation planning of any possible negative environmental impacts that the Citywide LED upgrade Phase 2 might have, resulting in greater environmental and public good.
Equity – The Citywide LED upgrade supports an equitable distribution of lighting upgrade services throughout the City to ensure every member of the community has access to share in the benefits of community progress, while caring for our environment.
Fiscal Responsibility – The Consultant’s proposal represents fiscal responsibility through the selection of the best project methodology and effectively utilizing funding designated for the project.
Innovation – The City is committed to identifying creative solutions to meet the needs of our community members effectively, efficiently, and safely. The LED upgrade provides energy efficiency technology, innovative infrastructure improvements, and adaptive processes.
Sustainability & Resiliency – RPU is meeting the community’s changing needs and preparing for the goals set by the City of Riverside to achieve carbon neutrality by 2040. The City is actively adapting to the lighting industry’s technology advances, while being mindful of our environment.
FISCAL IMPACT:
The total fiscal impact of this action is $68,400. Sufficient funds are budgeted and available in Electric Fund, System Automation, Major Street Light Projects account no. 6130200-470637.
Prepared by: Todd M. Corbin, Utilities General Manager
Certified as to
Availability of funds: Edward Enriquez, Interim Assistant City Manager/Chief Financial Officer/City Treasurer Approved by: Kris Martinez, Assistant City Manager
Approved as to form: Phaedra A. Norton, City Attorney
Attachments:
Project Site Map
Award Recommendation
Supplemental Agreement
Master Agreement
Board of Public Utilities Memo of June 27, 2022
Presentation
RFP No. 2160 Phase 2 Streetlight LED Conversion ● Page 4