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CONSENT CALENDAR
City of San Bernardino
Request for Council Action
Date: August 21, 2024
To: Honorable Mayor and City Council Members
From: Rochelle Clayton, Acting City Manager;
Lynn Merrill, Director of Public Works, Operations and
Maintenance
Department: Public Works
Subject: Agreement with Espinoza Electric, dba Quality Electric and Horizon Lighting for Street Light Maintenance and
Related Services (All Wards)
Recommendation:
It is recommended that the Mayor and City Council of the City of San Bernardino, California:
1. Authorize the City Manager to execute a Maintenance Services Agreement with Espinoza Electric dba: Quality Light & Electrical; and
2. Execute a second Maintenance Services Agreement with Horizon Lighting for street light maintenance and related services; and
3. Authorize the Director of Finance and Management Services to issue a purchase order in the amount of $750,000 to Espinoza Electric dba: Quality Light & Electrical, Inc.; and
4. Authorize the Director of Finance and Management Services to issue a second purchase order in the amount of $750,000 to Horizon Lighting.
Executive Summary
Public Works is requesting a purchase order in the amount of $750,000 for Espinoza Electric dba: Quality Light & Electrical and a second purchase order in the amount of $750,000 for Horizon Lighting for street light maintenance and City-wide street light repairs. This amount is consistent with the projected street light maintenance and repair for this fiscal year due to increased vandalism and copper theft. 2 1
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Background
The Operations and Maintenance Division (O&M) of the Public Works Department is responsible for the maintenance, repair, beautification, and clean-up of City-owned infrastructure and rights of way. In conjunction with the Public Work’s Engineering Division, it is also responsible for ensuring the City’s streetlights are properly maintained, inspected, upgraded, and repaired as needed. Routine inspections and maintenance of streetlights is largely performed by in-house staff that are part of the Traffic and Lighting work section of the O&M Division.
An ongoing issue for the State of California, and especially the City of San Bernardino, is the amount of vandalism and copper theft that is occurring, which is costing additional time and materials to repair. The Operations and Maintenance division of Public Works is very focused on maintaining the streetlights and one creative way to go about this is with LED and solar lighting.
Discussion
The City of San Bernardino has nearly 9,500 streetlights throughout its city limits with an additional 10,500 streetlights belonging to Southern California Edison. These streetlights are in neighborhoods, main arterial roads, school crossings, and other areas. Annually, many of these streetlights require maintenance and repair using in- house staff and contractual services. Currently, there are many inoperable streetlights due to repeated vandalism and copper theft. These maintenance services agreements are part of a larger effort to return the City’s Street lighting infrastructure to a manageable level of operation. As part of this larger effort, other alternatives, such as LED lighting and solar lighting are being incorporated into the existing infrastructure.
These contracts will allow the City to procure these services from both selected vendors along with the typical maintenance and repair services required. It is important to note that national supply chain shortages and cost increases have made repairing streetlights in a timely manner challenging for staff; however, staff believes these streetlight maintenance services agreements will greatly improve our response times in the repair and restoration of streetlights City-wide.
In January of 2024, the Operations and Maintenance Division of Public Works worked with the Finance Department and initiated a formal bid process to solicit quotes for streetlight maintenance and repair services in Request for Quotes No. F-23-47B.
Notices were posted on the City’s website. The results of the bid opening yielded seven vendors which were reviewed by Procurement for compliance with mandatory requirements.
At the recommendation of the Purchasing Division, two vendors were selected for the award of this solicitation. Staff believes selecting two vendors to split the requirements of street light maintenance and repair services will greatly enhance response times and reduce the burden of responsibilities from each respective contractor. As a result, there will be two separate maintenance services agreements for this effort, each valued at $750,000 for a total of $1,500,000.
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This bid solicitation was awarded based on the lowest quoted price for the most typical streetlight maintenance services the City requires. Hourly rates were compared between all vendors, along with compliance and other requirements. The results of this bid solicitation were as follows:
BIDDER CITY Hourly Rate Avg.
(General Repair
and Maintenance)
Hourly Rate Avg.
(Base
Replacement)
Horizon Lighting Irvine, CA $99.95 $99.95
Espinoza Electric
dba: Quality Light
& Electrical
Bloomington,
CA
$90.00 $135.00
Advanced Lighting
Services, Inc.
Dublin, CA $147.00 $147.00
Amtek Construction Orange, CA $149.20 $149.20
Tanko Lighting San Francisco,
CA
$253.13 $3,150
CT Electric Highland, CA $122.50 $122.50
Huntington Beach
Electric, Inc.
Huntington
Beach, CA
$237.50 $105.00
Please Note: The above hourly rates are averaged for vendors that applied volume discounts.
Both Quality Light & Electrical and Horizon Lighting are reputable vendors for streetlight maintenance and repair services in Southern California. Staff is confident they are qualified to provide the services required under each maintenance service agreement.
Additionally, Quality Electric has previously provided services to the City and is a vendor in good standing.
The term of the proposed agreements shall be from August 21, 2024, to June 30, 2025, with no more than four (4) additional option years should the City opt to renew them on an annual basis at the expiration of the first term of services. 2021-2025 Strategic Targets and Goals
This project is consistent with several goals and targets. It is aligned with Strategic Goal No. 3c: Improved Quality of Life - Constantly evaluate public safety service delivery models to enhance the quality of service, and Strategic Goal No. 3d: Improved Quality of Life - Improve the City appearance, cleanliness, and attractiveness. The recommended maintenance services agreements will ensure City streetlights are properly maintained and repaired as needed in all economic corridors, neighborhoods, major thoroughfares, parks, and secondary streets.
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Fiscal Impact
The fiscal impact of this item is $1,500,000. Each contract is set to not exceed $750,000.
There is sufficient budget within the Department’s Operating Budget for FY 2024/25 to fund this agreement.
Conclusion
It is recommended that the Mayor and City Council of the City of San Bernardino, California:
1. Authorize the City Manager to execute a Maintenance Services Agreement with Espinoza Electric dba: Quality Light & Electrical; and
2. Execute a second Maintenance Services Agreement with Horizon Lighting for street light maintenance and related services; and
3. Authorize the Director of Finance and Management Services to issue a purchase order in the amount of $750,000 to Espinoza Electric dba: Quality Light & Electrical, Inc.; and
4. Authorize the Director of Finance and Management Services to issue a second purchase order in the amount of $750,000 to Horizon Lighting.
Attachments
Attachment 1 Horizon Lighting Maintenance Services Agreement Attachment 2 Summarized Cost Sheets
Attachment 3 Bid Documents – RFQ F-23-47B
Attachment 4 Espinoza Electric dba: Quality Light & Electrical Maintenance Services Agreement
Ward:
All Wards
Synopsis of Previous Council Actions:
April 21, 2021 Mayor and City council Adopted resolution 2021-95 April 18,2018 Mayor and City council Adopted resolution 2018-112