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CONSENT CALENDAR
City of San Bernardino
Request for Council Action
Date: January 15, 2024
To: Honorable Mayor and City Council Members
From: Rochelle Clayton, Acting City Manager;
Lynn Merrill, Director of Public Works
Department: Public Works
Subject: Award of Construction Agreement for the Energy Efficiency & Conservation Grant Voucher Program Solar
Retrofit in the amount of $249,590 to Retrofit Ornamental Light Poles with Solar-powered LED fixtures (All Wards) Recommendation:
It is recommended that the Mayor and City Council of the City of San Bernardino California;
1. Authorize the City Manager or designee to approve the award of an agreement with Sierra Pacific Electrical Contracting in the amount of $149,776 for the implementation of the Energy Efficiency and Conservation Grant (EECBG) Voucher Solar Retrofit 2024 project; and
2. Authorize the Director of Finance & Management Services to approve construction contingencies in the total amount of $99,814 for construction of the Project, for a total not to exceed project budget of $249,590; and
3. Authorize the City Manager or designee to execute all documents with Sierra Pacific Electrical Contracting; and
4. Authorize the City Manager or designee to expend the contingency fund, if necessary, to complete the project.
Executive Summary
The City of San Bernardino has been awarded a $249,590 voucher grant through the federal Energy Efficiency and Conservation Block Grant (EECBG) program to support 2 4
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energy efficiency and sustainability initiatives. This grant-funded project, which will not impact the General Fund, involves retrofitting ornamental light poles with solar- powered LED fixtures to reduce energy consumption and greenhouse gas emissions.
Following a competitive bidding process, staff recommend awarding the contract to Sierra Pacific Electrical Contracting as the lowest responsive and responsible bidder, with a base bid of $133,752.00 and a total of $149,776.00 including the optional Additive Alternate. The full grant amount of $249,590 will be utilized to ensure that all contract contingencies and additional project needs are fully funded.
Background
The Energy Efficiency and Conservation Block Grant (EECBG) program is a federally funded initiative aimed at promoting energy efficiency and sustainability within communities across the United States. Established under the Energy Independence and Security Act of 2007, the EECBG provides financial assistance to local governments, tribal governments, and states to support a variety of energy efficiency projects. These include energy-efficient lighting upgrades, building retrofits, renewable energy installations, and transportation enhancements. The program is designed to reduce energy consumption, greenhouse gas emissions, and utility costs, while simultaneously fostering economic growth, creating jobs, and mitigating the impacts of climate change at the local level.
To meet the statutory requirements of the EECBG program, local governments must submit an Energy Efficiency and Conservation Strategy (EECS) to the U.S.
Department of Energy (DOE). On November 28, 2023, the City of San Bernardino submitted its EECBG application, and in December 2023, the DOE formally approved the application, awarding the City 100% Federal funding in the amount of $249,590.
This funding is provided to the City on a reimbursement basis and does not require the City to contribute any matching funds to the project.
The primary goal of the EECBG program for the City is to retrofit more than 1,200 ornamental light fixtures to solar-powered LED fixtures. Given the fluctuating costs of solar-based technology, including batteries and solar panel components, the retrofitting process will occur over multiple funding cycles. Each cycle is anticipated to cover approximately 125 fixtures. As part of this initiative, City staff will evaluate all locations with ornamental light poles to determine their suitability for retrofitting. This evaluation will include assessments of exposure to direct sunlight and the potential for theft of existing or newly installed hardware.
The first phase of the EECBG project involves the retrofit of approximately 118 ornamental light fixtures as part of the Solar Retrofit 2024 initiative. This initial phase will replace existing fixtures with solar-powered LED fixtures, reducing energy consumption, greenhouse gas emissions, and utility costs for the City.
Through this effort, San Bernardino will ensure compliance with all grant policy guidelines and complete the project within the granting period, with a scheduled completion date of August 16, 2025, as outlined in the project timeline. This timeline 2 4
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aligns with the two-year project and budget period for local governments, ensuring adherence to federal requirements. While recipients may request a no-cost time extension or modification to shorten the performance period, the City is committed to completing the project on time and maximizing the grant's impact within the specified timeframe.
Discussion
The EECBG Voucher Program - Solar Retrofit 2024 project involves retrofitting existing ornamental poles with new LED solar fixtures to enhance energy efficiency and sustainability in alignment with city goals. The project was advertised, and a competitive bidding process was conducted to secure the most cost-effective and qualified contractor.
The city received bids from six contractors, as detailed in the bid tabulation table. Each bidder submitted pricing for the base bid items and the additive alternate for additional lighting improvements. The results were analyzed for responsiveness, accuracy, and alignment with project requirements. Key findings from the bid evaluation are as follows:
Sierra Pacific Electrical Contracting submitted the lowest responsive bid for the EECBG Voucher Program - Solar Retrofit 2024 project, with a base bid of $133,752.00 and a combined total of $149,776.00, including Additive Alternate #1. Their bid was calculated accurately, matched the amount indicated in their submission, and complied fully with the bidding requirements. Sierra Pacific Electrical Contracting has a proven track record of successfully completing similar projects, further demonstrating their ability to deliver the work efficiently and reliably.
Horizon Lighting Inc., while initially appearing as a potential low bidder, was deemed non-responsive due to the absence of unit pricing, a mandatory component for consideration. Similarly, Crosstown Electrical & Data Inc. included a significant calculation error for Additive Alternate #1, resulting in an inflated total bid amount inconsistent with project requirements. The remaining bidders—Quality Light and Electrical, Elecnor Belco Electric Inc., and Blue-Collar Contractors—submitted bids ranging from $217,507.00 to $334,352.40 significantly higher than Sierra Pacific Electrical Contracting’s proposal. Therefore, Sierra Pacific Electrical Contracting’s selection as the lowest responsive and responsible bidder.
Please see the chart of the bids received below:
Bidder City Base BidSierra Pacific Electrical ContractingJurupa Valley, Ca$133,752.00Horizon Lighting Inc. Irvine, CaNon-responsiveCrosstown Electrical & Data Inc. Irwindale, Ca$163,189.00Quality Light and Electrical Bloomington, Ca$217,507.00Elecnor Belco Electrical Chino, Ca$244,888.00Blue Collar Contractors Upland, Ca $334,352.00 2 4
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The scope of the project involves retrofitting existing ornamental light fixtures throughout the City with energy-efficient, solar-powered LED fixtures. The base work includes mobilization, the implementation of temporary traffic control, and the retrofit of 76 single ornamental poles with new LED solar fixtures using black tenon Type "S" adapters. It also includes retrofitting 26 double ornamental poles with new LED solar fixtures using black tenon Type "D" adapters and installing a project sign conforming to Caltrans standards RS1 and RS2.
The retrofits focus on "acorn poles," which are decorative streetlight poles with fixtures resembling an acorn, commonly found in historic districts and areas of architectural significance. These poles play a key role in preserving the aesthetic and historic character of the City while providing modern, sustainable lighting solutions.
As part of the project’s planning phase, City staff conducted an evaluation of various prototype fixtures to ensure the final design met both functional and aesthetic criteria.
This evaluation included a review of lighting output to meet safety and visibility requirements, as well as compatibility with the historic style of existing poles. The selected prototype balances these needs, ensuring the retrofit enhances the efficiency of the lighting system while maintaining the City’s architectural heritage.
Additionally, Additive Alternate #1, which involves retrofitting 16 single ornamental poles along E Street between 4th Street and 5th Street, with LED solar fixtures using black tenon Type "S" adapters, was also included in the bid. This optional work aims to enhance energy-efficient lighting in the area, improving visibility and safety while expanding sustainable infrastructure in the City.
Based on their competitive pricing, adherence to project specifications, and qualifications, staff recommend awarding the contract for the EECBG Voucher Program - Solar Retrofit 2024 project to Sierra Pacific Electrical Contracting. This project, funded entirely through the federal EECBG program, aligns with the City’s goals to reduce energy consumption, lower greenhouse gas emissions, and improve infrastructure sustainability.
The construction management and inspection (CMCI) services for the Solar Retrofit 2024 project will be performed in-house by City staff, eliminating the need to hire an external consultant. Utilizing existing staff for these roles allows the City to maintain direct oversight of the project while ensuring quality control and compliance with all grant requirements. This approach leverages the expertise of City personnel, reduces costs associated with hiring outside firms, and ensures the project remains within the allocated grant budget without impacting the General Fund. City staff are well-equipped to manage this project efficiently, ensuring successful and timely completion.
Project Budget details below:
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Project Timeline Below:
2021-2025 Strategic Targets and Goals
Authorizing the execution of this agreement aligns with Key Target No. 3: Improved Quality of Life. The completion of this project will improve the community’s quality of life by providing safe and well-maintained futsal field facilities.
Fiscal Impact
The City of San Bernardino has been awarded a $249,590 voucher grant through the federal Energy Efficiency and Conservation Block Grant (EECBG) program to fund the Solar Retrofit 2024 project. This grant is 100% federally funded and provided on a reimbursement basis, with no matching funds required from the City. As a result, this project will have no impact on the General Fund.
Conclusion
It is recommended that the Mayor and City Council of the City of San Bernardino California;
1. Authorize the City Manager or designee to approve the award of an agreement with Sierra Pacific Electrical Contracting in the amount of $149,776 for the implementation of the EECBG Voucher Solar Retrofit 2024 project.
Grant Amount $249,590.00Bid Amount $133,752.00Add Alt. No. 1 $16,024.00Contingency $99,814.00Total $249,590.00 EECBG Grant Funding Details
Kickoff Meeting within 30 days of Award
Notice to Proceed -Within 10 days of kickoff meeting
Project Performance Period -200 Calendar Days
Estimated Completion Date -August 16th, 2025
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2. Authorize the Director of Finance & Management Services to approve construction contingencies in the total amount of $99,814 for construction of the Project, for a total not to exceed project budget of $249,590; and
3. Authorize the City Manager or designee to execute all documents with Sierra Pacific Electrical Contracting
4. Authorize the City Manager or designee to expend the contingency fund, if necessary, to complete the project.
Attachments
Attachment 1 – Agreement with Sierra Pacific Electrical Contracting Attachment 2 – Bid Tabulation
Attachment 3 – Bid Proposal
Attachment 4 – Location Map
Ward:
First, Second, Fifth, and Seventh Ward
Synopsis of Previous Council Actions:
March 20, 2024 Resolution No. 2024-058 Accepting the Energy Efficiency and Conservation Block Grant (EECBG).