CITY OF SAN MATEO
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CITY OF SAN MATEO
Agenda Report
City Hall
330 W. 20th Avenue
San Mateo CA 94403
www.cityofsanmateo.org
Agenda Number: 15 Section Name: {{section.name}} Account Number: 82-4681 File ID: {{item.tracking_number}} TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: Public Works Department
MEETING DATE: July 28, 2025
SUBJECT:
Main Library Lighting Controls Equipment – Purchase Agreement RECOMMENDATION:
Adopt a Resolution approving a purchase agreement with Graybar Electric Company, Inc. to provide lighting controls equipment to the Main Library in an amount not to exceed $183,911.28; establish a contingency of $18,000.00; and authorize the Public Works Director to issue change orders within the contingency and execute the agreement in substantially the form presented.
BACKGROUND:
The Main Library, constructed in 2006, has been a vital resource for San Mateo, providing a wide range of media and services to support the educational, informational, and personal development needs of individuals and groups. The facility is currently equipped with a Wattstopper lighting control system, an energy-efficient solution that automates and manages lighting throughout the building. This system integrates sensors, timers, switches, and digital controllers to optimize lighting based on occupancy, daylight availability, and scheduling. Its features include occupancy and vacancy sensors that respond to motion, daylight sensors that adjust lighting levels according to natural light, and relay panels that provide centralized control over multiple circuits. These components work together to reduce energy consumption, improve user comfort, and ensure compliance with energy efficiency standards such as ASHRAE 90.1 and California Title
24. The existing lighting control system has exceeded its useful life, is considered obsolete, and needs replacement. In 2022, library staff reported frequent malfunctions in the lighting controls, including lights operating outside programmed schedules and failing to function during regular business hours. These issues have also disrupted the integrated shade and window systems. Following an assessment, it was recommended that the existing components, such as sensors, timers, and switches, be retained, and the faulty control system be replaced.
In 2023, a capital improvement project was initiated and funded for the current fiscal year. Subsequently, in November 2024, the City engaged an electrical engineer to develop specifications for replacement equipment aligned with the library’s operational needs and user requirements. Since Wattstopper is a proprietary system available exclusively through three (3) certified vendors, issuing a public bid is deemed impracticable, ,unavailing, or impossible in accordance with San Mateo Municipal Code Section 3.60.050(b). Therefore, in June 2025, the City requested quotes from the three (3) certified vendors, resulting in the following:
Graybar Electric Company, Inc.: $183,911.28
Contractors Electrical Distributors: $195,961.27
One Source Distributors: No Quote
CITY OF SAN MATEO
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All received quotes include sales tax and freight. Therefore, staff recommends purchasing the lighting controls equipment unit from Graybar Electric Company, Inc., as they provided the lowest quote. The contingency amount of $18,000.00 accounts for potential price fluctuations due to the current tariffs in place during the procurement process. The installation of the lighting control system will be performed by the City's electrical vendor under an existing blanket Purchase Order.
BUDGET IMPACT:
There is sufficient funding budgeted in the Capital Improvement Program budget through the Main Library: Lighting Controls Upgrade Project (46f049) to fund this agreement and establish the contingency reserve.
ENVIRONMENTAL DETERMINATION:
This project is categorically exempt from CEQA as an “existing facility,” because it consists of the operation, repair, maintenance, permitting, leasing, licensing, or minor alteration of existing public or private structures, facilities, mechanical equipment, or topographical features, involving negligible or no expansion of existing or former use. (CEQA Guidelines Section 15301.)
NOTICE PROVIDED
All meeting noticing requirements were met.
ATTACHMENTS
Att 1 – Proposed Resolution
Att 2 – Purchase Agreement
STAFF CONTACT
Steve Wu, Facilities & Fleet Services Manager
[email protected]
(650) 522-7345