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: 8 Section Name: CONSENT CALENDAR Account Number: 82-4681 File ID: 25-10770 TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: Public Works Department
MEETING DATE: April 6, 2026
SUBJECT:
Main Library Lighting Controls Upgrade — Contract
RECOMMENDATION:
Adopt a Resolution approving an alternative purchasing procedure to award a construction contract to McClure Electric, Inc. for the Main Library Controls Upgrade Project (Project) in an amount not to exceed $395,690; establish a contingency reserve of $40,000; authorize the Public Works Director to execute the agreement in substantially the form presented and issue change orders within the contingency reserve; and approve an appropriation of $300,000 in Measure S funds and $95,000 in General Fund dollars to the Main Library Lighting Controls Upgrade Project.
BACKGROUND:
Constructed in 2006, the Main Library has served as a vital resource for San Mateo County by providing a wide range of media, programs, and services that support the educational, informational, and personal development needs of individuals and community groups. The facility is equipped with a Wattstopper lighting control system, which is an energy-efficient solution designed to automate and manage lighting throughout the building. The system integrates occupancy and vacancy sensors, daylight sensors, timers, switches, relay panels, and digital controllers to optimize lighting based on occupancy, available daylight, and scheduling. These components work together to reduce energy consumption, enhance user comfort, and maintain compliance with applicable energy efficiency standards, including ASHRAE 90.1 and California Title 24.
Many components of the existing Wattstopper lighting control system have exceeded their useful life and are now considered obsolete. Beginning in 2022, Library staff reported recurring malfunctions, including lights operating outside programmed schedules and failing to function during normal business hours. These failures also disrupted integrated shade and window systems. Following a system assessment, it was recommended that serviceable proprietary components such as sensors, timers, and switches be retained, while the failing controls equipment be replaced.
Equipment Purchase
In November 2024, the City retained an electrical engineer to prepare technical specifications for replacing the lighting controls equipment in a manner consistent with the library’s operational needs and user requirements. Because Wattstopper is a proprietary system, replacement equipment is available exclusively through three certified vendors.
To minimize project costs and ensure pricing transparency, the City elected to purchase the equipment directly from the vendor rather than through an installation contractor. Direct procurement avoids contractor markups, overhead, and administrative premiums that are typically applied when equipment is bundled with installation services. This approach also allowed the City to competitively solicit pricing solely for the specified equipment, resulting in more favorable pricing and greater cost control.
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In July 2025, the City obtained quotes from all three (3) certified vendors and procured the equipment from the vendor with the lowest submitted quote, achieving cost savings while ensuring compatibility with the existing system and adherence to the project’s technical specifications.
Equipment Installation
In September 2025, the City issued a Request for Statements of Qualifications (SOQ) to select a firm with demonstrated experience in Wattstopper systems to work closely with Library staff in defining the level of effort required for installation.
Unlike a Notice Inviting Sealed Bids, which typically focuses on price and fixed deliverables, a SOQ process emphasizes the qualifications and experience, ensuring that the selected contractor has the expertise to handle complex, technical systems and unforeseen challenges which are necessary given the specialized nature of the work and potential impacts on library operations.
Pursuant to San Mateo Municipal Code Section 3.60.070(h), the City may use an alternative purchasing procedures when such methods are approved by Council upon a finding that the procedure is in the best interests of the City. These alternatives may include a qualifications-based selection rather than traditional sealed bidding when appropriate for the nature of the scope of work. The City’s purchasing ordinance provides flexibility to prioritize quality, expertise, and performance over only lowest-price bidding. Here, a qualifications-based selection process is in the City’s best interest for this Project because it emphasizes proven technical expertise, effective coordination, and risk management rather than lowest initial cost. The work involves specialized Wattstopper lighting control systems, integration with existing infrastructure, and installation within an active public library. These conditions require careful management of service continuity, safety, and patron experience, and make it impractical to fully define scope and pricing through a traditional sealed-bid process.
In addition, selecting a contractor based on qualifications allows the City to work collaboratively with an experienced firm to refine the project scope, anticipate unforeseen conditions, and develop installation strategies that minimize operational disruptions and reduce the risk of costly change orders. This approach supports uninterrupted library services and increases the likelihood of successful project delivery at a fair and reasonable cost. By engaging a highly qualified contractor early in the process, the City ensures that pricing is based on a clearly defined and realistic scope of work, while maintaining flexibility to adjust scheduling and sequencing to minimize impacts on patrons and staff. Overall, the SOQ process promotes fiscal responsibility, operational efficiency, and high-quality outcomes, and therefore best serves the City’s interests.
In addition to low-voltage system repair and retrofit services, the scope of work includes developing a comprehensive work plan, identifying installation strategies, and assessing potential impacts to library operations, including lighting and power shutdowns, noise in public areas, and other operational disruptions. To minimize impacts on patrons and staff, a significant portion of the work is anticipated to occur outside normal business hours.
In October 2025, the City received proposals from two firms – McClure Electric, Inc. and LTS Property Services. City staff then conducted phone interviews and contacted their references.
Based on qualifications and demonstrated experience, staff selected McClure Electric, Inc. to collaborate with the Library Department and Public Works Facilities Division to define the installation scope and negotiate a fair and reasonable price for the work, as well as to execute the installation during both regular business hours and off-hours. Staff found that McClure Electric, Inc. had over 60 years of experience, including being a certified Wattstopper installer, received strong references from municipal agencies, and had extensive familiarity with library operations. McClure Electric, Inc. then worked with Library and Facilities division staff to coordinate scheduling, adjust sequencing as needed, and identify opportunities to shift work into normal operating hours whenever feasible in order to minimize after-hours impacts.
Following this collaborative scoping and pricing process, McClure Electric, Inc. submitted a base bid of $286,466, with an additional allowance of $109,224 for work performed outside normal operating hours, totaling a not-to-exceed amount of $395,690, which staff finds reasonable.
In order to complete this Project, additional funds will need to be appropriated into the Project fund account. Staff
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recommends appropriating $395,000 in Measure S and General Fund funding that will be released from the Los Prados Court Lighting Improvement Project. The goal of this project was to enhance lighting at the tennis and basketball courts at Los Prados Park. However, by conducting some additional analysis at the site and using an alternative solution, staff was able to meet the lighting requirements with a smaller capital investment, allowing the funds to be released and redirected to support the Library Project. The Measure S Oversight Committee reviewed and recommended the proposal to fund the Main Library Lighting project with Measure S funds at their March 19 meeting.
BUDGET IMPACT:
After the appropriation of $300,000 in Measure S and $95,000 in General Fund funding, there will be sufficient funds available in the Main Library: Lighting Controls Upgrade Project (46f049) to fund this construction contract 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 – Contract
STAFF CONTACT
Steve Wu, Facilities & Fleet Services Manager
[email protected]
(650) 522-7345