CITY OF SAN MATEO
6 5
1 9
CITY OF SAN MATEO
Agenda Report
City Hall
330 W. 20th Avenue
San Mateo CA 94403
www.cityofsanmateo.org
Agenda Number: 19 Section Name: CONSENT CALENDAR Account Number: 82-4681 File ID: 26-11245 TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: Public Works Department
MEETING DATE: June 15, 2026
SUBJECT:
Martin Luther King Jr. Park Emergency Field Lighting Equipment — Purchase Agreement RECOMMENDATION:
Adopt a Resolution approving an alternative purchasing procedure to award a purchase agreement with Stuart C. Irby Company, LLC to provide emergency field lighting equipment to the Martin Luther King Jr. Park in an amount not to exceed $102,764.67; establish a contingency reserve of $10,000; and authorize the Public Works Director to issue change orders within the contingency and execute the agreement in substantially the form presented.
BACKGROUND:
The Martin Luther King Jr. (MLK) Recreation Center is located in the North Central neighborhood and is home to many youth activities including the Police Activities League, drop-in basketball, several dance and fitness classes, and a swimming pool. The building, surrounding park, and lighted ball fields were constructed in 1968. The existing system does not include emergency lighting capable of activating during sudden power outages, resulting in a loss of visibility. In response, the City initiated and funded a Citywide capital improvement project in 2024 to design and install emergency field lighting, starting at MLK Park. The purpose of the project is to provide reliable illumination during power outages or other critical situations in order to maintain safety, visibility, and operational continuity. The improvements will support safe pedestrian movement, reduce the risk of accidents, assist emergency response activities, and help ensure orderly evacuation and security management when standard lighting systems are unavailable.
In 2025, the City retained an electrical engineering consultant to evaluate the operational and safety requirements of MLK Park and to prepare technical specifications for an emergency field lighting system capable of providing immediate and reliable illumination during unplanned power outages. The evaluation considered several critical factors, including compatibility with the existing electrical infrastructure, illumination performance standards for outdoor recreational facilities, emergency power transfer capabilities, durability in exterior environments, remote monitoring functionality, maintenance requirements, and compliance with applicable electrical and safety codes. Based on this assessment, the consultant determined that the required system must integrate with specialized proprietary controls and equipment designed specifically for rapid response emergency lighting applications in large outdoor athletic facilities. The identified system is manufactured and distributed through a limited network of certified vendors authorized to supply the equipment. At this time, only three vendors have been identified as qualified and certified providers capable of meeting the City’s technical specifications and operational requirements.
Due to the proprietary nature of the system, the limited availability of certified providers, and the need to ensure compatibility, reliability, and manufacturer-supported installation and maintenance, the City has determined that conducting a traditional competitive public bidding process would not produce a meaningful competitive outcome.
Instead, such a process would likely delay implementation of a critical public safety improvement without increasing competition or reducing costs. Accordingly, pursuant to Municipal Code Section 3.60.050(b), the City finds that a formal
CITY OF SAN MATEO
6 5
1 9
public bidding process is impracticable and unavailing under these circumstances. In May 2026, the City requested quotes from the three (3) certified vendors, resulting in the following responses:
Stuart C. Irby Company, LLC: $102,764.67
JAM Services, Inc.: $105,360.59
AZCO Supply $112,706.56
All quotes received include sales tax and freight. Therefore, staff recommends purchasing the emergency lighting equipment from Stuart C. Irby Company, LLC, as they provided the lowest quote. The contingency amount of $10,000 accounts for potential price fluctuations due to the current tariffs in place during the procurement process. The installation of the emergency lighting system will be performed by the City's electrical contractor under an existing blanket Purchase Order.
BUDGET IMPACT:
There is sufficient funding budgeted in the Capital Improvement Program budget through the Citywide Emergency Field Lighting (46f041) 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 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