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1 CITY OF SAN MATEO
RESOLUTION NO. ____ (2026)
APPROVING AN ALTERNATIVE PURCHASING PROCEDURE TO AWARD A PURCHASE AGREEMENT WITH STUART C. IRBY COMPANY, LLC FOR EMERGENCY LIGHTING EQUIPMENT IN THE AMOUNT OF $102,764.67 WHEREAS, the Martin Luther King Jr. (MLK) Recreation Center building, surrounding park, and ball fields were constructed in 1968, and the existing field lighting system was installed shortly thereafter; and WHEREAS, the current field lighting system does not include emergency lighting capable of activating during sudden power outages, resulting in a loss of visibility; and WHEREAS, the City initiated and funded a Citywide capital improvement project in 2024 to design and install emergency field lighting, beginning with improvements at MLK Park; and WHEREAS, in 2025, the City retained an electrical engineering consultant to evaluate the operational and safety requirements of MLK Park and prepare technical specifications for an emergency field lighting system capable of providing immediate and reliable illumination during unplanned power outages; and WHEREAS, the consultant determined that the required emergency lighting system must integrate with specialized proprietary controls and equipment specifically designed for rapid-response emergency lighting applications in large outdoor athletic facilities; and
WHEREAS, the identified system is manufactured and distributed through a limited network of certified vendors authorized to supply the equipment, and only three vendors have been identified as qualified and certified providers capable of meeting the City’s technical specifications and operational requirements; and WHEREAS, 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; and
WHEREAS, pursuant to Municipal Code Section 3.60.050(b), the City Council finds that competitive public bidding for the purchase of the emergency field lighting equipment is impracticable and unavailing under these circumstances; and
WHEREAS, in June 2025, the City solicited quotes from certified vendors; and WHEREAS, it has been found that Stuart C. Irby Company, LLC is one of three companies that distributes the specific type of emergency lighting equipment that is compatible with the existing field lighting system currently being used at MLK Park; and
WHEREAS, based on these circumstances, staff recommends award of a purchase agreement to Stuart C. Irby Company, LLC in the amount of $102,764.67 for emergency lighting equipment.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SAN MATEO, CALIFORNIA, HEREBY FINDS AND RESOLVES that:
1. Adoption of this resolution approving an alternative purchasing procedure to award an agreement to Stuart C. Irby Company, LLC. is not a project subject to CEQA, because it consists of the operation, repair, maintenance, permitting, leasing, licensing, or minor alteration of existing public or private 1 3
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1 structures, facilities, mechanical equipment, or topographical features of an “existing facility”. (CEQA Guidelines Section 15301.)
2. In accordance with San Mateo Municipal Code Section 3.60.070(h)(3), calling for bids is impracticable because staff has determined that certified vendors for the specified emergency lighting equipment are limited. Therefore, staff recommends awarding an agreement to Stuart C.
Irby Company, LLC for these reasons:
a. The identified emergency lighting system is manufactured and distributed through a limited network of certified vendors authorized to supply the equipment and is available only through three certified vendors.
b. Stuart C. Irby Company, LLC is one of three companies that distributes the specific type of lighting controls equipment compatible with the existing lighting system currently used at MLK Park.
c. Stuart C. Irby Company, LLC provided the lowest quote for the purchase of the emergency lighting equipment.
3. The award of a purchase agreement for emergency lighting equipment for MLK Park to Stuart C. Irby Company, LLC Stuart C. Irby Company, LLC in the amount of $102,764.67, with a contingency reserve in the amount of $10,000, is approved.
4. The Public Works Director is authorized to issue change orders within the contingency amount and execute the agreement in substantially the form presented.