1 Date: November 30, 2021
To: Jim Mercurio
Executive Vice President & General Manager
From: Jenti Vandertuig
Procurement Director
Subject: Recommendation for Award RFB FY21-0018 Levi’s Stadium Electric Rooms Light Fixture Replacement Project
Recommendation
1. Recommend approval and award of a one-time agreement to Ample Electrical, Inc. in the amount of $101,780 for replacement of existing light fixtures in the Levi’s Stadium Electrical Rooms and Telecom Rooms with new LED light fixtures that will provide high efficiency, low maintenance light fixtures with a long-term lifecycle;
2. Authorize Stadium Manager to execute any and all documents associated with, and necessary for the award, completion, and acceptance of this Project; and
3. Authorize Stadium Manager to execute change orders up to 10% of the contract cost, or $10,178, for a total not to exceed amount of $111,958.
Solicitation Process
Forty Niners Stadium Management Company LLC (“Stadium Manager”) has a need to replace existing light fixtures in the Levi’s Stadium (“Stadium”) Electrical Rooms and Telecom Rooms with new LED light fixtures that will provide high efficiency, low maintenance light fixtures with a long-term lifecycle. The lighting improves safety conditions for Stadium personnel and provides energy cost savings with more efficient LED fixtures. The replacement of the Electrical Rooms and Telecom Rooms with new LED fixtures was approved as part of the FY21/22 Santa Clara Stadium Authority (“SCSA”) Capital Expenditures budget.
On October 27, 2021, Stadium Manager issued a Request for Bids (RFB) FY21-0018 to remove and replace the existing florescent fixtures with new LED light fixtures.
2 Stadium Manager published the RFB on Bonfire Interactive, Stadium Manager’s eProcurement portal https://49ers.bonfirehub.com/portal/. In addition to inviting a list of suppliers on our established supplier list, Stadium Manager also selected suppliers registered on the portal with specific commodity codes offering infrastructure maintenance and repair services.
On November 3, 2021, Stadium Manager published the Notice Inviting Bids related to this project in the San Jose Mercury News publication. Notices were also emailed on October 27, 2021 to the Builders’ Exchange of Santa Clara County and Minority Business Consortium requesting them to communicate with their respective member communities.
Stadium Manager held a non-mandatory pre-bid conference on November 3, 2021 at 1:00 p.m. (PT) via Zoom to provide an overview of the project and answer any questions from prospective bidders. The RFB provided prospective bidders the option to schedule on-site visits to the Stadium and to request product substitutions with specific deadlines for each of these options.
Electronic bid submissions were due on or before November 22, 2021 at 3:00 p.m. (PT).
Eight bids were received on or before the closing due date and time from the following firms for the base bid:
1. Elecco - $173,800
2. Royal Electric Company - $151,052.37
3. Watt Electric Inc. - $130,000
4. Bear Electrical Solutions, Inc. - $110,405
5. Pro-Cal Lighting Inc. - $129,372
6. Ample Electric Inc. - $101,780
7. Pacific Power & Systems, Inc. - $224,745
8. J W. Construction - $291,300
Public Bid Opening
A public bid opening was held on November 22, 2021 at 4:00 p.m. (PT). The RFB provided the public bid opening webcast information including a meeting ID and password for bidders to log on via Zoom to attend. Several bidders were in attendance.
Stadium Manager announced the receipt of eight bids on or before the due date and time, announced the name of each bidder and the base bid amount. Ample Electric, Inc. was declared the apparent low bidder with a base bid amount of $101,780.
3 Evaluation of Apparent Low Bidder
Stadium Manager reviewed the bid from Ample Electric, Inc. and determined the bid to be responsive and responsible. The review verified that all the required forms were submitted and completed properly, the bid schedule contained no arithmetic errors, and the bid bond is authorized. Stadium Manager also confirmed that Ample Electric, Inc. is authorized to do business in California, is appropriately licensed with the California Contractors State License Board, and is registered with the Department of Industrial Relations. Stadium Manager checked references to validate that Ample Electric, Inc. was responsible.
Next Steps
The Base Bid Price is $101,780. The cost of this purchase is covered in the FY 21/22 SCSA Capital Expenditure budget referenced under Electrical, Mechanical and Electrical Closet Lighting. The approved budgeted amount is $157,500.
Once Stadium Manager receives approval from the SCSA Board, an agreement (detailed in the RFB) will be executed with Ample Electric, Inc. and a fully executed copy of the agreement will be forwarded to the Board. In addition, Stadium Manager requests authorization to issue change orders up to 10% of the agreement which will allow Stadium Manager to take timely administrative action if required and not delay completion of the Project. An allocation of approximately 10% of the contract cost, or $10,178, for a total not to exceed amount of $111,958 is within the SCSA Board approved budget for the project.
There are approximately 260 lighting fixtures throughout the stadium that will be replaced as part of this project. Of those 260 fixtures, approximately 50 are inside Tenant Exclusive Areas. Pursuant to the Stadium Lease, StadCo (tenant) will be charged for the cost of the fixtures in the Tenant Exclusive Areas, and SCSA will be charged for the remainder. The costs to the parties will be allocated based on the relative number of fixtures, which will result in a cost to StadCo of approximately $19,573 ($101,780 x 50/260) and a cost to the SCSA of approximately $82,207 ($101,780 x 210/260). The final cost allocation will be completed after the work is complete.
Supporting documentation has been provided for review and approval. The cost for advertising the RFB in the San Jose Mercury News publication for one day is $721.62.
Stadium Manager’s request to publish legal notices in the San Jose Mercury News for various solicitations, including public works, was approved by the SCSA Board on July 13, 2021. This is a public works project.
4 Submitted By: __________________________________ Date: ___________________ Jenti Vandertuig, Procurement Director
Approved By: ___________________________________ Date: ____________________ Jim Mercurio, Executive Vice President & General Manager