1 Date: November 30, 2021
To: Jim Mercurio
Executive Vice President & General Manager
From: Jenti Vandertuig
Procurement Director
Subject: Recommendation for Award RFB FY21-0015 Levi’s Stadium Luminaire Replacement Project
Recommendation
1. Recommend approval and award of a one-time agreement to Bear Electrical Solutions, Inc., in the amount of $59,144.54 for removal and disposal of existing wall mounted luminaire fixtures, and furnishing and installation of new wall mounted luminaires at Levi’s Stadium;
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 approximately 10% of the contract cost, or $5,914.45, for a total not to exceed amount of $65,058.99.
Solicitation Process
Forty Niners Stadium Management Company LLC (“Stadium Manager”) has a need to replace the wall and pole mounted luminaire fixtures in and around the loading dock area at Levi’s Stadium (“Stadium”). The current light plan is underpowered and is not sufficient given the work environment during Stadium event load. The Project will improve safety conditions for Stadium and event personnel and provide energy cost savings with more efficient luminaire fixtures. The replacement of the luminaire fixtures was approved as part of the FY21/22 Santa Clara Stadium Authority (“SCSA”) Capital Expenditures budget.
On October 18, 2021, Stadium Manager issued a Request for Bids (RFB) FY21-0015 for removing and disposing the existing luminaire fixtures, furnishing and installation of new luminaires in specific areas at the Stadium. As planned, the requirements were split into two areas for replacement with the Base Bid Scope covering the wall mounted
2 luminaire fixtures, and an Alternate No. 1 Bid Scope covering the pole mounted luminaire fixtures in and around the Gold parking lots 4 and 5.
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 October 21, 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 18, 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 October 26, 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. Addendum No. 1 was issued on October 26, 2021 providing answers to questions asked during the pre-bid conference.
The RFB specified the luminaire brand Philips Gardco Gullwing LED GL13-W-105LA- 6453-NW-UNIV-RAL7045 and allowed for approved “equal” brands. On November 10, 2021, Stadium Manager received a request for a pre-approval of an alternate brand of luminaire fixture. Stadium Manager reviewed the specifications and documentation submitted for consideration and rejected the alternate brand as it did not meet the requisite color and lumen output. On November 12, 2021 Stadium Manager notified the prospective bidder in writing about the rejection with an explanation as to why it was not an approved “equal”.
Electronic bid submissions were due on or before November 17, 2021 at 3:00 p.m. (PT).
Five bids were received on or before the closing due date and time from the following firms for the base bid:
1. Bear Electrical Solutions, Inc. - $59,144.54
2. Elecco - $153,361.60
3. Watt Electric Inc. - $73,410
4. Pro-Cal Lighting Inc. - $59,280
5. Ample Electric Inc. - $73,570
3 Public Bid Opening
A public bid opening was held on November 17, 2021at 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 five bids on or before the due date and time, announced the name of each bidder and the base bid amount. Bear Electrical Solutions, Inc. was declared the apparent low bidder with a base bid amount of $59,144.54.
Evaluation of Apparent Low Bidder
Stadium Manager reviewed the bid from Bear Electrical Solutions, 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 Bear Electrical Solutions, 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 Bear Electrical Solutions, Inc. was responsible.
Next Steps
The Base Bid Price is $59,144.54. The cost of this purchase is covered in the FY 21/22 SCSA Capital Expenditures budget referenced under Site, Gold Lot 4 and 5 Lighting.
The approved budgeted amount is $52,500.
Stadium Manager recommends approval to utilize SCSA approved, unspent and unobligated funds, from the total FY 21/22 SCSA Capital Expenditures budget to cover the additional $6,644.54 plus the 10% to cover potential change orders which is $5,914.45 for a total amount of $12,558.99 needed to establish an agreement with Bear Electrical Solutions, Inc. for this Project. There is ample room in the SCSA FY21/22 Capital Expenditures budget to cover the additional cost of $12,588.99. The total not to exceed amount for the Project is $65,058.99.
Stadium Manager has decided to proceed with the Base Bid work only at this time and will evaluate the replacement of the pole mounted luminaires (Alternate No. 1 scope) at a later date.
Once Stadium Manager receives approval from the SCSA Board, an agreement (detailed in the RFB) will be executed with Bear Electrical Solutions, 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
4 allow Stadium Manager to take timely administrative action if required and not delay completion of the Project.
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 $702.63.
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.
Submitted By: __________________________________ Date: ___________________ Jenti Vandertuig, Procurement Director
Approved By: ___________________________________ Date: ____________________ Jim Mercurio, Executive Vice President & General Manager