CITY OF SIMI VALLEY
MEMORANDUM
O
ctober 6, 2025
T
O: City Council
F
ROM: Public Works Director
S
UBJECT: A WARD A CONTRACT FOR STREET LIGHT M AINTENANCE SERVICES, SPECIFICATION NO. SV 25-32R
STAFF RECOMMENDATION
I
t is recommended that the City Council:
1. A
ward a contract to Tanko Streetlighting, Inc. for Street Light Maintenance Services, Specification N o. SV 25 -32R, for an amount not -to-exceed $1,415 ,700 from October 6 , 2025, to October 5 , 2028, and authorize the Mayor to execute an agreement in a form approved by the City Attorney. The agreement may be extended for two additional one-year terms in accordance with its terms;
2. A
uthorize the City Manager to execute subsequent contract amendments, in a form approved by the City Attorney, to incorporate future budgeted funds as approved by the City Council for the contract, and extend the contract for two, one- year terms as desirable.
3. T
ake such additional, related, action that may be desirable.
BACKGROUND AND OVERVIEW
T
he Annual Street Light Maintenance Services Project provides maintenance services for approximately 7,200 streetlights throughout the City of Simi Valley. The scope of work includes contract administration, such as aggregating maintenance service requests received online and by telephone, maintaining an inventory of poles and equipment, and overseeing overall contract performance. Routine repairs include addressing electrical service issues (both overhead and underground), replacing photoelectric cells, an d maintaining or replacing luminaires to ensure reliable operation of the City’s streetlighting system. Additionally, emergency response services will be provided as needed, including response to knockdowns, dump hauling, and pole replacements, to support the continuous and safe operation of the City’s streetlight infrastructure.
T
he City’s current contract for street light maintenance expires on October 31, 2025.
A
Notice Inviting Bids was published in the Ventura County Star and was also submitted to various publications and plan rooms. A n otice was also mailed to the contractors on the City’s contractors’ list, including local contractors, and was posted on the City’s website.
AGENDA ITEM NO.
Consent (7)
FINDINGS AND ALTERNATIVES
Three bids were received on the opening date of September 23, 2025, the results of which are shown in the table below:
Bid Results
Company
Monthly
Contract
Administration
Routine
Repairs and
Emergency
Response
Estimated
Annual Cost
Estimated
Cost Basis for
Bid Selection
(3 years)
Tanko
Streetlighting, Inc. $5,759.20 $260,398.50 $329,398.50 $988,526.70 Bear Electrical
Solutions, Inc. $7,918.90 $340,550.00 $435,576.80 $1,306,730.40 Amtek
Construction $7,199.00* $381,752.00 $468,140.00 $1,404,420* *Calculation error fixed by City staff
The bid price for routine repairs and emergency response reflects typical costs that the City may incur yearly for work performed under this classification. Th ese quantities include labor hours and a selection of commonly used items, such as luminaires, luminaire arms, and poles. The estimated quantities are based on prior years’ work, and are used for the purposes of comparing bids and selecting a contractor. Additional parts and equipment necessary in the event of extraordinary circumstances, such as a vehicle incident, are not quantified in the bid due to the uncertainty of the amount of materials required. For these reasons, it is anticipated that the actual contract cost may be higher than the amounts shown in the submitted bids. Therefore, an annual amount of $471,900 is being requested for the total contract amount, which is the amount budgeted in the FY 2025-26 Public Works Budget . If the actual costs reflect the higher number provided above, the total three-year cost of the agreement will be $1,415,700.
Staff reviewed the bid and concluded that Tanko Streetlighting, Inc. submitted the lowest responsive bid. Staff conducted a review of Tanko Streetlighting, Inc. references, including its performance in the City for the duration of the prior contract, and determined Tanko Streetlighting, Inc. to be a responsible bidder.
The FY 2025- 2026 Public Works budget contains $471,900 for streetlight services.
Similar amounts will be requested in FY 2026-2027 and FY 2027-28 to fund this proposed three-year contract to reflect the true cost of streetlight maintenance.
The following alternatives are available to the City Council:
1. Award a contract to Tanko Streetlighting, Inc. for Street Light Maintenance Services, Specification Number SV 25- 32R, for an amount not -to-exceed $1,415 ,700 from October 6 , 2025, to October 5 , 2028 , and authorize the Mayor to execute an agreement in a form approved by the City Attorney. The agreement may be extended for two additional one-year terms in accordance with its terms;
2. Authorize the City Manager to execute subsequent contract amendments, in a form approved by the City Attorney, to incorporate future budgeted funds as approved by 2 the City Council for the contract, and extend the contract for two, one- year terms as desirable.
3. Provide staff with other direction.
Staff recommends Alternative Nos. 1 and 2.
SUGGESTED CITY COUNCIL MOTION
I move to award a contract to Tanko Streetlighting, Inc. for Street Light Maintenance Services, Specification Number SV 25- 32R, for an amount not -to-exceed $1,415,700 from October 6, 2025, to October 5, 2028. The agreement may be extended for two additional one- year terms , and authorize the City Manager to approve subsequent contract amendments for an additional two years.
SUMMARY
The Annual Street Light Maintenance Services Project involves providing maintenance services for approximately 7,200 street lights throughout the City of Simi Valley. Staff recommends award ing a contract to Tanko Streetlighting Inc. for Street Light Maintenance Services, Specification No. SV 25- 32R, in the amount of $1, 415,700 for a period of three years, and authorize the City Manager to approve subsequent contract amendments for an additional two years.
____________________________________
Ronald K. Fuchiwaki
Public Works Director
Prepared by: Justin Link, Principal Engineer
INDEX Page
Contract ........................................................................................... 4 3 Contract No. 3250139
1 PUBLIC WORKS CONTRACT
BETWEEN
THE CITY OF SIMI VALLEY AND
TANKO STREETLIGHTING, INC.
This CONTRACT is entered into this 6th of October 2025, by and between the CITY OF SIMI VALLEY, a general law city and municipal corporation (“the City”) and TANKO STREETLIGHTING, INC., a California corporation (“the Contractor”).
1. WORK.
A. The Contractor will provide all work required by the Contract Documents (the “Work”). The Contractor agrees to do additional work arising from changes ordered by the City in accordance with the Contract Documents.
B. The Contractor and the City agree to abide by the terms and conditions contained in the Contract Documents;
C. The Contractor will furnish all of the labor; supplies and materials; equipment; printing; vehicles; transportation; office space and facilities; all tests, testing and analyses; and all matters whatsoever (except as otherwise expressly specified to be furnished by the City) needed to perform and complete the Work and provide the services required of the Contractor by the Contract Documents.
D. “Contract Documents” means the Notice Inviting Bids; Instructions to Bidders; Supplementary Instructions to Bidders; Proposal; this Contract; Standard Specifications; Supplementary Conditions; Exhibits; Technical Specifications; List of Drawings; Drawings; Addenda; Notice to Proceed; Change Orders; Notice of Completion; and all other documents identified in the Contract Documents which together form the contract between the City and the Contractor for the Work. The Contract Documents constitute the complete agreement between the City and the Contractor and supersede any previous agreements or understandings.
2. CONTRACT SUM.
A. The City agrees to pay the Contractor a sum not to exceed $1,415 ,700 for the Work in the manner set forth in the Contract Documents. The City may adjust this amount as set forth in the Contract Documents.
B. If the City chooses to exercise the renewal options, the not to exceed amount for the option terms would be based on $471,900, plus an increase based upon changes in the Consumer Price Index for All Urban Consumers (CPI-U), Los Angeles-Long Beach-Anaheim, CA, as published by the U.S.
Bureau of Labor Statistics. That adjustment would be calculated as follows:
4 City of Simi Valley
Contract No. 3250139
Tanko Streetlighting, Inc.
New Price = Base Price × (CPI for May preceding adjustment date / CPI for May of prior year). The CPI amount would be not less than 2% and may not exceed 3% for all billing rates. Subsequent option years would be adjusted based on the not to exceed amount from the previous year plus the July CPI escalator as calculated above.
3. NONAPPROPRIATION OF FUNDS. Payments due and payable to the Contractor for current services are within the current budget and within an available, unexhausted, and unencumbered appropriation of the City. Should the City Council not appropriate sufficient funds for payment of the Contractor’s services beyond the current fiscal year, this Agreement will cover only those costs incurred up to the conclusion of the current fiscal year.
4. TIME FOR PERFORMANCE.
A. The initial term of this CONTRACT is from October 6, 2025 through October 5, 2028. City may extend this CONTRACT for up to two additional, one-year terms (the “Contract Time.”)
B. The Contract Time will commence when the City issues a notice to proceed.
The Contract Documents will supersede any conflicting provisions included on the notice to proceed issued pursuant to this Contract.
C. The Contractor may not perform any Work until:
i. The Contractor furnishes proof of insurance as required by the Contract Documents; and
ii. The City gives the Contractor a written, signed, and numbered purchase order and notice to proceed.
D. By signing this Contract, the Contractor represents to the City that the Contract Time is reasonable for completion of the Work and that the Contractor will complete the Work within the Contract Time.
E. Should the Contractor begin the Work before receiving written authorization to proceed, any such Work is at the Contractor’s own cost and risk.
5. DISPUTES. Disputes arising from this contract will be determined in accordance with the Contract Documents and Public Contracts Code §§ 10240-10240.13.
5 City of Simi Valley
Contract No. 3250139
Tanko Streetlighting, Inc.
6. THIRD PARTY CLAIMS. In accordance with Public Contracts Code § 9201, the City will promptly inform the Contractor regarding third- party claims against the Contractor, but in no event later than ten (10) business days after the City receives such claims. Such notification will be in writing and forwarded in accordance with the “Notice” section of the Contract Documents. As more specifically detailed in the Contract Documents, the Contractor agrees to indemnify and defend the City against any third-party claim.
7. TAXPAYER IDENTIFICATION NUMBER. The Contractor will provide the City with a Taxpayer Identification Number.
8. PERMITS AND LICENSES . Unless otherwise provided, the Contractor, at its sole expense, will obtain and maintain during the Contract Time, all necessary permits, licenses, and certificates that may be required in connection with the Work.
9. OWNERSHIP OF DOCUMENTS. All documents, data, studies, drawings, maps, models, photographs and reports prepared by the Contractor under the Contract Documents are the City’s property. The Contractor may retain copies of said documents and materials as desired, but will deliver all original materials to the City upon the City’s written notice.
10. INDEMNIFICATION. The Contractor agrees to indemnify, defend, and hold the City harmless as set forth in the Contract Documents. The requirements as to the types and limits of insurance coverage to be maintained by the Contractor as required by the Contract Documents, and any approval of such insurance by the City, are not intended to and will not in any manner limit or qualify the liabilities and obligations otherwise assumed by the Contractor pursuant to the Contract Documents, including, without limitation, to the provisions concerning indemnification.
11. INDEPENDENT CONTRACTOR. The City and the Contractor agree that the Contractor will act as an independent contractor and will have control of all work and the manner in which is it performed. The Contractor will be free to contract for similar service to be performed for other employers while under contract with the City. The Contractor is not an agent or employee of the City and is not entitled to participate in any pension plan, insurance, bonus or similar benefits the City provides for its employees. Any provision in this Contract that may appear to give the City the right to direct the Contractor as to the details of doing the work or to exercise a measure of control over the work means that the Contractor will follow the direction of the City as to end results of the work only.
12. AUDIT OF RECORDS. The Contractor will maintain full and accurate records with respect to all services and matters covered under this Contract. The City will have free access at all reasonable times to such records, and the right to examine and audit the same and to make transcript therefrom, and to inspect all program data, documents, proceedings and activities. The Contractor will retain such financial and program service 6 City of Simi Valley
Contract No. 3250139
Tanko Streetlighting, Inc.
records for at least three (3) years after termination or final payment under the Contract Documents.
13. NOTICES. All communications to either party by the other party will be deemed made when received by such party at its respective name and address as follows:
The City The Contractor
Attention: Justin Link Attention: Jason Tanko
Principal Engineer Chief Executive Officer
City of Simi Valley Tanko Streetlighting, Inc.
2929 Tapo Canyon Road 220 Bayshore Boulevard
Simi Valley, CA 93063 San Francisco, CA 94124
(805) 583-6884 (415) 254-7529
[email protected] [email protected]
Any such written communications by mail will be conclusively deemed to have been received by the addressee three (3) days after deposit thereof in the United States Mail, postage prepaid and properly addressed as noted above. In all other instances, notices will be deemed given at the time of actual delivery. Changes may be made in the names or addresses of persons to whom notices are to be given by giving notice in the manner prescribed in this paragraph.
14. NO THIRD PARTY BENEFICIARY . This Contract and every provision herein is for the exclusive benefit of the Contractor and the City and not for the benefit of any other party. There will be no incidental or other beneficiaries of any of the Contractor’s or the City’s obligations under this Contract.
15. INTERPRETATION. This Contract was drafted in, and will be construed in accordance with the laws of the State of California, and exclusive venue for any action involving this Contract will be in Ventura County.
16. EFFECT OF CONFLICT. In the event of any conflict , inconsistency, or incongruity between any provision of the Contract Documents, precedence will be as follows:
A. This Contract;
B. The Standard Specifications; and
C. Precedence of documents as determined in the Standard Specifications.
17. SEVERABILITY. If any portion of the Contract Documents are declared by a court of competent jurisdiction to be invalid or unenforceable, then such portion will be deemed modified to the extent necessary in the opinion of the court to render such portion 7 City of Simi Valley
Contract No. 3250139
Tanko Streetlighting, Inc.
enforceable and, as so modified, such portion and the balance of this Contract will continue in full force and effect.
18. AUTHORITY/MODIFICATION. The Parties represent and warrant that all necessary action has been taken by the Parties to authorize the undersigned to execute this Contract and to engage in the actions described herein. This Contract may be modified by written amendment. The City’s City Manager, or designee, may execute any such amendment on the City’s behalf.
19. ACCEPTANCE OF FACSIMILE SIGNATURES. The Parties agree that this Contract, agreements ancillary to this Contract, and related documents to be entered into in connection with this Contract will be considered signed when the signature of a party is delivered by facsimile transmission. Such f acsimile signature will be treated in all respects as having the same effect as an original signature.
20. COVENANTS AND CONDITIONS. The parties agree that all of the provisions hereof will be construed as both covenants and conditions, the same as if the words importing such covenants and conditions had been used in each separate paragraph.
21. CAPTIONS. The captions of the paragraphs of this Contract are for convenience of reference only and will not affect the interpretation of this Contract.
22. TIME IS OF ESSENCE. Time is of the essence for each and every provision of the Contract Documents.
[SIGNATURES ON NEXT PAGE]
8 City of Simi Valley
Contract No. 3250139
Tanko Streetlighting, Inc.
IN WITNESS WHEREOF the parties hereto have executed this contract the day and year first hereinabove written.
Attest: City of Simi Valley, A Municipal Corporation
By:
Lucy Blanco, City Clerk Dee Dee Cavanaugh, Mayor of the City of Simi Valley, California
Approved as to Form: Tanko Streetlighting, Inc.
By:
Algeria R. Ford, City Attorney
Print Name: Jason Tanko
Approved as to Content: Title: CEO
By:
Samantha C. Argabrite, City Manager
Print Name: Clare Bressani
Title: President
Johanna Medrano,
Deputy Administrative Services Director/
Budget & Purchasing
Ronald K. Fuchiwaki
Public Works Director
9