DATE:
TO:
AGENDA REPORT
April 14, 2025
Honorable Mayor and City Council
FROM: Fermin Preciado, Director of Devel
Phillip White, Director of Finance
Scott Washburn, Deputy Director o
Item No. 10
nt Servies/City Engineer'
ublic WorksVe ., cam, t.,/
SUBJECT: Purchase Order Change Order for Bryant Glen Field Lighting Replacement RECOMMENDATION:
That the City Council authorize staff to increase the purchase order with Southern California West Coast Electric Inc. from $24,000 up to $60,000 for the expanded purchase of field lighting lights and installation services at Bryant Glen Park.
BACKGROUND/DISCUSSION:
The baseball fields at Bryant Glen Park are lit by various light arrays mounted on poles surrounding the fields. Lights have a limited life span, and the current lights go out after several years of use and require replacement. As more lights in a lighting array go out, the lighting becomes less effective. As the lighting dims, safety concerns increase.
Light replacement is an expensive challenge at Bryant Glen as a lift is required to reach the mounts at the top of the steel poles. Additionally, the dated technology includes multiple components, and a non- functional light is difficult to troubleshoot from the ground.
The number of non-functional lights at Bryant Glen Park baseball fields has been increasing as the lights are at the tail end of their life span. As an example of the current state of lighting at this facility, one pole has 2 functional lights and 4 non-functional lights creating a less -than -ideal environment for evening baseball games and practices.
The City has a purchase order (PO) with Southern California West Coast Electric Inc. for light installation and replacement services. During a recent repair, the City was notified by the vendor that upgraded LED technology lights are available at a discounted price. This technology provides 50,000 hours of lighting per light which significantly exceeds the life span of the currently used lights. Several replacement lights were recently installed under the existing PO. Staff's recommendation is to procure additional discounted lights to replace the other non-functional lights, to fund the rental equipment and labor to replace the lights, and to keep an inventory on -hand to replace other lights as they go out. This procurement will require an increase in the PO beyond $30,000, which is the City's purchasing policy
threshold requiring City Council approval. Accordingly, staff is requesting approval to expand the PO to $60,000.
The budget necessary to fund the increase to the PO already exists in the General Fund's FY25 Public Works Department Budget so no additional appropriation is being requested. Instead of adding to the budget, the PO will encumber existing budget and this item is strictly to meet the requirements of the City's purchasing policy.
FISCAL IMPACT:
The recommendation does not result in a fiscal impact.
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Approved by: , ,