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HomeMy WebLinkAbout02/29/2000, C5 - ENERGY EFFICIENT LIGHTING UPGRADE AT THE WATER RECLAMATION FACILITY council 'm°°°°=aq j agcnaa RepoRt I=Nu CITY OF SAN LUIS O B I S P O FROM: John Moss,Utilities Directo /`` Prepared By: David Hix,Wastewater Dieon on Manager SUBJECT: Energy Efficient Lighting Upgrade at the Water Reclamation Facility CAO RECOMMENDATION 1. Authorize waiver of competitive purchasing for the installation of energy efficient lighting at the Water Reclamation Facility("WRF'�; 2. Authorize transfer of$10,500 from the Sewer Fund's completed projects account to the CIP Project 90068—WRF Lighting Energy Efficient Install, for a total project budget of $44,500; and 3. Approve agreement with Action Electric for these services in an amount not to exceed $44,325. DISCUSSION During the Water Reclamation Facility's (WRF) upgrade several years ago, a wide variety of interior lighting fixtures and applications were utilized. Most of these fixtures and applications were for interior and building lighting and range from fluorescent, quartz, incandescent and sodium type lighting. Some of these fixtures are designed for outdoors use and are inadequate for the application. All interior lighting is controlled by on/off switches and several are left on all the time because of the long start-up time. Presently interior offices are lit satisfactorily but . are now due for service, which includes, cleaning and the replacement of weak ballasts and bulbs. In July of 1998 the City completed a $6,000 study with Action Electric of the current WRF lighting and proposed new fixtures and applications needs. The evaluation revealed that the existing lighting consists of an older style that is comparatively maintenance intensive and maintenance expensive. Replacement of this lighting with highly efficient, low maintenance and long life fixtures would have significant savings with a full cost pay back of 5 years. Annual savings would be approximately$8,639.00. This project will include the changing of all interior high-sodium lighting for quartz and long life fluorescent, installation of motion detectors and timers, replacement of all existing fluorescent ballasts with extra efficient long life ballasts, replacement of all existing fluorescent tubes with high output units and cleaning and repair of all fixtures Action Electric has performed efficiency analyses and successfully completed retrofits for many City facilities including. City Hall, 955 Morro Street and several other City buildings. Electrical retrofitting is Action Electric's expertise and they are very familiar with City facilities, specifications and standards and posses the expertise, experience and knowledge required to C5-1 Council Agenda Report—Energy Efficient Lighting at the WRF Page 2 complete this project successfully and cost effectively. Action Electric is the only electrical contractor in this County that specializes in retrofitting analysis and has been used extensively by the City for retrofit projects of this size. Competitive purchasing will result in more staff effort and costs to convert Action Electric's analysis to a more thorough outline and description for the scope of work needed for bidders unfamiliar with this retrofit project with no guarantee of reduced costs for this project. CONCURRENCES This Report has been reviewed by the Public Works Department,Building Maintenance section, and the and they concur with the recommendations herein. FISCAL EMIPACT Installing energy efficient lighting at the WRF will cost about $44,400. PG&E will provide a rebate of$2,031.98 for this project, resulting in a net cost to the City of$42,293.02. A total of $34,000 has been approved for this project in the 1999-01 Financial Plan, Appendix B, Capital Improvement Plan Projects, pg 124-125. The additional $10,500.00 needed for this project is available from the WRF's completed projects account. EnergjzEffcaent ..sang at the WRP'Ba. pt Ligh dge"_-. - ..Total' Energy Efficient Lighting CIP 520.58900.90068.58900068.90553 16,000.00 520.58900.90068.58900068.90556 18,000.00 Completed Projects Account 520.17906.99899.17969899.90899 $10,500.00 Total $443,500.00 i.rQJe�.d:Yl�1lVl���'i�7Vn�. S ♦b.+. F 3..y'r.� . " Y_:: � :{� uN i' v ' st J02 Sewer Fund 42,293PG&E Rebate 2,031Total $44,500 ATTACIMIENTS Agreement Proposal H:\dhix\accaaelectric\W"cneW.= C5-2 Agreement THIS AGREEMENT is made and entered into in the City of San Luis Obispo on this day of , by and between the CITY OF SAN LUIS OBISPO, a municipal corporation,hereinafter referred to as City,and ACTION ELECTRIC,hereinafter referred to as Contractor. WITNESSETH: WHEREAS, the City requested proposals for installation of energy efficient lighting at the Water Reclamation Facility. WHEREAS, Contractor is qualified to perform this type of service and has submitted a proposal to do so, which has been accepted.by City. NOW TORE, in consideration of their mutual promises, obligations, and covenants hereinafter contained,the parties hereto agree as follows: 1. TERM. The term of this Agreement shall be from the date this Agreement is made and entered, as first written above,until acceptance or completion of said services. 2. CITY'S OBLIGATIONS. For providing services as specified in this Agreement, City will pay and Contractor shall receive therefore compensation in a total sum not to exceed$44,325.00. 4. CONTRACTOR'S OBLIGATIONS. For and in consideration of the payments and agreements hereinbefore mentioned to be made and performed by City, Contractor agrees with City to provide services as set forth in Exhibit A attached hereto and incorporated into this Agreement Contractor further agrees to the contract performance terms as set forth in exhibit B attached hereto and incorporated into this Agreement. 5. AMENDMENTS. Any amendment, modification, or variation from the terms of this Agreement shall be in writing and shall be effective only upon approval by the City Administrative Officer of the City. 6. COMPLETE AGREEMIE.NT. This written Agreement, including all writings specifically incorporated herein by reference, shall constitute the complete agreement between the parties hereto. No oral agreement, understanding, or representation not reduced to writing and specifically incorporated herein shall be of any force or effect, nor shall any such oral agreement, understanding, or representation be binding upon the parties hereto. C5-3 Agreement Page 2 7. NOTICE. All written notices to the parties hereto shall be sent by United States mail, postage prepaid by registered or certified mail addressed as follows: City Utilities Director City of San Luis Obispo 955 Morro Street San Luis Obispo,CA 93401 Contractor Action Electric Electrical Contractors 8055 El Camino Real,Suite C Atascadero,CA. 93422 8. AUTHORITY TO EXECUTE AGREEMENT. Both City and Contractor do covenant that each individual executing this agreement on behalf of each party is a person duly authorized and empowered to execute Agreements for such party. IN WITNESS WFIEREOF, the parties hereto have caused this instrument to be executed the day and year first above written. ATTEST CITY OF SAN LUIS OBISPO,A Municipal Corporation By: City Clerk Mayor APPROVED AS TO FORM: CONTRACTOR By: Afft'omlyf Action Electric C5-4 CONTRACT PERFORMANCE TERMS 1. Business Tax. Contractor must have a valid City of San Luis Obispo business tax certificate prior to execution of the contract. Additional information regarding the City's business tax program may be obtained by calling(805)781-7134. 2. Ability to Perform Contractor warrants that it possesses, or has arranged through subcontracts, all capital and other equipment,labor,materials,and licenses necessary to carry out and complete the work hereunder in compliance with any and all federal, state, county, city, and special district laws, ordinances, and regulations. 3. Laws to be Observed. Contractor shall keep itself fully informed of and shall observe and comply with all applicable state and federal laws and county and City of San Luis Obispo ordinances, regulations and adopted codes during its performance of the work. 4. Payment of Taxes. The contract prices shall include full compensation for all taxes which Contractor is required to pay. 5. Permits and Licenses. Contractor shall procure all permits and licenses,pay all charges and fees, and give all notices necessary. 6. Safety Provisions. Contractor shall conform to the rules and regulations pertaining to safety established by OSHA and the California Division of Industrial Safety. 7. Public and Employee Safety. Whenever Contractor's operations create a condition hazardous to the public or City employees, it shall, at its expense and without cost to the City, furnish, erect and maintain such fences, temporary railings, barricades, lights, signs and other devices and take such other protective measures as are necessary to prevent accidents or damage or injury to the public and employees. 8. Preservation of City Property. Contractor shall provide and install suitable safeguards, approved by the City, to protect City property from injury or damage. If City property is injured or damaged as a result of Contractor's operations, it shall be replaced or restored at Contractors expense. The facilities shall be replaced or restored to a condition as good as when the Contractor began worst. 9. Immigration Act of 1986. Contractor warrants on behalf of itself and all sub-contractors engaged for the performance of this work that only persons authorized to work in the United States pursuant to the Immigration Reform and Control Act of 1986 and other applicable laws shall be employed in the performance of the work hereunder. 10. Contractor Non-Discrimination. In the performance of this work, Contractor agrees that it will not engage in, nor permit such sub-contractors as it may employ,to engage in discrimination in employment of persons because of age, race, color, sex, national origin or ancestry, sexual orientation, or religion of such persons. 11. Work Delays. Should Contractor be obstructed or delayed in the work required to be done hereunder by changes in the work or by any default, act, or omission of the City,or by strikes, fire, earthquake, or any other Act of God, or by the inability to obtain materials, equipment, or labor due to federal government restrictions arising out of defense or war programs, then the time of completion may, at the City's sole option,be extended for such periods as may be agreed upon by the City and the Contractor. 12. Payment Terms. The City's payment terms are 30 days from the receipt of an original invoice and acceptance by the City of the services provided by Contractor(Net 30). 13. Inspection. Contractor shall furnish City with every reasonable opportunity for City to ascertain that the services of Contractor are being performed in accordance with the requirements and intentions of this contract. All work done and all materials furnished, if any, shall be subject to the City's inspection and approval. The inspection of such work shall not relieve Contractor of any of its obligations to fulfill its contract requirements. C5-5 Exhibit B:Contract Performance Terms Page B-2 14. Audit. The City shall have the option of inspecting and/or auditing all records and other written materials used by Contractor in preparing its invoices to City as a condition precedent to any payment to Contractor. 15. Interests of Contractor. Contractor covenants that it presently has no interest, and shall not acquire any interest direct or indirect or otherwise, which would conflict in any manner or degree with the performance of the work hereunder. Contractor further covenants that, in the performance of this work, no sub- contractor or person having such an interest shall be employed. Contractor certifies that no one who has or will have any financial interest in performing this work is an officer or employee of the City. It is hereby expressly agreed that, in the performance of the work hereunder,Contractor shall at all times be deemed an independent contractor and not an agent or employee of the City. 16. Hold harmless and indemnification. Contractor agrees to defend,indemnify,protect and hold the City and its agents, officers and employees harmless from and against any and aU claims asserted or liability established for damages or injuries to any person or property, including injury to Contractor's employees, agents or officers which arise from or are connected with or are caused or claimed to be caused by the acts or omissions of Contractor, and its agents, officers or employees, in performing the work or services herein, and all expenses of investigating and defending against same; provided, however, that Contractor's duty to indemnify and hold harmless shall not include any claims or liability arising from the established sole negligence or willful misconduct of the City, its agents, officers or employees. 17. Year 2000 Compliance. The Contractor warrants that the goods or services provided to the City, including those provided through subcontractors, are "Year 2000 compliant" For the purpose of this contract, "Year 2000 compliant" means that goods or services provided to the City will continue to fully function, fault-free, before, at and after the Year 2000, without interruption or human intervention; and if applicable, any data outside of the date range 1990-1999, including leap years,will be correctly processed in any level of computer hardware or software, including, but not limited to, microcode, firmware, application programs,files and data bases.This warranty supersedes all warranty disclaimers or limitations, and all limitations on liability,otherwise provided by the Contractor. Upon request by the City, the Contractor will provide the City with a description of its Year 2000 compliance strategy,or statement of why this is not relevant to contract performance. is. Contract Assignment Contractor shall not assign,transfer,convey or otherwise dispose of the contract,or its right, title or interest,or its power to execute such a contract to any individual or business entity of any ldnd without the previous written consent of the City. C5-6 Exhibit B:Contract Performance Terms Page B-3 19. Termination. If, during the term of the contract, the City determines that Contractor is not faithfully abiding by any term or condition contained herein, the City may notify Contractor in writing of such defect or failure to perform; which notice must give Contractor a 10(ten)calendar day notice of time thereafter in which to perform said work or cure the deficiency. If Contractor has not performed the work or cured the deficiency within the ten days specified in the notice, such shall constitute a breach of the contract and the City may terminate the contract immediately by written notice to Contractor to said effect. Thereafter, neither party shall have any further duties,obligations,responsibilities,or rights under the contract. In said event, Contractor shall be entitled to the reasonable value of its services performed from the beginning date in which the breach occurs up to the day it received the City's Notice of Termination,minus any offset from such payment representing the City's damages from such breach. "Reasonable value" includes fees or charges for goods or services as of the last milestone or task satisfactorily delivered or completed by Contractor as may be set forth in the Agreement payment schedule; compensation for any other work, services or goods performed or provided by Contractor shall be based solely on the City's assessment of the value of the work-in-progress in completing the overall workscope. The City reserves the right to delay any such payment until completion or confirmed abandonment of the project,as may be determined in the City's sole discretion,so as to permit a full and complete accounting of costs. In no event,however,shall Contractor be entitled to receive in excess of the compensation quoted.in its proposal. 20. Ownership of Materials. All original drawings, plan documents and other materials prepared by or in possession of Contractor as part of the work or services under these specifications shall become the permanent property of the City,and shall be delivered to the City upon demand. 21. Release of Reports and Information. Any reports, information,data,or other material given to,prepared by or assembled by Contractor as part of the work or services under these specifications shall be the property of City, and shall not be made available to any individual or organization by Contractor without the prior written approval of the City. 22. Copies of Reports and Information. If the City requests additional copies of reports, drawings, specifications, or any other material in addition to what Contractor is required to furnish in limited quantities as part of the work or services under these specifications, Contractor shall provide such additional copies as are requested,and City shall compensate Contractor for the costs of duplicating of such copies at the Contractor's direct expense. 23. Insurance. Contractor shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder by Contractor,its agents,representatives,employees,or sub-contractors. a Minimum scope of insurance. Coverage shall be at least as broad as: •. Insurance Services Office Commercial General Liability coverage (occurrence form CG 0001). • Insurance Services Office form number CA 0001 (Ed. 1187) covering Automobile Liability,code 1 (any auto). • Workers'Compensation insurance as required by the State of California and Employer's Liability Insurance. • Errors and Omissions Liability insurance as appropriate to Contractor's profession. b. Minimum limits of insurance. Contractor shall maintain limits no less than: • General. Liability: $1,000,000 per occurrence for bodily injury, personal. injury and property damage. If Commercial General Liability or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to this project/location or the general aggregate limit shall be twice the required occurrence limit. C5-7 Exhibit B:Contract Performance Terms Page B-4 • Automobile Liability: $1,000,000 per accident for bodily injury and property damage. • Employer's Liability: $1,000,000 per accident for bodily injury or disease. • Errors and Omissions Liability: $1,000,000 per occurrence. C. Deductibles and self-insured retentions. Any deductibles or self-insured retentions must be declared to and approved by the City. At the option of the City, either the insurer shall reduce or eliminate such deductibles or self-insured retentions as respects the City, its officers, officials, employees and volunteers; or Contractor shall procure a bond guaranteeing payment of losses and related investigations,claim administration and defense expenses. d. Other hwounce provisions. The general liability and automobile liability policies are to contain, or be endorsed to contain,the following provisions: • The City, its officers, officials, employees, agents and volunteers are to be covered as insureds as respects: liability arising out of activities performed by or on behalf of Contractor;products and completed operations of Contractor;premises owned, occupied or used by Contractor; or automobiles owned, leased, hired or borrowed by Contractor. The coverage shall contain no special limitations on the scope of protection afforded to the City,its officers,official,employees,agents or volunteers. • For any claims related to this project, Contractor's insurance coverage shall be primary insurance as respects the City, its officers, officials, employees, agents and volunteers. Any insurance or self-insurance maintained by the City,its officers,officials,employees, agents or volunteers shall be excess of Contractor's insurance and shall not contribute with it. • Any failure to comply with reporting or other provisions of the policies including breaches of warranties shall not affect coverage provided to the City, its officers, officials,employees,agents or volunteers. • Contractors insurance shall apply separately to each insured against whom claim is made or suit is brought,except with respect to the limits of the insurer's liability. • Each insurance policy required by this clause shall be endorsed to state that coverage shall not be suspended, voided, canceled by either patty,reduced in coverage or,in limit except after thirty (30) days' prior written notice by certified mail, return receipt requested,has been given to the City. e. Acceptability of insurers. Insurance is to be placed with insurers with a current A.M.Best's rating of no less than ANN. f. 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