REPORT TO COUNCIL
SUBJECT
Title
Action Authorizing the City Manager to Award Purchase Orders to Vendor(s) for the Purchase of Streetlight Poles for the Great America Parkway Streetlight Replacement Project
Report
COUNCIL PILLAR
Deliver and Enhance High Quality Efficient Services and Infrastructure
BACKGROUND
The Great America Parkway Streetlight Replacement Project (CIP 2875) includes replacing aged steel square streetlight poles and luminaires along Great America Parkway with new aluminum round tapered streetlight poles and light emitting diode (LED) luminaires. The project will also require new reinforced concrete foundations and the re-wiring of existing street lighting circuits to help balance the load across the power sources. To complete this project, Silicon Valley Power requires the purchase of streetlight poles.
DISCUSSION
Pursuant to Section 2.105.140(d) of the Santa Clara City Code (City Code), a formal Request for Bids (RFB) was conducted with the award recommendation based on the lowest responsive and responsible bidder(s).
On July 26, 2024, staff published RFB 24-25-09 for the purchase of aluminum streetlight poles and hardware on the City’s e-procurement system. Notifications of the RFB were sent to over 1,700 vendors, and 40 vendors viewed the bid notice. On August 5, 2024, staff issued an addendum to the RFB to provide clarifications in response to vendor questions and to include specific lead time requirements.
By the August 26, 2024, bid deadline, two bids were received, as follows:
|
Bidder |
Unit Price |
Extended Price |
Lead Time |
|
Continental Pole & Lighting |
$1,992.00 |
$308,760.00 |
12-14 Weeks |
|
Jams Services |
$3,074.00 |
$476,470.00 |
22-24 Weeks |
Staff is currently evaluating both bids for adherence to the technical specifications and project schedule. Due to the need to proceed quickly to meet the Great America Parkway Streetlight Replacement Project timeline, staff is seeking authorization to issue purchase order(s) with a total authorization not to exceed $700,000 to the lowest responsive and responsible bid(s) through the RFB above or pursuant to Section 2.105.200 of the City Code. This amount includes taxes and contingency for changes such as the purchase of additional streetlight poles, shipping, and potential price adjustments.
Alternatively, if neither bid is found to be responsive or responsible, the Purchasing Division Manager may reject all bids and direct staff to negotiate with the bidders and other suppliers in the open market.
ENVIRONMENTAL REVIEW
Staff recommends that the City Council determine that the action being considered is exempt from the California Environmental Quality Act (“CEQA”) pursuant to section 15302(c) (Class 2 - Replacement or Reconstruction) of Title 14 of the California Code of Regulations as the proposed work involves the replacement of existing street light poles.
FISCAL IMPACT
Sufficient funds are available in the FY2024/25 Street Lighting Capital Fund budget in the Great America Street Light Replacement Project (CIP 2875).
COORDINATION
This report has been coordinated with the City Attorney’s Office.
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email clerk@santaclaraca.gov <mailto:clerk@santaclaraca.gov> or at the public information desk at any City of Santa Clara public library.
RECOMMENDATION
Recommendation
Authorize the City Manager or designee to issue purchase order(s) to vendor(s) presenting the lowest responsive and responsible bids for the purchase of aluminum streetlight poles and required hardware for the Great America Parkway Streetlight Replacement Project, with a total amount not-to-exceed $700,000, inclusive of applicable taxes, subject to compliance with Chapter 2.105 of the City Code, approval as to form by the City Attorney, and appropriation of funds.
Staff
Reviewed by: Manuel Pineda, Chief Electric Utility Officer
Approved by: Jovan D. Grogan, City Manager