DATE: February 19, 2025
TO: Honorable Mayor and City Councilmembers
FROM: Public Works Department
TITLE: AMENDMENT 2 TO THE PUBLIC WORKS AGREEMENT WITH PATTERSON BROTHERS LIGHTING, CHANGE ORDERS TO INCREASE EXISTING PURCHASE ORDERS, PURCHASE ORDER FOR ADDITIONAL STREET LIGHT, TRAFFIC SIGNAL AND PARKS ELECTRICAL SUPPLIES, STREET LIGHT, TRAFFIC SIGNAL REPAIR AND ATHLETIC FIELD LIGHTING REPAIR
RECOMMENDATION
title
Staff recommends that the City Council approve a change order to increase an existing purchase order with Swarco McCain for traffic signal supplies, in the amount of $72,000, for a revised total of $160,000; approve a change order to increase an existing purchase order with California Electric Supply (CES) for solar street lighting supplies, in the amount of $52,000, for a revised total of $340,413; approve a purchase order to Bear Electric, in the amount of $25,000, for traffic signal cabinet replacement; approve Amendment 2 to the Public Works Agreement (PWA) with Patterson Brothers Lighting (Patterson) for athletic field lighting repairs, in the amount of $65,860, for a revised total of $215,860; appropriate $214,860 to the Knockdown Risk Disbursement account from General Fund Assigned Infrastructure Reserves; authorize the City Manager or designee, to execute the amendment upon receipt of all supporting documents; and authorize the Financial Services Director, or designee, to execute the change orders and purchase order.
body
BACKGROUND AND ANALYSIS
On June 21, 2023, the City Council approved a PWA, in the amount of $150,000, with Patterson Brothers Lighting for lighting repair & replacement. Damaged lighting in athletic fields due to vandalism and traffic collisions require an amendment to the PWA with Patterson in the amount of $65,860 for a revised total of $215,860 in FY 2024-25.
On June 5, 2024, the City Council approved a purchase order with CES in the amount of $200,000. On October 14, 2024, the City Council approved an additional amount of $88,413 for Lightgrid Customization. Quotes for solar street lighting supplies were obtained and the lowest responsible bidder was selected. A change order in the amount of $52,000 was approved for a revised total with CES in the amount of $340,413.
Bids were obtained for traffic signal cabinet replacement and the lowest bidder was Bear Electric at $25,000. Public Works has an existing purchase order with Bear Electric for Radar Feedback Signs in the amount of $178,280. Due to the cumulative total with this vendor, Council approval is required.
At the beginning of FY 2024-25, a purchase order and sole source justification with Swarco McCain for parts and supplies, in the amount of $68,000, was approved by the City Manager. In January 2025, a change order of $20,000 was added for additional parts and supplies. The requested change order, in the amount of $72,000, brings the cumulative total with Swarco McCain to over $100,000, requiring Council approval.
This year, the City has experienced an inordinate amount of vandalism, theft and traffic collisions which have resulted in damaged street lights, traffic signals and park athletic field lighting. As a result of the vandalism, theft and traffic collisions, the costs for repairs have exceeded the funding reserved for these types of unforeseen events. Additional funding is, therefore, required to make the repairs and to replenish inventory stock in anticipation of future events. Staff is requesting the replacement of 35 street lights with solar street lights in the airport area due to an increase in copper wire theft. Repairs to the athletic field lighting system at Martin Luther King Park are required due to extensive copper wire theft and vandalism. The replacement and repair of a traffic signal cabinets and replenishment of stock is due to increased traffic collisions damaging city property.
FISCAL IMPACT
Staff is requesting to use reserves in the amount of $214,860 and appropriate said funds to the Knockdown Repairs account 600639101.5320. The funding source is the General Fund Assigned Infrastructure account 101.3020.0054 which has an available balance of $20,968,103; therefore, sufficient funds are available. The following table shows the details of each change order and contract Amendment. Any disbursements recovered by the City as a result of vandalism or accidents will be reimbursed to the general fund.
|
Description |
Amount |
Request to Appropriate |
Account |
Funding Source |
Available Balance |
|
Patterson Brothers Lighting |
$65,860 |
$90,860 |
600639101.5320 Knockdown Repairs |
General Fund Assigned Infrastructure 101.3020.0054 |
$20.9M |
|
Bear Electric |
25,000 |
|
|
|
|
|
Swarco McCain |
72,000 |
124,000 |
600639101.5355 Knockdown Repairs |
|
|
|
California Electrical Supply |
52,000 |
|
|
|
|
|
TOTAL |
$214,860 |
$214,860 |
|
|
|
COMMISSION OR COMMITTEE REPORT
Does not apply.
CITY ATTORNEY’S ANALYSIS
Purchases should be made according to the procedures set forth in Chapter 28A of the City Code. The referenced documents have been reviewed by the City Attorney and approved as to form.
end
Prepared by: Nathan Mertz, Public Works Division Manager
Reviewed by: Hamid Bahadori, Public Works Director
Submitted by: Jonathan Borrego, City Manager
ATTACHMENTS:
1. Staff Report
2. Perry Quote
3. Patterson Exhibit A
4. Patterson Amendment
5. Quotes