HomeMy WebLinkAboutAGENDA REPORT 2020 0617 CCSA REG JNT DC ITEM 10OCITY OF MOORPARK, CALIFORNIA
City Council Meeting
of June 17, 2020
ACTION Approved staff recommendation.
BY B.Garza.
O. Consider Amendment No. 1 to Siemens Mobility, Inc., for Streetlight Turnkey
Services. Staff Recommendation: Authorize the City Manager to sign
Amendment No. 1 to the Agreement with Siemens Mobility, Inc., increasing the
not-to-exceed amount of $726,621.48 to $762,462.18, subject to final language
approval of the City Manager. (Staff: Shaun Kroes)
Item: 10.O.
MOORPARK CITY COUNCIL
AGENDA REPORT
TO: Honorable City Council
FROM: Sean Corrigan, City Engineer/Public Works Director
BY: Shaun Kroes, Program Manager
DATE: 06/17/2020 Regular Meeting
SUBJECT: Consider Amendment No. 1 to Siemens Mobility, Inc., for Streetlight
Turnkey Services
BACKGROUND AND DISCUSSION
On November 30, 2018, the City executed an Agreement with Siemens Mobility, Inc.
(Siemens), for streetlight turnkey services for the purpose of acquiring streetlights from
Southern California Edison (SCE) and then converting them from high pressure sodium
(HPS) to light emitting diode (LED) fixtures. The first phase of the service was
performing a system-wide field audit of approximately 2,627 SCE poles, identifying
which poles could be purchased from SCE. The first phase also included Siemens
developing up to five photometric studies of roadways, such as major arterial roadways,
collector streets, residential streets, commercial streets, and industrial streets. The
studies and evaluation of typical roadway geometries guided Siemens and the City in
determining fixture selection and design process. Eventually, the City acquired 2,229
SCE poles, with a combined 2,363 fixture heads (including decorative lights on High
Street, single-mast poles and double-mast poles).
As City Council recalls, the City took ownership of approximately 2,219 poles in
September 2019, and the remaining 10 poles later in the year. Staff originally expected
the conversion of HPS to LED lights to occur within the first two months of acquisition of
the streetlights; however, selection of the LED fixture took longer than expected as the
City extended the length of time that sample LED fixtures were under display for a
thorough evaluation by staff and the community. An additional fixture was added
(increasing the total number of models from 3 to 4). A fixture comparison document
was provided to the City January 13, 2020, and after a follow-up meeting with Siemens
staff, a revised fixture selection was submitted on January 22, 2020. During February
2020 the City worked with Siemens to select a pole tag design. During the last two
weeks of February, Siemens updated their supplier quotes and prepared the fixture
selection document as well as initiated pole tag orders. The final fixture design
Agreement was signed by the City on March 5, 2020, which laid out the final fixture
selection for procurement.
Item: 10.O.
423
Honorable City Council
06/17/2020 Regular Meeting
Page 2
During Siemens’ purchase order process, suppliers began to warn Siemens of potential
delivery delays due to Coronavirus Disease 2019 pandemic (COVID-19) and ultimately
Siemens’ supplier confirmed lead times were running longer than expected due to
closures at manufacturing plants. During the first week of April, Siemens was informed
that the Leotek facility (fixture manufacturer) had been shut down. At the time of the
drafting of this staff report, delivery of the LED fixtures, known as “cobra heads”, has
been completed and conversion of the majority of the streetlights to LED has started
beginning the week of June 8, 2020. The City is also in the process of evaluating a
specialized LED fixture for the decorative lights on High Street. After a model fixture is
demonstrated and approved, those 45 fixtures will be ordered and installed as well.
During the evaluation and selection of the cobra head fixtures, Siemens and City staff
worked together to identify an additional 108 HPS City safety lights at intersection traffic
signals. These safety lights are very similar to regular streetlights but are powered and
controlled from the traffic signal cabinet at the intersection. And, their lighting pattern is
a little different than a typical streetlight due to the geometry of an intersection. Staff
determined that, in an effort to achieve economies of scale and achieve additional
savings in electricity costs, those 108 HPS lights would be added to the list of fixture
exchanges. The additional 108 fixtures will cost $35,840.70. The additional cost
exceeds the original Agreement’s not-to-exceed amount; consequently, an Amendment
to the Agreement (attached) is necessary; increasing the total not-to-exceed amount of
$726,621.48 to $762,462.18. The original Agreement includes a $94,777 contingency;
however, the majority of the contingency is necessary to cover additional expenses of
the standard cobra head streetlight costs as well as anticipated cost increases for the
decorative streetlights on High Street.
FISCAL IMPACT
Costs for the HPS to LED conversion of City Safety lights at intersection traffic signals
are proposed to be covered by the Traffic Signal Cabinet Upgrade Project M0033,
funded by Local TDA Article 8A Fund (2412), with expense line 2412-311-M0033-
55200. There is $44,062.40 available in this expense line in Fiscal Year 2019/20, with
$35,840.70 needed to cover the 108 fixtures at the City’s intersections.
As previously mentioned, staff is proposing to increase Siemens’ total not-to-exceed
Agreement amount by an additional $35,840.70; for a total not-to-exceed of
$762,462.18, which includes a contingency of $94,777.
COUNCIL GOAL COMPLIANCE
This action is consistent with City Council Strategy 5, Goal 2, Objective 3 (5.2.3):
“Complete Purchase and Convert Streetlights.”
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Honorable City Council
06/17/2020 Regular Meeting
Page 3
STAFF RECOMMENDATION
Authorize the City Manager to sign Amendment No. 1 to the Agreement with Siemens
Mobility, Inc., increasing the not-to-exceed amount of $726,621.48 to $762,462.18,
subject to final language approval of the City Manager.
Attachment: Siemens Mobility, Inc. Amendment No. 1
425
ATTACHMENT
AMENDMENT NO. 1
AGREEMENT BETWEEN THE CITY OF MOORPARK AND SIEMENS MOBILITY,
INC., FOR STREETLIGHT TURNKEY SERVICES
This Amendment No. 1 to the Agreement between the City of Moorpark, a
municipal corporation (“City”), and Siemens Mobility, Inc., a corporation (“Contractor”),
for streetlight turnkey services (“Agreement”), is made and entered into on this ___ day
of ____________________, 202__.
RECITALS
WHEREAS, on November 30, 2018, the City and Contractor entered into an
Agreement to have the Contractor provide construction and other services related to
acquisition and light emitting diode (LED) retrofit for the streetlighting system in the City
of Moorpark; and
WHEREAS, the City and Contractor now desire to amend the Agreement to
include conversion of one hundred eight (108) high pressure sodium (HPS) City Safety
lights to LED at the City’s intersections controlled by City-owned traffic signals; and
WHEREAS, Contractor has provided a price quote that includes costs for the
conversion of the one hundred eight (108) Safety lights in the amount of thirty-five
thousand eight hundred forty and seventy cents ($35,840.70), as detailed in Exhibit E;
and
WHEREAS, the City and Contractor now desire to amend the Agreement to
increase the compensation for services to be performed by Contractor from seven
hundred twenty-six thousand six hundred twenty-one dollars and forty-eight cents
($726,621.48) by a value of thirty-five thousand eight hundred forty and seventy cents
($35,840.70) for a total contract value of seven hundred sixty-two thousand four
hundred sixty-two dollars and eighteen cents ($762,462.18), and document said
agreement to amend by jointly approving Amendment No. 1 to the Agreement.
NOW, THEREFORE, it is mutually agreed by and between the parties to the
Agreement as follows:
I. Section 1, TERM, is amended by replacing this section in its entirety as follows:
“The term of the Agreement shall be from the date of City Council
approval on November 7, 2018, until completion of the work identified in
the Scope of Services and in conformance with Exhibits C, D, and E,
unless this Agreement is terminated or suspended consistent with Section
6 of this Agreement.”
II. Section 2, SCOPE OF SERVICES, is amended by replacing paragraphs one (1),
two (2), and three (3) of the section in their entirety as follows:
426
Amendment No. 1 to Agreement between City of Moorpark and Siemens Mobility, Inc. Page 2
“City does hereby retain Contractor in a contractual capacity to
provide construction and other services related to acquisition and retrofit
for the streetlighting system in the City of Moorpark, as set forth in Exhibit
C: Contractor’s Bid Proposal, which exhibit is attached hereto and
incorporated herein by this reference as though set forth in full and
hereinafter referred to as the “Proposal” and as set forth in Exhibit D: City
Request for Proposal Documents, which exhibit is attached hereto and
incorporated herein by this reference as though set forth in full and
hereinafter referred to as “Bid Documents” and as set forth in Exhibit E:
Price Schedule for Additional LED Safety lights to be Installed at
Intersections with City-owned Traffic Signals, which exhibit is attached
hereto and incorporated herein by this reference as though set forth in full
and hereinafter referred to as “Safety lights”. Where said services as set
forth in Exhibits C, D, and E are modified by this Agreement, or in the
event there is a conflict between the provisions of Exhibit C, Exhibit D,
Exhibit E, and this Agreement, the language contained in this Agreement
shall take precedence.
Contractor shall perform the tasks described and set forth in Exhibit
C, Exhibit D, and Exhibit E. Contractor shall complete the tasks according
to the schedule of performance which is also set forth in Exhibit D.
Compensation for the services to be performed by Contractor shall
be in accordance with Exhibit C and Exhibit E. Compensation shall not
exceed the rates or total value of six hundred sixty-seven thousand six
hundred eighty-five dollars and eighteen cents ($667,685.18) as stated in
Exhibit C and Exhibit E plus a contingency of ninety-four thousand seven
hundred seventy-seven dollars ($94,777.00) for a total contract value of
seven hundred sixty-two thousand four hundred sixty-two dollars and
eighteen cents ($762,462.18) without a written amendment to the
agreement executed by both parties. Payment by City to Contractor shall
be as referred to in this Agreement.”
III. Section 5, PAYMENT, is amended by replacing paragraph one (1) in its entirety
as follows:
“The City agrees to pay Contractor monthly, in accordance with the
terms and the schedule of payment as set forth in Exhibit C, Exhibit D, and
Exhibit E attached hereto and incorporated herein by this reference as
though set forth in full based upon percentage of completion of the Scope
of Work in Exhibit C, Exhibit D, and Exhibit E. This amount shall not
exceed six hundred sixty-seven thousand six hundred eighty-five dollars
and eighteen cents ($667,685.18) plus a contingency of ninety-four
thousand seven hundred seventy-seven dollars ($94,777.00) for a total
contract value of seven hundred sixty-two thousand four hundred sixty-two
dollars and eighteen cents ($762,462.18) for the total term of the
Agreement unless additional payment is approved as provided in this
Agreement.”
427
Amendment No. 1 to Agreement between City of Moorpark and Siemens Mobility, Inc. Page 3
IV. Section 27, PRECEDENCE, is amended by replacing this Section in its entirety
as follows:
“Contractor is bound by the contents of City’s Bid Documents (Exhibit D),
Proposal (Exhibit C) and Safety lights (Exhibit E) attached hereto and
incorporated herein by this reference as though set forth in full. In the
event of conflict, the requirements of the City’s Bid Documents and this
Agreement shall take precedence over those contained in the Proposal
and Safety lights.”
V. Remaining Provisions:
Except as revised by this Amendment No. 1, all of the provisions of the
Agreement shall remain in full force and effect.
In W itness W hereof, the parties hereto have caused this Amendment to be
executed the day and year first above written.
CITY OF MOORPARK SIEMENS MOBILITY, INC.
_______________________________ _______________________________
Troy Brown
City Manager
Steven Teal
Director of Services
_______________________________
Michael Hutchens
Operations Manager
Attest:
_______________________________
Ky Spangler
City Clerk
428
Amendment No. 1 to Agreement between City of Moorpark and Siemens Mobility, Inc. Page 4
EXHIBIT E
PRICE SCHEDULE FOR ADDITIONAL
LED SAFETY LIGHTS TO BE INSTALLED AT
INTERSECTIONS WITH CITY-OWNED TRAFFIC SIGNALS
ID Leotek Catalog Code
Unit
Price Qty
Extended
Price Comment
I1
GCJ3 30J MV 30K GY
080 PCR7 WL $277.90 87 $24,177.30
City Owned
Intersection Lights
I2
GCM1 60J MV 30K 4 GY
110 PCR7 WL $555.40 21 $11,663.40
City Owned
Intersection Lights
Total 108 $35,840.70
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