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Home My WebLink AboutAGENDA REPORT 2001 0117 CC REG ITEM 11EITEM I LE • ;i'1I2';.. t.Ei C�FttiI11 of oal ACTi()�: APRVD. STi<1t'�'. REc. tNCC... ACDCAMOrs oK' RM-SO 2.flo I -19 p-7 MOORPARK CITY COUNCIL RE-5 2ocA -Jacag AGENDA REPORT BY: TO: The Honorable City Council FROM: Kenneth C. Gilbert, Director of Public Works PREPARED BY: Robert P. Morgenstern, Public Works�� Supervisor DATE: January 5, 2001 (Council Meeting 1- 17 -01) SUBJECT: LED Conversion Project Phase II. BACKGROUND: The City is currently in the process of converting City - owned traffic signals to LED (Light Emitting Diode) lights. This was made financially feasible through an incentive program sponsored by Southern California Edison (SCE). DISCUSSION: A. PHASE II PROJECT SUMMARY: Under current agreement with the State of California Department of Transportation (Caltrans) the City pays the energy costs for all Caltrans -owned traffic signals at all intersections of a State Highway and a City Street, and Caltrans pays for all other maintenance costs. The use of LED bulbs in these traffic signals will reduce the City's energy costs. The California Energy Commission (CEC) has established a grant program for public agencies who retrofit incandescent traffic signal bulbs with qualifying LED lamps. Staff has made application to the CEC for the partial funding of this project, and expects confirmation soon of approval of $38,960.00 (which includes $2,870 in contingencies) for this purpose. (11 111 �3 G This grant is to convert all red and green lamps, all red and green arrows, all advanced warning flashing amber lamps and all pedestrian heads (Upraised Hand /Walking Person combinations) at designated Caltrans traffic signals. Final approval of the grant application requires adoption of a Resolution (attached) by the City Council formally applying for said CEC Grant. B. Proposed Scope of Work All lights (except non - flashing amber) at fourteen (14) Caltrans -owned signals would be converted from incandescent to LED lamps. The project includes providing the necessary bulbs and converting the signal and pedestrian heads to a Type 1 hard wired installation as opposed to the existing screw in type. C. Procurement Contract Procurement of the LED lamps will be done separately from the installation contract. A review copy of the Informal Bid Documents and Specifications for Procurement of lamps for the subject project has been placed on top of the file cabinets in the City Council Conference Room. D. Caltrans Installation Caltrans has indicated that they would provide for the installation of the LED lamps thus reducing the total conversion costs to the City. However, under the guidelines of the CEC Grant all lamps must be installed and fully operational by June 1, 2001. Staff is waiting for written confirmation from Caltrans that they can meet this deadline. E. Installation Contract If Caltrans is unable to meet the June 1, 2001 installation deadline, the City will secure a private contractor to perform the installation. A review copy of the Informal Bid Documents and Specifications for Installation of lamps for the subject project has also been placed on top of the file cabinets in the City Council Conference Room. F. Safety 1. INCREASED SAFETY LED's provide increased safety for the following reasons: ❖ LED's burn brighter than incandescent. ❖ LED's last up to ten years ❖ When LED's expire, they do slowly diode by diode, not all at once like incandescent. G. Schedule It is anticipated that informal bids for the subject project will be received mid - February. Construction should begin by mid March 2001 and be completed by May 2001. H. Fiscal Impact 1. CEC GRANT CEC has confirmed approval of the City's Grant application for a rebate of a portion of the costs for the subject project. Under this program the City will recover $50.00 for each 12" red light (including arrows), $40 for each 8" red light, $100.00 for each green light, $70 for each green arrow, $80 for each 8" green light, $50 for each flashing amber light, and $70.00 for each combination Ped Head. This program is effective for units installed and operational by June 1, 2001. 2. ANTICIPATED LONG -TERM SAVINGS Based on the estimates provided by the CEC, the City would experience an initial capital outlay of $93,920 and would receive $53,740 ($36,090 CEC Grant plus $17,650 in first year energy savings) in savings and incentives the first year leaving C J a net expense of saving of $17,650 receive a project nine (39) months. would continue to $17,650. $40,180. Realizing energy annually, the City would payback in an estimated thirty - From that point on the City realize annual savings of 3. COST ESTIMATE AND FUNDING Funds for this project have not been budgeted for 2000 -01 and a Budget Adjustment is necessary. The project's construction cost is estimated at $93,920. California Energy Commission rebates will amount to $36,090.00 and when received will be accounted for as a negative project expense (not revenue). The total estimated cost outlay for construction therefore is $57,830. A Resolution (attached) has been prepared for the proposed budget amendment. Said Resolution includes the above mentioned funding from the Gas Tax Fund for the conversion of Caltrans owned Traffic Signals to Light Emitting Diodes. A summary of the proposed budget amendment is as follows: Account Number Current Budget Amendment Revised Budget 2605.8310.0000.9253 $65,2151 $57,830 1 $123,045 Total $65,2151 $57,830 1 $123,045 STAFF RECOMMENDATIONS (Roll Call Vote): 1. Approve Bid Documents for product procurement. 2. Approve Bid Documents for installation contract (to be advertised and awarded if Caltrans is unable to meet installation deadline). 3. Adopt Resolution 2001- amending the 2000 -01 Budget. 4. Adopt Resolution 2001- authorizing Grant Application. Attachments: Exhibit 1: Resolution Amending Budget Exhibit 2: Resolution Authorizing CEC Grant Application RESOLUTION NO. 2001 - A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MOORPARK, CALIFORNIA, REVISING THE AMOUNT OF THE APPROPRIATION AND BUDGET FOR TRAFFIC SIGNAL MAINTENANCE [GAS TAX FUND 2605, DIVISION # 8310, OBJECT # 92531 WHEREAS, on June 21, 2000, the City Council adopted the Budget for Fiscal Year 2000101; and WHEREAS, a staff report has been presented to the City Council requesting a budget increase in the aggregate amount of $57,830.00; and WHEREAS, Exhibit `A', attached hereto and made a part hereof, describes said Budget amendment and its resultant impacts to the budget line item(s). NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF MOORPARK DOES HEREBY RESOLVE AS FOLLOWS: SECTION 1. That a Budget amendment in the aggregate increase of $57,830 as more particularly described in attached Exhibit A, is hereby approved. SECTION 2. The City Clerk shall certify to the adoption of this resolution and shall cause a certified resolution to be filed in the book of original resolutions. PASSED AND ADOPTED this day of , 2001. Patrick Hunter, Mayor ATTEST: Deborah S. Traffenstedt, City Clerk Attachment: Exhibit `A': Appropriation and Budget Detail C� () x40 Resolution No. 2001 - Exhibit `A' APPROPRIATIONS FOR LED TRAFFIC SIGNAL CONVERSION PROJECT (Phase II) Account Number Current Budget ($) Amendment ($) Revised Budget ($) 2605.8310.0000.9253 65,215 93,920 159,135 Total 65,215 93,920 159,135 OTHER STATE GRANTS Account Number Current Budget ($) Amendment ($) Revised Budget ($) 2605.3588 0 36,090 36,090 DISTRIBUTION OF APPROPRIATION TO ACCOUNT 2605- 8310 - 000 -9253 * Revised Budget total Approved as to form: C � �� 1.� y Individual Descriptions AMOUNT (1) Routine Maintenance $ 17,880 (2) Extraordinary Maintenance (based on history) $ 4,240 (3) Paint existing signal poles (one time expense) $ 10,000 (4) LED Traffic Signal Conversion (City owned) $ 88,390 (5) Southern California Edison Reimbursement $ (55,295) Subtotal $ 65,215 (6) LED Traffic Signal Conversion (Phase II) $ 93,920 (7) (8) (9) (10) (11) (12) (13) TOTAL FY 2000 /2001 EXPENDITURE REQUEST $ 159,135 * Revised Budget total Approved as to form: C � �� 1.� y RESOLUTION NO. 2001 - A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MOORPARK, CALIFORNIA, AUTHORIZING THE CITY MANAGER TO APPLY FOR LED CONVERSION FUNDING FROM THE CALIFORNIA ENERGY COMMISSION WHEREAS, the California Energy Commission provides grants to finance energy efficiency projects that will reduce peak electricity demand; NOW, THEREFORE, BE IT RESOLVED; that the CITY COUNCIL OF THE CITY OF MOORPARK authorizes the City Manager to apply for funding from the California Energy Commission to replace incandescent traffic signals with those using light emitting diodes. BE IT ALSO RESOLVED, that if recommended for a funding award by the California Energy Commission, the CITY COUNCIL OF THE CITY OF MOORPARK authorizes the City Manager to accept a grant up to $38,960. BE IT FURTHER RESOLVED, that the City Manager is hereby authorized and empowered to execute in the name of the City of Moorpark all necessary documents to implement and carry out the purpose of this Resolution, and to undertake all actions necessary to undertake and complete the energy efficiency project. PASSED AND ADOPTED this day of , 2001. Patrick Hunter, Mayor ATTEST: Deborah S. Traffenstedt, City Clerk C' . 0,; '3. e--)o V j .4"