COUNTY OF SAN MATEO

Inter-Departmental Correspondence

Department of Public Works

DATE:

April 10, 2006

BOARD MEETING DATE:

April 18, 2006

SPECIAL NOTICE/HEARING:

None

VOTE REQUIRED:

Majority

TO:

Honorable Board of Supervisors

FROM:

Neil R. Cullen, Director of Public Works

SUBJECT:

Lighting Retrofit at 555 County Center, Redwood City (P11U1)

Recommendation

Adopt a resolution adopting plans and specifications, determining prevailing wage scales and awarding and authorizing execution of a contract to retrofit the light fixtures at 555 County Center.

Vision Alignment

Commitment: Responsive, effective and collaborative government.

Goal 20: Government decisions are based on careful consideration of future impact, rather than temporary relief or immediate gain.

Your Board’s adoption of the proposed resolution will result in cost savings and a net reduction in carbon dioxide emissions associated with providing lighting at 555 County Center, and will demonstrate your Board’s continuing commitment to conserve energy and practice environmental stewardship.

Background

Previous Board Action

Adopted Resolution No. 067742 on December 13, 2005, authorizing the Director of Public Works to call for bids for the above-described project.

Adopted Resolution No. 067837 on February 28, 2006, rejecting the one bid received and authorizing the Director of Public Works to re-advertise the project for bid.

History

Pacific Gas and Electric Company (PG&E) notified us, in their letter received on March 27, 2006, that they were extending the New Efficiency Options (NEO) energy rebate program until May 31, 2006.

The proposed project qualifies for this rebate. However, retro-fit kits are needed in order to install the new lighting at 555 County Center and the lead time to acquire the kits is 6 to 8 weeks. We therefore asked the County’s Purchasing Agent to purchase the kits in advance of awarding the contract in order to meet the deadline imposed by PG&E. The kits have been purchased and the contract documents require the contractor to install the kits as well as the new lamps and ballasts.

Discussion

On Thursday, April 6, 2006, bids were accepted for this project and subsequently referred to this office for checking and recommendation.

The bids have been checked and the bid of:

AmTech Lighting Services

1266 Fourteenth Street

Oakland, CA 94607

was the lowest bid received. The engineer’s estimate was $102,000. A summary of the bids received is as follows:

Company Name

Base Bid

1.

AmTech Lighting Services

$81,622.00

2.

Nu-Tek Lighting

$90,725.49

3.

T. Marshall and Associates

$96,083.00

4.

Eren Electric

$101,695.62

We have reviewed the contract documents and have determined the Equal Employment (Affirmative Action) program submitted by the low bidder is in accordance with the current Equal Employment Guidelines; and we have confirmed that they comply with the equal benefit provisions and the employee jury duty provisions of the County Ordinance Code.

A resolution has been approved as to form by County Counsel.

Fiscal Impact

The total contract work is estimated at $90,000 which includes a ten percent (10%) contingency ($81,622 low bid plus a contingency of $8,378 = $90,000). The contingency will be used to pay the contractor for any unforeseen work that is authorized by executed contract change orders.

The total cost of converting the light fixtures to more energy efficient fixtures is approximately $167,000 including the retro-fit kits (kits were purchased for $76,687.56). Funds have been appropriated in the 2005/06 Capital Projects Budget for energy projects and are proposed to be used to finance this project.

The project qualifies for approximately $32,000 in energy rebates from the Local Government Energy Partnership that will be received through PG&E after the work is completed. In addition, we estimate that the net cost to the County of $135,000 ($167,000 - $32,000) will be paid back in avoided energy charges in 4 years based on the current cost pre kilowatt-hour.

There is a positive impact to the General Fund as energy savings will continue after the 4 years pay back period.