TO:
Honorable Mayor and Members of the City Council
THROUGH:
Bruce Moe, City Manager
FROM:
Erick Lee, Public Works Director
Prem Kumar, City Engineer
Helen Shi, Senior Civil Engineer
SUBJECT:Title
Formally Accept as Complete the Citywide Street Light LED Retrofit Project and Authorize Filing a Notice of Completion with the County Recorder (Public Works Director Lee).
APPROVE
Line
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Recommended Action
RECOMMENDATION:
Staff recommends that the City Council:
1. Formally accept as complete the City Wide Street Light LED Retrofit Project constructed by Express Energy Services, Inc.;
2. Authorize filing of the appropriate Notice of Completion with the County Recorder’s Office;
3. Release the unexpended project funding balance back to Capital Improvement Program Fund (Fund 401).
FISCAL IMPLICATIONS:
The City Wide Street Light LED Retrofit Project was funded in the Fiscal Year (FY) 2020-2021 Capital Improvement Program (CIP) budget. The approved construction contract between the City and Express Energy Services, Inc. is $246,534, with an authorized contingency of $24,653 for a total construction contract budget of $271,187. Express Energy Services, Inc. completed all work for a total of $270,764 on the project.
BACKGROUND:
On July 7, 2020, City Council awarded a $246,534 contract for the project to Express Energy Services, Inc. and authorized an additional contingency of $24,653 (10%) for a total construction contract budget of $271,187. The work consists of the installation of 942 City-owned LED streetlight fixtures on 825 poles located on arterial and residential streets.
DISCUSSION:
The Notice to Proceed to Fulfill Preconstruction Requirements and Order Materials was issued on November 17, 2020. The Notice to Proceed was issued to the Contractor in January 2021. The installation of all LED lights was completed on February 12, 2021. Afterward, the installation of the adjustable shields to block excessive lights was performed at the request of residents.
The City processed one change order for the additional tasks due to unexpected severe bolt rust requiring bolt grinding and repairing, wire replacement, the additional effort for installation and testing, and installation of the specially made circular shields. The total value of the change order was $24,230, in addition to the original construction contract of $246,534, which increased the cost of construction to $270,764. Below is a summary of the budget and expenditures.
$271,187 Total Construction Contract Budget
$246,534 Original Construction Contract
$24,230 Change Order #1 - Additional Required Tasks
$270,764 Total Expenditures
$423 Returned to CIP Fund (Fund 401)
The contractor has completed all work for a total construction cost of $270,764 and is now requesting formal acceptance of the project. Notice of Completion will be recorded with the County Recorder. All work inspected by the Public Works Department has been found to be in conformance with the specifications and of good quality.
PUBLIC OUTREACH:
City Council held a study session on June 23, 2015, to discuss energy-efficient options with the community. Following the study session, several City Council meetings were held to approve participation in the Southern California Edison (SCE) streetlight valuation process, award a professional service contract to NAM to conduct an energy audit of City facilities, and review the streetlight purchase and LED retrofit options. On January 17, 2017, the staff brought forward to City Council a summary of energy efficiency opportunities, including the LED streetlight retrofit measure. On February 21, 2017, City Council acknowledged the financial and environmental benefit of LED streetlight retrofit measures. On July 7, 2020, the City Council awarded the project contract. At each of these meetings, the community had the opportunity to provide input regarding the proposed measures and actions. The project was also included in the publicly reviewed and adopted CIP Budget annual approval process in FY 2018-2019 through 2020-2021. The City staff maintained regular communication with the adjacent property owners affected by the new LED lights to provide proper adjustment to their satisfaction.
ENVIRONMENTAL REVIEW:
The City has reviewed the proposed project for compliance with the California Environmental Quality Act (CEQA) and has determined that the project qualifies for a Class 1(c) categorical exemption pursuant to Section 15301 (Existing Facilities) of the State CEQA Guidelines since the project focuses on the LED retrofit of existing streetlight, involving no expansion of public facilities. Thus, no further environmental review is necessary. A Notice of Exemption was filed with the Los Angeles County Clerk’s Office for the project.
LEGAL REVIEW:
The City Attorney has reviewed this report and determined that no additional legal analysis is necessary.
ATTACHMENT:
1. Manhattan Beach Streetlight Inventory Map