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BACKGROUND
<br /> The City maintains over 8,100 streetlights, pathway, and parking lot lights throughout
<br /> the city, including 795 lights within Hacienda park. Historically, the City has partnered
<br /> with Hacienda to maintain the 795 lights located within the park. The City will continue
<br /> this partnership and will be reimbursed by Hacienda for needed repair of the lights. The
<br /> maintenance of the streetlights, pathway and parking lot lights includes night checks of
<br /> arterial roadways, replacement of photocells or fixtures, ultrasonic pole testing, pole
<br /> painting, and emergency response to pole knockdowns.
<br /> In March 2019, the City entered into an agreement with Vista Universal Inc., for these
<br /> services; that agreement expires on August 31, 2023. All work performed by Vista
<br /> Universal Inc., during the term of the current contract has been completed satisfactorily.
<br /> DISCUSSON
<br /> The City issued an RFP for these services and conducted an optional bidder's
<br /> conference on held on May 23, 2023, to discuss the scope of work and answer
<br /> questions by interested contractors. Four proposals were received, with Vista Universal
<br /> Inc., providing the most qualified bid based on evaluation criteria listed in the RFP.
<br /> The proposed agreement is for three years — from September 1, 2023, to June 30, 2026
<br /> — in an amount not-to-exceed $900,000 over the term. If the City is satisfied with the
<br /> contractor's performance during this period, an option is provided in the agreement for
<br /> two additional one-year extensions, with allowable cost increases based upon the local
<br /> Consumer Price index (CPI).
<br /> The average cost per year is estimated to be approximately $300,000 based on prior
<br /> years' expenditures and trends as shown in the table below. The annual maintenance
<br /> cost is calculated based on the monthly maintenance cost for 8,895 lights, pole painting
<br /> and ultrasonic pole testing. The as-needed costs for additional services, which are
<br /> estimated, will fluctuate for emergency responses, LED lamp conversion, upgrades and
<br /> installation, and night checks as those activities are invoiced on a time and material
<br /> basis.
<br /> AVERAGE ANNUAL COST Year 1 Year 2 Year 3
<br /> Yearly Maintenance Cost $53,500 $56,000 $58,500
<br /> Additional Services:
<br /> Emergency Response 200,000 200,000 200,000
<br /> * LED Lamp Conversion 25,000 22,500 20,000
<br /> Upgrades and Installation 11,500 11,500 11,500
<br /> Night Checks 10,000 10,000 10,000
<br /> TOTAL COST I $300,000 $300,000 $300,000
<br /> * The number of LED Lamp Conversions are reduced in subsequent years to maintain consistent overall budget in years 2 and 3.
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