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HomeMy WebLinkAbout06 APPROVE AGREEMENT WITH TANKO STREETLIGHTING6 • Agenda Item AGENDA REPORT Reviewed: City Manager I� Finance Director MEETING DATE: DECEMBER 19, 2017 TO: JEFFREY C. PARKER, CITY MANAGER FROM: DOUGLAS S. STACK, DIRECTOR OF PUBLIC WORKS \ CITY ENGINEER SUBJECT: APPROVE AGREEMENT WITH TANKO STREETLIGHTING SUMMARY On August 4, 2015, the City Council authorized the City's participation in Southern California Edison's Street Light Acquisition Program. SCE provided the City with a valuation of all assets in their inventory that were available for purchase. A financial analysis was completed and found purchasing the street lights and subsequent conversion to LED fixtures would result in significant annual savings. On April 18, 2017, the City Council approved a Purchase and Sale Agreement with SCE for the Acquisition of SCE -Owned Street Lights. Staff is now requesting that the City Council approve an agreement with Tanko Streetlighting (DBA Tanko Lighting) for the design and conversion of the street lights from high pressure sodium to energy efficient LED. RECOMMENDATION It is recommended the City Council award the agreement for the LED Streetlight Conversion Project (CIP No. 10079) to Tanko Streetlighting in the amount of $1,126,855.05 and authorize the Mayor and the City Clerk to execute the contract documents of behalf of the City. FISCAL IMPACT Sufficient funds in the amount of $1,700,000 have been budgeted and appropriated in the Capital Improvement Program for the LED Streetlight Conversion Project (CIP No. 10079). The project is funded through the General Fund - CIP (Fund 200). The City's most recent financial analysis projects a savings of $3,100,000 over the next twenty (20) years through the purchase of the streetlight system in Tustin and converting the fixtures to LED. This savings is derived from the following: 1. Placement on SCE's LS -2 LED rate which results in reduced maintenance and energy costs; 2. Taking advantage of SCE's rebate for converting streetlights to LED; and 3. An annual transfer of $250,000 to an equipment replacement fund to ensure funds are available to replace the fixtures at the end of their lifespan and address pole replacements as needed. CORRELATION TO THE STRATEGIC PLAN The recommended actions contribute to the fulfillment of the City's Strategic Plan Goal B, Public Safety and Protection of Assets, ensuring that Tustin is an attractive, safe and well maintained community in which people feel pride. Approve Agreement with Tanko Lighting December 19, 2017 Page 2 DISCUSSION The scope of work associated with this project can be broken down into three primary phases. The first phase includes a Citywide lighting design to ensure proper fixtures and wattages are chosen for the various lighting requirements throughout the community. The second phase is the actual field work to remove the existing fixtures and replace them with new LED fixtures and photocells. The third and final phase includes assisting the City with the required documentation to be submitted to SCE for the tariff changes and rebate associated with conversion to LED. Staff released a Request for Proposals to four (4) firms on October 10, 2017. Three (3) proposals were received and evaluated by City staff. The evaluation team determined that any of the three firms could adequately perform the service and ultimately selected Tanko Lighting based on the following factors: ■ Lowest overall project cost ■ No exceptions to the RFP were taken Tanko Lighting is a national firm focused solely on providing professional services for municipal energy efficiency streetlight conversion projects. To date, the company has been involved with the conversion of more than 350,000 streetlights. Tanko Lighting has provided "conversion services in twenty-three (23) states working with fifty-five (55) utilities. Tanko Lighting is committed to working with the City to implement a LED streetlight network that offers energy and cost savings, while addressing key resident concerns through proper design. Staff recommends that the City Council award the agreement for the LED Streetlight Conversion Project (CIP No. 10079) to Tanko Streetlighting. 'S. Stack, P.E. of Public Works/City Engineer Attachments: Agreement S:\City Council Items\2017 Council Items\12-19-2017\Approve Agreement with Tanko Lighting\Approval of Agreement with Tanko Lighting.docx PROFESSIONAL SERVICES AGREEMENT THIS AGREEMENT FOR PROFESSIONAL SERVICES, is made and entered into this day of —20 , by and between the CITY OF TUSTIN, a municipal corporation, hereafter referred to as "City", and Tanko Streetlighting, Inc., a California Corporation, hereinafter referred to as "Consultant". RECITALS WHEREAS, City requires the services of a consultant to furnish the necessary services for the Streetlight LED Conversion Project hereinafter referred to as "Project"; and WHEREAS,"City has prepared a Request for Proposal (RFP) dated October 2017, a copy of which is attached hereto, marked as Exhibit "A" and is by this reference incorporated into this Agreement; and WHEREAS, in response to City's RFP, Consultant has submitted to City a proposal dated November 6, 2017, a copy of which is attached hereto marked as Exhibit "B" and is by this reference incorporated into this Agreement; and WHEREAS, Consultant is qualified to provide the necessary services for the Project and desires to provide said services to City; and WHEREAS, City desires to retain the services of Consultant for said Project. NOW, THEREFORE, for the consideration and upon the terms and conditions hereinafter set forth, the parties agree as follows: AGREEMENT Section 1: Scope of Consultant's Services Consultant shall perform all work necessary to complete in a manner satisfactory to City, the services set forth in Exhibit "A" and Exhibit "B" in accordance with the terms and conditions of this Agreement. Section 2: Order of Precedence In the event of a conflict between or among any of the documents comprising this Agreement, the following order of precedence shall govern the provision in question: 1. This Agreement 2. City's Request for Proposal (Exhibit "A") 3. Consultant's Proposal (Exhibit "B") Section 3: Time for Completion The time for completion of the work to be performed by Consultant is an essential condition of this Agreement. Consultant shall prosecute regularly and diligently the work of this Agreement according to reasonable schedules established by the City for various items described and as outlined within Consultant's proposal. Consultant shall not be accountable for delays in the progress of its work caused by any condition beyond its control and without the fault or negligence of Consultant. Section 4: Compensation A. The compensation to be paid under this Agreement shall be as set forth in Exhibit "B", which shall not exceed a total cost of one million one hundred twenty six thousand eight hundred fifty five dollars and five cents ($1,126,855,05). B. Consultant shall submit detailed invoices, based upon the actual -work performed accompanied by backup documentation as requested by the City. C. Progress payments for work completed shall be paid by City as the work progresses, within thirty (30) days of the date of Consultant's invoice. D. Consultant shall provide City with a monthly itemization of all work performed, and the fees accrued thereon, in complete and sufficient detail to fully apprise City thereof. Section 5: Independent Contractor Consultant's relationship to City in the performance of this Agreement is that of an independent contractor. Consultant's personnel performing services under this Agreement shall at all times be under Consultant's exclusive direction and control and shall be employees of Consultant and not employees of City. Consultant shall pay all wages, salaries and other amounts due its employees in connection with this Agreement K and shall be responsible for all reports and obligations respecting them, such as social security, income tax withholding, unemployment compensation, worker's compensation and similar matters. Section 6: Indemnification Consultant agrees to indemnify, defend and hold City, its officers, agents, employees, successors and assigns harmless from any loss, damage, injury, sickness, death, or other claim made by any person and from all costs, expenses and charges including attorney's fees caused by or arising out of Consultant's, its officers', agents', subcontractors', or employees' negligent acts, negligent errors, or negligent omissions or willful misconduct, or conduct for which the law imposes strict liability on Consultant in the performance or failure to perform this Agreement. Section 7: Insurance A. Consultant shall maintain in full force and effect during the term of this Agreement policies of commercial general liability and automobile liability insurance (each of which shall include property damage and bodily injury) and each with limits of at least $1,000,000 combined single limit coverage per occurrence. B. Consultant shall maintain in full force and effect during the term of this Agreement a policy of professional liability insurance coverage with limits of at least $1,000,000 combined single limit coverage per claim or per occurrence. If Consultant provides claims made professional liability insurance, Consultant shall also agree in writing either (1) to purchase tail insurance in the amount required by this Agreement or to cover claims made within five (5) years of the completion of Consultant's service under this Agreement, or (2) to maintain professional liability insurance coverage with the same carrier, or with an equivalent carrier in the amount required by this Agreement for at least five (5) years after completion of Consultant's services under this Agreement. Consultant shall also provide evidence to the City of the purchase of the required tail insurance or continuation of the professional liability policy by executing the attached Letter Agreement on Consultant's letterhead. C. Consultant shall carry and pay for such workers' compensation insurance as is required to fully protect Consultant and its employees under California Worker's Compensation Insurance Law. The insurance company shall agree to waive all rights of subrogation against the City for losses paid under the policy, which losses arose from the work performed by the named insured. D. Other applicable insurance requirements are: (1) Name the City, its officials and employees as additional insured on the commercial general liability and automobile liability insurance policies. (2) The insurance shall be issued by a 3 company authorized by the Insurance Department of the State of California and rated A, VII (seven) or better (if an admitted carrier) or A-, X (ten) or better (if offered by a surplus line broker), by the latest edition of Best's Key Rating Guide, except that the City will accept workers' compensation insurance rated B-, VII (seven) or better, or from the State Compensation fund. (3) The insurance shall not be cancelled, except after thirty (30) days written prior notice to the City; and (4) The commercial general liability and automobile liability insurance shall each be primary as respects the City, and any other insurance maintained by the City shall be in excess of this insurance and not contribute to it. E. Upon execution of this Agreement, Consultant shall provide to City certificates of insurance and insurer endorsements evidencing the required insurance. Insurer endorsements (or a copy of the policy binder if applicable) shall be provided as evidence of meeting the requirements of Subsections (1)(3) and (4) of Section 7D above and the waiver of subrogation requirement in Section 7C above. If self- insured for worker's compensation, Consultant shall submit to City a copy of its certification of self-insurance issued by the Department of Industrial Relations. Section 8: Termination of Agreement A. City and Consultant shall each have the right to terminate any or all of the services covered by this Agreement at any time or any reason by giving ten (10) business days written advance notice to the other party. B. Upon termination of this Agreement, Consultant shall be paid for services rendered by the effective date of the termination. C. Upon termination of this Agreement or completion of the Project, all documents relating to the Project shall become the sole property of City. Should City terminate this Agreement pursuant to subparagraph A. of this Section, Consultant shall within ten (10) business days of receipt of notice of termination, provide City with all documents within Consultant's possession relating to this Agreement and the Project, including but not limited to all completed documents and all drafts of uncompleted documents. Section 9: Notice Any notice allowed or required to be given shall be effective upon personal delivery thereof, or upon depositing thereof in the United States Postal Service, certified mail, upon receipt requested, postage prepaid, addressed as follows: 2 To City: City of Tustin Attn.: Department Head 300 Centennial Way Tustin, CA 92780-3715 To Consultant: Jason Tanko, President Tanko Streetlighting, Inc. 220 Bayshore Boulevard San Francisco, CA 94124 Section 10: Miscellaneous Provisions A. Consultant shall proceed immediately and diligently to perform the services provided for in this Agreement_ upon receipt of notice from City to proceed therewith. B. No part of this Agreement may be assigned by Consultant without the prior written approval of City. C. This Agreement shall extend to and be binding upon and inure to the benefit of heirs, executors, administrators, successors and assigns of the respective parties hereto. D. Consultant shall perform all services required under this Agreement using that degree of care and skill ordinarily exercised under similar conditions in similar localities, and shall be responsible for all errors and omissions for services performed by Consultant under the terms of this Agreement. E. Consultant certifies that there shall be no discrimination against any employee who is employed in the work covered by this Agreement, or against any application for such employment, because of race, religion, color, sex, or national origin including but not limited to, the following: employment, upgrading, demotion or transfer, recruitment, or recruitment advertising, lay-off or termination, rate of pay or other forms of compensation, and selection for training, including apprenticeship. F Where labor is required for public work as a part of any requirement covered by this Agreement, pursuant to the provisions of the Labor Code of the State of California, Consultant and/or any approved sub -consultant shall pay no less than those minimum wages. Proof of prevailing wage will be required. G. Consultant shall obtain an approved no fee encroachment permit from the . Engineering Division prior to the start of work under this Agreement. 5 H. This Agreement shall be interpreted in accordance with California Law. The parties agree that the Orange County Superior Court is the exclusive venue for any lawsuits by either party regarding this Agreement. I. Within ten (10) business days upon Notice to Proceed with the project's construction phase, Consultant shall be required to provide the City with 100% payment and performance bonds from a surety company licensed to do business in the State of California and with a minimum rating of A from AM Best. 9 IN WITNESS WHEREOF, this Agreement was executed by the parties on the date and year first above written. APPROVED AS TO FORM: David Kendig, City Attorney ATTEST: THE CITY OF TUSTIN Mayor of the City of Tustin City Clerk of the City of Tustin CONSULTANT Firm Name: Tanko Streetlighting, Inc. Lo TITLE: 7 TUS T , CITY OF TUSTIN 300 Centennial Way. Tustin California 92780 REQUE5T FOR PROP05AL5 for LED Streetlight Conversion CS$Jli.G?1NC� OUR i�P�"%J'!Z HONOKI G OUR PAST October 2017 PROPOSAL SUBMITTALS: Responses to the Request for Proposal (RFP) are to be submitted to: Stacey Cuevas Public Works Manager Public Works Department City of Tustin 300 Centennial Way Tustin, California 92780 no later than 10:00 a.m. on October 30, 2017. One (1) original and five (5) copies of the proposal shall be submitted in a sealed envelope and marked: "Proposal for LED Streetlight Conversion." Proposals received after the specified time will not be accepted and will be returned unopened. Questions regarding this request will be limited to written form and shall be submitted no later than 10 calendar days prior to the deadline for proposal submission. Verbal inquiries will not be accepted. Questions shall be directed to Stacey Cuevas. INDEX SECTION PAGE t. Project Description 2 2. Schedule of Events 2 3. Scope of Work 10 4. Proposer Evaluation & Selection Process 15 ATTACHMENTS Exhibit A - Specification Form Exhibit B - References Worksheet Exhibit C - Exceptions Summary Exhibit D - Addendum Acknowledgment Exhibit E - Proposer Certification Form Exhibit F - Cost Proposal Exhibit G - Signature Authority Exhibit H - Sample Agreement CITY of TUSTIN LED Streetlight Conversion - RFP October 2017 Page 2 1. PROJECT DESCRIPTION The City of Tustin (hereinafter "City") is inviting select Proposers to submit a proposal response for LED Streetlight Conversion Services in accordance with the minimum Scope of Work indicated herein. 2. SCHEDULE OF EVENTS AND RFP DELIVERY October 10, 2017 Issuance of Request for Proposals October 19, 2017 Deadline for written questions at 9:00 a.m. October 23, 2017 City will issue response to all written questions by 5:00 p.m. October 30, 2017 Proposals due at Tustin City Hall by 10:00 a.m. November 16, 2017 Anticipated interviews (est. date) December 5, 2017 City Council Authorization to Purchase (est. date) 2.1 DISCREPANCIES OR OMISSIONS Proposers finding discrepancies or omissions in the RFP or having any doubts as to the meaning or intent of any part thereof shall submit such questions or concerns in writing to the applicable City representative identified herein. All questions must be in writing and no responsibility will be accepted for oral instructions. Addenda issued in correspondence to this RFP shall be considered a part of this RFP and shall become part of any final Contract that may be derived from this RFP. 2.2 CONTINGENCIES This RFP should not be considered as a Contract to purchase goods or services, but is a Request for Proposal in accordance with the Terms and Conditions herein and will not necessarily give rise to a Contract. However, RFP responses should be as detailed and complete as possible to facilitate the formation of a Contract based on the RFP response(s) that are pursued should the City decide to do so. Completion of this RFP form and its associated exhibits are a requirement. Failure to do so may disqualify your RFP response submittal. Proposers must submit signed, sealed RFP responses by the due date and time as specified herein. Proposers will be considered non- responsive if the above requirements are not submitted as requested. In the event that only one RFP response is received, the City reserves the right to return the RFP to the Proposer unopened. Any Scope of Work, Contingencies, Special Instruction and/or Terms and Conditions applicable to this RFP and any Purchase Order derived thereafter shall be effective as of the issue date of Purchase Order (the "Effective Date"), and shall remain in full force and effect CITY OF TUSTIN LED Streetlight Conversion - RFP October 2017 Page 3 until sixty (60) days after the City has accepted the work in writing and has made final payment, unless sooner terminated by written mutual agreement signed by both parties. 2.3 QUESTIONS AND CLARIFICATIONS All questions or clarification requests must be submitted in writing to Stacey Cuevas, Public Works Manager at sc.uevas@,tus,tinc�_c:�..,org. before 9:00 a.m. on October 19, 2017. Answers and/or clarifications will be provided in the form of an Addendum and will be sent via electronic mail to the Proposers no later than 5:00 p.m. on October 23, 2017. From the issuance date of this RFP until an award has been made, Proposers are not permitted to communicate with any City staff or officials regarding this procurement, other than during interviews, demonstrations, and/or site visits, except at the direction of Stacey Cuevas, Public Works Manager, the designated representative of the City. 2.4 DISPOSITION OF MATERIAL AND CONFIDENTIAL OR PROPRIETARY INFORMATION All materials submitted in response to the RFP will become the property of the City and will be returned only at the City's option and at the expense of the Proposer submitting the RFP response. A copy of the RFP response will be retained for official files and become a public record. Any material that a Proposer considers as confidential but does not meet the disclosure exemption requirements of the California Public Records Act should not be included in the Proposer's RFP response as it may be made available to the public. 2.5 KNOWLEDGE OF REQUIREMENTS The Proposer shall carefully review all documents referenced and made a part of the RFP document to ensure that all information required to properly respond has been submitted or made available and all requirements are priced in the RFP response. Failure to examine any documents, drawings, specifications, or instructions will be at the Proposer's sole risk. Proposers shall be responsible for knowledge of all items and conditions contained in their RFP responses and in this RFP, including any City issued clarifications, modifications, amendments, or addenda. The City will provide notice of any changes and clarifications to perspective Proposers by way of electronic mail; however, it is the Proposer's responsibility to ascertain that the RFP response includes all addenda issued prior to the RFP due date. 2.6 RESERVATION OF RIGHTS The issuance of this RFP does not constitute an agreement by the City that any contract will actually be entered into by the City. The City expressly reserves the right at any time to: - Waive or correct any defect or informality in any response, RFP, or RFP procedure. - Reject any or all RFPs. - Reissue the RFP. CITY of TUSTIN LED Streetlight Conversion - RFP October 2017 Page 4 Prior to submission deadline for RFPs, modify all or any portion of the selection procedures, including deadlines for accepting responses, the specifications or requirements for any materials, equipment or services to be provided under this RFP, or the requirements for contents or format of the RFP. - The City recognizes that price is only one of several criteria to be used in judging a product or service, and the City is not legally bound to accept the lowest RFP response. - The City reserves the right to conduct pre -award discussions and/or pre -Contract negotiations with any or all responsive and responsible Proposers who submit RFP responses. - Procure any materials, equipment or services specified in this RFP by any other means. Determine that no project will be pursued. - The City reserves the right to inspect the Proposer's place of business prior to award or at any time during the contract term or any extension thereof, to determine the Proposer's capabilities and qualifications. 2.7 CALIFORNIA'S PUBLIC RECORDS ACT The City of Tustin complies with the California Public Records Act, Government Code Section 6253. (a) Public records are open to inspection at all times during the office hours of the state or local agency and every person has a right to inspect any public record, except as hereafter provided. Any reasonably segregable portion of a record shall be available for inspection by any person requesting the record after deletion of the portions that are exempted by law. Neither a RFP in its entirety, nor proposed prices shall be considered confidential and proprietary. Notwithstanding the foregoing, Proposers are hereby notified that any and all materials submitted in response to this RFP are subject to California's Public Records Act. The City's receipt, review, evaluation or any other act or omission concerning any such information shall not create an acceptance by the City or any obligation or duty to prevent the disclosure of any such information except as required by Government Code Section 6253. Companies who submit information they believe should be exempt from disclosure under the Public Records Act shall clearly mark each document as confidential, proprietary or exempt, and state the legal basis for the exemption with supporting citations to the California Code. Pursuant to California Law, if the information is requested under the Public Records Act, the City shall make a final determination if any exemption actually exists for the City to deny the request and prevent disclosure. The City will withhold such information from public disclosure under the Public Records Act only if the City determines, in its sole discretion, that there is a legal basis to do so. 2.8 MINIMUM REQUIREMENTS 2.8.1 BUSINESS LICENSE The selected Proposer awarded a Contract shall be required to obtain a Tustin Business License and provide proof of license or application prior to being issued a Purchase Order. CITY OF TuSTIN LED Streetlight Conversion - RFP October 2017 Page 5 The required documentation must be provided to Stacey Cuevas, Public Works Manager, via email at scuevas[x>1usfinca.org no later than five (5) business days from notification of award. Awarded Proposer must possess and maintain all appropriate licenses/certifications necessary in the performance of duties required under this RFP and will provide copies of licenses/certifications immediately upon request throughout the term of the Contract. Proposers shall be responsible for knowledge of all items and conditions contained in their RFP responses and in this RFP, including any City issued clarifications, modifications, amendments, or addenda. The City will provide notice of any changes and clarifications to prospective Proposers by way of addenda submitted by email; however, it is the Proposer's responsibility to ascertain that the RFP includes all addenda issued prior to the RFP due date. 2.8.2 PREVAILING WAGES Where labor is required for public work as a part of any requirement covered by this RFP, pursuant to the provisions of the Labor Code of the State of California, Proposer(s) shall pay no less than those minimum wages. Proof of prevailing wage will be required prior to the issuance of a Contract. 2.8.3 REPRESENTATIVES Should the awarded Proposer require the services of a third -party to complete the Scope of Work indicated in this RFP, the awarded Proposer will not assign, transfer, convey or otherwise dispose of the contract or its right, title or interest in or to the same, or any part thereof. Any attempt by the awarded Proposer to so assign, transfer, or subcontract any rights, duties, or obligations arising hereunder shall be null,'void and of no effect. The awarded Proposer shall be solely responsible for the satisfactory work performance of all personnel engaged in performing the Services including Proposers subcontractor. All Services shall be performed by the awarded Proposer or under the awarded Proposer's direct supervision, and all personnel shall possess the qualifications, permits, and licenses required by state and local law to perform such services. The awarded Proposer shall be responsible for payment of all employees' and subcontractors wages and benefits, and shall comply with all requirements pertaining to employer's liability, workers' compensation, unemployment insurance, and Social Security. By its execution of an Agreement, Proposer certifies that it is aware of the provisions of Section 3700 of the California Labor Code that require every employer to be insured against liability for Worker's Compensation or to undertake self-insurance in accordance with the provisions of that Code, and agrees to comply with such provisions before commencing the performance of the services. In case of default by the Proposer, the City may take the following actions which shall include but not be limited to; cancellation of any purchase order, procurement of the articles or service from other sources and may deduct from unpaid balance due to the Proposer, or CITY OF TUSTIN LED Streetlight Conversion - RFP October 2017 Page 6 may bill for excess costs so paid, and the prices paid by the City shall be considered the prevailing market prices paid at the time such purchase is made, withholding of payment until final resolution. City Representative: For the purposes of this Agreement, the contract administrator and City's representative shall be -Stacey Cuevas, Public Works Manager, or such other person as designated in writing by City ("City's Representative"). It shall be the Proposer's responsibility to assure that City's Representative is kept informed of the progress of the performance of the services, and the Proposer shall refer any decisions that must be made by City to City Representative. Unless otherwise specified herein, any approval of City required hereunder shall mean the approval of the City Representative. Proposer Representative: For the purposes of this RFP and any Agreement entered into, Proposer will be required to designate a representative of authorized to act on its behalf with respect to the services specified herein and make all decisions in connection therewith ("Proposer's Representative"). It is expressly understood that the experience, knowledge, capability and reputation of the Proposer's Representative will a substantial inducement for City to enter into an Agreement. Therefore, the Proposer's Representative shall be responsible during the term of an Agreement for directing all activities of Proposer and devoting sufficient time to personally supervise the services hereunder. The successful Proposer may not change the Proposer's Representative without the prior written approval of City's Representative. 2.8.4 EMPLOYEE CONDUCT All Proposer personnel must observe all City regulations in effect at the location where the Services are being conducted. While on City property, the Proposer's personnel shall be subject to oversight by City staff. Under no circumstances shall the Proposer's or Proposer's sub -contractor personnel be deemed as employees of the City. Proposer or Proposer's subcontractor personnel shall "not represent themselves to be employees of the City. Proposer's personnel will at all times make their best efforts to be responsive, polite, and cooperative when interacting with representatives of the City, or any other City employees. The Proposer's personnel shall be required to work in a pleasant and professional manner with City employees, outside Proposers and the public. Nothing contained in this RFP shall be construed as granting the Proposer the sole right to supply personal or contractual services required by the City or without the proper City approval and the issuance of a Purchase Order. 2.9 RFP RESPONSE FORMAT AND SUBMISSION REQUIREMENTS In order to be considered responsive, and evaluate RFP responses fairly and completely Proposers must comply with the format and submission requirements set out in this RFP, and provide all information requested. Failure to comply with this instruction will deem said RFP CITY of TUSTIN LED Streetlight Conversion - RFP October 2017 Page 7 response as non-responsive and will not receive further consideration in the evaluation process. RFP responses must include the following information and in the exact order and format as shown. Proposers shall provide one (1) original and five (5) copies of their RFP submittals. RFP responses should be prepared simply and economically, providing a straightforward, concise description of capabilities to satisfy the requirements of the RFP. Emphasis should be on completeness and clarity of content. 2.10 COVER LETTER/ INTRODUCTION RFP responses must include the complete name and address of Proposer and the name, mailing address, and telephone number of the contact person regarding the RFP response. A signature by an authorized representative must be included on each RFP response. Said signature will be considered confirmation of the Proposers ability and willingness to comply with all provisions stated herein. 2.11 TABLE OF CONTENTS The Table of Contents must be a comprehensive listing of the contents included in your RFP response. This section must include a clear definition of the material, exhibits and supplemental information identified by sequential page numbers and by section reference numbers. 2.12 EXECUTIVE SUMMARY The Executive Summary shall condense and highlight the contents of the Proposer's RFP response to provide the Evaluation Committee with a broad understanding of the Proposer's approach. Proposers shall include a statement describing the Proposer's interest in developing a partnership with the City. 2.13 EXPERIENCE The Proposer shall provide a concise statement demonstrating the Proposer's experience within the street lighting industry, expertise and capability to perform the requirements of this RFP. Provide a brief history of your company, including; - The number of years in business, - The firms service commitment to customers, - An overview of the Proposers organization, services and capabilities, - If applicable, describe infrastructure development in the region, - Whether or not the firm is involved in any pending litigation that may affect its ability to provide its proposed services. - State whether your firm is an individual proprietorship, partnership, corporation, or private nonprofit firm, and the date your company was formed or incorporated. CITY of TUSTIN LED Streetlight Conversion - RFP October 2017 Page 8 2.14 THIRD -PARTY /SUBCONTRACTORS If the Proposer intends to subcontract, a detailed list of any sub -contractors, partners, or third party who will be involved in the implementation of the proposed services including but not limited to; - Description of the Proposer's experience with each of the proposed subcontractors, - Three (3) customer references for each subcontractor to include references names, addresses, and telephone numbers, for products and services similar to those described in this RFP, - Describe the specific role of each. 2.15 STAFF BIOGRAPHIES Submit the resumes of the individuals who will be performing the services for the City. Resumes shall be formatted in the following order: - Position with the Company, - Length of time with the Company, - Licenses, registrations and certifications as required by law to perform the Scope of Work described herein, - Educational background, - Role in the Project, - Experience with the minimum requirements stated herein, - Work history on similar or like projects with the other municipalities. 2.16 SPECIFICATIONS Proposer shall review and complete "Exhibit B, Specification Form". Proposers must indicate compliance with specifications by a check mark or initials in the "MEETS", "EXCEEDS", "NO" or "N/A". Indicating "MEETS" to a specification will mean full compliance; indicating "NO" will mean an exception is being taken. All exceptions must be fully explained on a separate page titled "EXCEPTIONS", giving reference to the page and specification where the exception is being taken. Failure to comply with this requirement will result in the response being rejected. 2.17 COMPANY REFERENCES Provide a minimum of four (4) references, preferably with other Municipalities or Government Agencies in which similar services are being performed. References must be for work performed or completed in the past three (3) years. "Exhibit B, Reference Worksheet", must be used to submit references. Failure to comply with this instruction will deem the RFP response as non-responsive and will not be considered any further in the evaluation process. CITY OF TUSTIN LED Streetlight Conversion - RFP October 2017 Page 9 2.18 PROFESSIONAL SERVICE AGREEMENT In addition to the acceptance of the City's Terms and Conditions, the successful Proposer will be required to enter into a Professional Services Agreement ("PSA") with the City, a sample of which is attached to this RFP as Exhibit H. All requirements of said PSA must be completed by the successful Proposer and signed by both applicable parties prior to any services being rendered. This RFP sets forth some of the general provisions which may be included in the final PSA. In submitting a response to this RFP, Proposer will be deemed to have agreed to each clause unless otherwise indicated in the "Exception Summary, Exhibit C" and the City agrees to either, accept the objection or deviation, or change the PSA language in writing. Failure to raise any objections at the time of this RFP response submittal will result in a waiver of objection to any of the contractual language in the PSA at any other time. The signed Exception Summary shall be included in the RFP response. 2.19 INSURANCE Proposers must meet all insurance requirements as outlined in the Professional Services Agreement. The awarded Proposer will be responsible for providing the required Certificates of Insurance and must be the Named Insured on the Certificates. Certificates of Insurance from any other entity other than the awarded Proposer, will not be accepted. 2.20 ADDENDUM ACKNOWLEDGEMENT The Proposer shall hereby acknowledge they have. received all posted Addendums, if any. The Proposer understands failure to acknowledge any addenda issued may cause the response to be considered non- responsive. It is the Proposer's responsibility to ensure any and all addenda have been obtained prior to the submittal deadline. Addenda issued in correspondence to this RFP shall be considered a part of this RFP and shall become part of any final Agreement that may be derived from this RFP. Proposers must indicate their acknowledgement of any Addendums by way of signature on "Exhibit D, Addendum Acknowledgement Form" and must be included under this section of the RFP response. 2.21 PROPOSER CERTIFICATION Proposers must verify by way of signature to "Exhibit E, Proposer Certification Form" that Proposer nor any of its proposed subcontractors are currently under suspension or debarment by any state or federal government agency, and that neither Proposer not any of its proposed subcontractors are tax delinquent with the State of California. The signed exhibit must be included under this section of the RFP response. 2.22 PARTICIPATION CLAUSE It is hereby understood that other governmental entities, such as cities, counties, and special/school may utilize this RFP response at their option for equipment or services at the RFP response price. Said entities shall have the option to participate in any award made as a CITY OF TUSTIN LED Streetlight Conversion - RFP October 2017 Page 10 result of this RFP. Any such piggy- back awards will be made independently by each agency, the City is not an agent, partner or representative of these agencies and is not obligated or liable for any action of debts that may arise out of such independently negotiated piggy- back procurement. Each public agency shall accept sole responsibility of its own order placement and payments to the Proposer. 2.23 COST PROPOSAL In combination with the RFP response, Proposers shall also submit "Exhibit F, Cost Proposal". Cost shall not to be discussed or indicated anywhere in the RFP response other than in the "Exhibit F, Cost Proposal". The Cost Proposal shall be an itemized list of all proposed costs for services specified herein. The City will not be obligated to any cost not identified in the Cost Proposal submission. Failure to provide the required Cost Proposal in the requested format and on the City's Form will cause Proposers submittal to be non-responsive and be eliminated from any further consideration. 2.24 SIGNATURE OF AUTHORITY Completion of this RFP requirements and associated Exhibits are a requirement. Failure to do so may disqualify your RFP response submittal. Proposers must submit one (1) original and five (5) copies of signed, sealed RFP responses by the due date and time as specified herein. Proposers will be considered non-responsive if the above requirements are not submitted as requested. In the event that only one RFP response is received, the City reserves the right to return the RFP to the Proposer. "Exhibit G", Signature of Authority must be included with the Proposer's RFP response. 3. SCOPE OF WORK 3.1 LED RETROFIT IMPLEMENTATION 1. Replacement of approximately 3,161 existing high pressure sodium (HPS) streetlights to a Light (LED) fixture which shall include: a. Removal of existing fixture b. Verification of fixture line voltage c. Installation of replacement LED fixture with fixture ID label visible from the ground d. Adjustment and verification of fixture leveling e. Alignment and socket settings f. Installation of new photo cell with City specified long -life photo cell. 2. New LED fixture shall be in compliance with City standard. 3. Existing decorative streetlight fixtures require retrofit kit replacements. Cleaning of the glass and fixture base will be required for any retrofit. 4. Contractor shall provide all other incidental material. CITY OF TUSTIN LED Streetlight Conversion - RFP October 2017 Page 11 5. Install house -side shields on LED streetlights on an as needed basis. All requests for shields will be reviewed and approved by City staff prior to installation. Contractor shall assume that less than 3% of new LED streetlights will be requested to receive house -side shields within the first year of retrofit and include full costs for materials and labor in cost proposal. City will make every effort to limit the number of site visits required by directing the installation of shields in groups. 6. Test new LED fixtures to ensure that they work and identify locations where repair needs exist. 3.2 MATERIAL HANDLING AND LOGISTICS 1. Contractor shall be responsible for the receipt, offloading, inspection for defects, transportation, storage and warehouse management of all material. 2. Contractor will be responsible for preparing returns to manufacturer for defective devices and shall repack and palletize as necessary. 3. Contractor shall be solely responsible for any damage, theft or loss incurred to inventory prior to or during implementation until permanent installation. 3.3 PROJECT REPORTING Contractor shall provide weekly job progress reports on Monday documenting the items listed below from the previous week: a. Work locations b. Field conditions c. Project progress d. Manpower and any associated prevailing wages reporting requirements e. Specific issues requiring City's input f. Public safety g. Traffic control h. Material waste handling i. Two week look ahead schedule j. Site inspection results 2. Contractor shall also provide weekly progress reports evaluating plan schedule. a. In the event Contractor is behind schedule, a recover plan shall be presented. 3. Contractor shall maintain a log documenting any public concerns and/or field implementation issues. a. Corrective performance and dates of corrective performance shall be logged and discussed weekly with City staff. b. Any potential wiring or system issues that are discovered during project implementation shall be logged and presented to City staff immediately including a recommendation of how the issue can be resolved. 4. Upon completion of installation, all project records and reports including but not limited to Waste Disposal Logs, Prevailing Wage documents, Lien Releases, etc. shall be compiled and submitted to City for record purposes. CITY of TUSTIN LED Streefiight Conversion - RFP October 2017 Page 12 3.4 FIXTURE DISPOSAL Contractor shall be responsible for the collection, storage, disposal, and recycling of any waste generated by this project and existing light fixtures in full accordance with California Code of Regulations, Title 22, Division 4.5, Chapter 23. Examples of universal waste generated by this project include but are not limited to fixtures, lamps, ballasts, any electronic components, and packaging waste. 3.5 PROJECT MANAGEMENT 1. An experienced project manager shall be assigned to the project to ensure the project is completed to City standards. The project manager will be the main contact and shall engage with appropriate City staff to understand and document project concerns and objectives. a. A pre -construction meeting shall be scheduled that will include presentation from Contractor including but not limited to: i. Complete project milestone schedule ii. Two week look -ahead schedule iii. Traffic control plans iv. Waste disposal plan 2. Project manager shall provide weekly job progress reports and conduct regularly scheduled field inspections focusing on performance, workmanship and schedule. a. Project manager will need to meet all requirements outlined in Section 3.3 - Project Reporting and coordinate weekly/bi-weekly meetings. b. Project manager will be available for field inspections with City staff. 3.6 TRAFFIC CONTROL 1. It is anticipated that most work zones will be established using standard lane closure treatments and not require individual traffic control plans. Contractor will need to prepare custom traffic control plans where more complex traffic conditions exist. Plans must be in accordance and compliant with the current edition of the California Manual of Uniform Traffic Control Devices (CMUTCD) and the current Watchbook version. 2. Apply and obtain all required traffic and street permits as required per the City's Engineering Division and schedule necessary inspections when applicable. 3. Upon acceptance of traffic control plans, Contractor shall provide all necessary traffic control equipment and labor for traffic control in accordance with approved plan. 3.7 GIS MAPPING Contractor shall provide all necessary labor, supervision, materials, equipment and services to implement work for street light pole labeling and GIS mapping. CITY of TUSTIN LED Streetlight Conversion - RFP October 2017 Page 13 a. City will provide an existing GIS map and database of all existing street lights. b. Contractor shall update the streetlight database and GIS map to reflect the fixture installed, installation date, and City issued Pole Identification Number. City will provide a data collection application accessible to Contractor. Contractor shall provide hardware in the form of a tablet or other portable device that can be used in the field. c. At the end of the installation, Contractor shall provide a GIS shape file report for all the poles in a mutually agreed upon format. The report or data shall include the following: i. Date of installation ii. Verification of existing lamp wattage iii. Notes on any discrepancies between actual existing fixture and the database information iv. Wattage of replacement fixture v. Voltage of existing fixture vi. Model of installed fixture vii. Pole badge number viii. Verification of GIS coordinate of fixture 2. Contractor will provide fixture counts and final reconciliation with the City. 3.8 FIXTURE LABELING/CUT-OVER PROCESS Facilitate the cut -over process with SCE and provide all coordination with SCE to remove SCE tags and replace with City streetlight numbering labels/tags with the number sequence provided by the City. a. Contractor will maintain a City provided GIS database of information for each pole and reference the new pole number. The information documented should verify existing information of the pole (i.e. SCE pole number, pole type, luminaire type, wattage, lamp type and condition of asset). b. Contractor will be responsible for continued maintenance/updates of the database for the duration of the contract. c. City will furnish all tag material and provide pole number sequencing. 3.9 POST INSTALLATION 1. If needed, Contractor will administer any efforts required to process and ensure tariff change from LS -1 to LS -2, which may include coordination of all SCE inspection activities to authorize tariff change if needed. 2. Provide record ("as -built") documentation of all installed LED luminaries, GIS data, digital images of nameplates for each replaced fixture and any applicable warranties, service, maintenance and operations manuals and similar information. 3. Train City personnel in all aspects of installation, routine operation, maintenance and safety of the LED luminaries installed. CITY OF TUSTIN LED Streetlight Conversion - RFP October 2017 Page 14 3.10 INCENTIVE ADMINISTRATION 1. Contractor will ensure the necessary tools and documentation is used during installation to be in compliance with utility incentive reporting requirements. 2. Contractor will provide all required documentation for all rebates and incentives available for this project. 3.11 WARRANTY 1. The Contractor shall guarantee the entire work constructed by him under the contract to be free of defects in materials and workmanship for a period of one year following the date of completion of the project and acceptance by the City. The Contractor shall agree to make, at his own expense, any repairs or replacements made necessary by defects in materials or workmanship, which become evident within the warranty period. 2. Contractor shall provide all administrative services for the warranty enforcement for all fixtures including photo cells on behalf of the City. Services shall include review of all malfunctions for warranty related problems, manufacturer contact, processing/ rectifying warranty remedy, negotiate remedy with manufacturer with City input as needed and maintaining appropriate records for components to preserve warranty terms. 3. Lamp and photocell must have a minimum ten year manufacturer warranty. 4. Warranty begins when light fixture or photocell is installed. 3.12 LIQUIDATED DAMAGES 1. Upon notification by SCE of how the streetlights will be released to the City (i.e. in phases, one lump sum, etc.) City will determine a project completion date of sixty (60) days after last phase or lump sum of streetlights is released. For each consecutive calendar day in excess of the 60 days for completion of work, the Contractor shall pay to the City, or have withheld from monies due, the sum of $300.00. 3.13 WORKMANSHIP 1. All work shall be performed in compliance with all applicable Federal, State, Local rules and regulations, OSHA requirements and appropriate safety measures. 2. Installers shall be trained and licensed for the scope and nature of the work. 3. Installers shall follow the recommendations of the lighting and component manufacturer's installation instructions and employ appropriate safety protocols and methods of procedures to ensure proper installation and performance of the replacement equipment. 4. All work shall be completed in a "workman like" manner and in accordance with industry best practices and all pertinent standards and regulations. 5. Contractor shall provide quality assurance (QA) staff to inspect final work and correct any "punch list" items identified. The QA staff shall coordinate with City staff to ensure CITY of TUSTIN LED Streetlight Conversion - RFP October 2017 Page 15 that appropriate inspection procedures are followed and all repair items are documented and forwarded to the City. Should it become evident that common errors are being made routinely as part of the installation, the contractor shall notify the City of the issue and the contractor shall develop a plan for addressing and rectifying the issue in an expedited manner. 3.14 ADDITIVE BID 1. There are 152 decorative streetlight poles throughout the City that have two light fixtures per pole and 80 decorative streetlight poles that have one light fixture per pole, for a total of 384 fixtures. The City is looking to replace the existing decorative fixtures with a LED retrofit. These streetlights can be found in Old Town. 2. In addition, the respondent is being asked to provide a cost for the installation of a LED lamp in the existing single pendant decorative fixtures. These three streetlights can be found on EI Camino Way between the 5 Freeway and EI Camino Real. The City is not looking for a complete retrofit and wishes to retain the existing fixtures. Respondent shall evaluate the existing fixtures and identify a solution for the installation of a LED lamp. 3. If the City opts to implement the Additive Bid, only the spare inventory will be needed for whichever option is chosen. 4 PROPOSER EVALUATION & SELECTION PROCESS 4.1 INITIAL SCREENING All RFP responses will undergo an initial review to determine responsiveness to the instructions herein. Those RFP responses initially determined to be responsive will proceed to the next phase of the evaluation process. 4.2 EVALUATION ACTIVITIES RFP responses deemed as having met the standard RFP requirements as indicated herein are then evaluated by an Evaluation Committee. The RFP submittals are scored and assigned a ranking of one (1) through ten (10), ten being the highest possible score, based upon but not limited to the following evaluation criteria factors; Depth of Proposer's understanding of the City's Scope of Work/Technical Specifications and overall quality of work plan; logic, clarity and specificity of work plan; appropriateness of labor distribution among the tasks; ability to meet the project deadline; reasonableness of proposed schedule. Firm's competence to perform the required services, as indicated by the technical training, education and experience of the firm's personnel who would be assigned to perform the various services. CITY OF TUSTIN LED Streetlight Conversion - RFP October 2017 Page 16 Ability, in terms of workload and availability, of qualified personnel, equipment, and facilities to perform the required management services competently and expeditiously within City's required timeframe. Past performance with City or other government entity of previous clients with respect to factors such as control of costs, quality of work, and meeting of deadlines. The evaluator's scores are then added to a weighted spreadsheet that calculates an average score for each criterion. 4.2.1 COST EVALUATION Cost Proposals are evaluated and are scored based on the following calculations; Score = Lowest Proposal Cost / Cost of Proposal being scored X Maximum Points Available (10) The score is then added to the spreadsheet criteria scores. 4.2.2 REFERENCE CHECKS Reference checks will be conducted by the City's Representative. The reference checks may be conducted by phone with the information being scribed or by a written form, submitted to the Proposer's reference contact. It is imperative that Proposers provide up to date and accurate information regarding contact information for reference checks. All scores are then tabulated into the final Proposer ranking. 4.3 DEMONSTRATIONS/ INTERVIEWS Upon completion of the RFP evaluations and data analysis, and only if necessary, a short list of Proposers will be selected to interview and conduct a demonstration or presentation to further expand on their RFP response. Proposer interviews/demonstrations are scored (as described above for the RFP evaluation) and assigned a ranking of one (1) through ten (10), ten being the highest possible score, based upon but not limited to the evaluation criteria factors as stated within the RFP. 4.4 PROPOSER SELECTION The final Proposer selected for award will be based on the Proposer that is the most responsive, meeting the City's requirements, offering the best value at the most competitive price. The City is not obligated to award to the lowest price proposal. The awarded Proposer will be required to review their proposal response with the City Representative. Review and any applicable changes will be made prior to execution of an agreement and will become part of the final contract. The City may conduct negotiations with several Proposers simultaneously. The City may also negotiate contract terms with the selected Proposers prior to award. The City, at its sole discretion, reserves the right, unless otherwise stated, to accept or reject all or any RFP CITY of TUSTIN LED Streeflight Conversion - RFP October 2017 Page 17 responses, or any part thereof, either separately or as a whole, or to waive any informality and to split or make the award in any manner determined to be in the best interest of the City. 4.5 LETTER OF INTENT TO AWARD After a final Proposer selection is determined, a Letter of Intent to Award (LOI) will be sent for review to all participating Proposers. Negotiations shall be confidential and not subject to disclosure to competing Proposers unless an agreement is reached. If contract negotiations cannot be concluded successfully, City may negotiate a contract with the next highest scoring Proposer or withdraw the RFP entirely CITY of TUSTIN LED Streeiiight Conversion - RFP October 2017 Page 18 EXHIBIT A SPECIFICATION FORM The City reserves the right, at its sole discretion, unless otherwise stated, to accept or reject all or any bids, or any part thereof, either separately or as a whole, or to waive any informality and to split or make the award in any manner determined by the City to be in the best interest of the City. IMPORTANT, PLEASE NOTE: Vendors must indicate compliance with specifications by check mark or initials in the "MEETS", "EXCEEDS", "NO" or "N/A". Indicating "MEETS" to a specification will mean full compliance; indicating "NO" will mean an exception is being taken. All exceptions must be fully explained on a separate page titled "EXCEPTIONS", giving reference to the page and specification where the exception is being taken. Failure to comply with this requirement will result in the proposal being rejected. Contractor and/or subcontractor possesses a contractor license in form and class as required to perform any and all work under this contract— Class "C-10" (Electrical) Minimum 10 year warranty on replacement LED light fixture Minimum 10 year warranty on photocell Must be included in final RFP submittal. CITY OF TUSTIN LED Streetlight Conversion - RFP October 2017 Page 19 EXHIBIT B REFERENCES WORKSHEET The following References Worksheet must be complete, failure to provide the required information will disqualify your RFP response. Provide a minimum of four (4) clients that are similar in size to the City of Tustin that your company has conducted comparable or like services. Preferred references should be government agencies and be a current customer within the past three (3) years. Please verify accuracy of contact information. CITY OF TUSTIN LED Streetlight Conversion - RFP October 2017 Page 20 Must be included in final RFP submittal. CITY of TUSTIN LED Streetlight Conversion - RFP October 2017 Page 21 EXHIBIT C EXCEPTION SUMMARY Mark the appropriate choice, below: Proposer accepts the RFP document, PSA, and Terms and Conditions without exception. •: Proposer proposes exceptions/modifications to RFP document, PSA, and/or Terms and Conditions. Summarize any and all exceptions below. Enclose a written summary of each change and title as "Exception Summary", which shall include the Proposer's rationale for proposing each such exception/modification. Each exception must be labeled with the Section number in the RFP. Failure to properly reference exceptions in the submitted summary may deem the response as non- responsive. Signature Printed Name Title Date Must be included in final RFP submittal. CITY of TUSTIN LED Streetlight Conversion - RFP October 2017 Page 22 EXHIBIT D ADDENDUM ACKNOWLEDGEMENT The Proposer hereby acknowledges the following Addenda Number(s) to this RFP have been received, if any. Proposer understands failure to acknowledge any addenda issued may cause the RFP response to be considered non-responsive. It is the Proposer's responsibility to respond in writing to the City Representative any time addenda is transmitted through electronic mail. Signature Printed Name Title Date Must be included in final RFP submittal. CITY OF TUSTIN LED Streetlight Conversion - RFP October 2017 Page 23 EXHIBIT E PROPOSER CERTIFICATION FORM I certify that neither (Proposer) nor any of its proposed subcontractors are currently under suspension or debarment by any state or federal government agency, and that neither Proposer nor any of its proposed subcontractors are tax delinquent with the State of California. I acknowledge that if Proposer or any of its subcontractors subsequently are placed under suspension or debarment by a local, state or federal government entity, or if Proposer or any of its subcontractors subsequently become delinquent in California taxes, our Proposal may be disqualified. Signature Printed Name Title Date Must be included in final RFP submittal. i CITY of TUSTIN LED Streetlight Conversion - RFP October 2017 Page 27 EXHIBIT G SIGNATURE AUTHORITY The undersigned firm declares that he has carefully examined the specifications and read the above terms and conditions, and hereby proposes and agrees, if this RFP response is accepted, to furnish all material in accordance with the specifications and instructions, in the time and manner therein prescribed for the unit cost amounts set forth in the following RFP response. THE PROPOSER, IN SUBMITTING THIS RFP RESPONSE MUST FILL IN THE FOLLOWING INFORMATION. FAILURE TO DO SO MAY DEEM YOUR RFP RESPONSE AS NON-RESPONSIVE. Company Name: Address: (Street, City, State, Zip) Telephone #: Fax #: E-mail address: Web Address: Authorized Representative: (print) Title: Signature: Date: Must be included in final RFP submittal. ADDENDUM NO. 1 Streetlight LED Conversion Project CIP No. 10079 OCTOBER 11, 2017 1. Sample Professional Services Agreement not included in RFP. a. Sample Professional Services Agreement is attached. 2. Question: Does the city plan to use existing funds or leverage a third party to finance the project? If a third party, can the City elaborate? a. The City has budgeted for this project and third party financing will not be used. PROFESSIONAL SERVICES AGREEMENT THIS AGREEMENT FOR PROFESSIONAL SERVICES, is made and entered into this —day of 20_, by and between the CITY OF TUSTIN, a municipal corporation, hereafter referred to as "City", and a California Corporation, hereinafter referred to as "Consultant". RECITALS WHEREAS, City requires the services of a consultant to furnish the necessary services for the Streetlight LED Conversion Project hereinafter referred to as "Project"; and WHEREAS, City has prepared a Request for Proposal (RFP) dated October 2017, a copy of which is attached hereto, marked as Exhibit "A" and is by this reference incorporated into this Agreement; and WHEREAS, in response to City's RFP, Consultant has submitted to City a proposal dated , a copy of which is attached hereto marked as Exhibit "B" and is by this reference incorporated into this Agreement; and WHEREAS, Consultant is qualified to provide the necessary services for the Project and desires to provide said services to City; and WHEREAS, City desires to retain the services of Consultant for said Project. NOW, THEREFORE, for the consideration and upon the terms and conditions hereinafter set forth, the parties agree as follows: AGREEMENT Section 1: Scope of Consultant's Services . Consultant shall perform all work necessary to complete in a manner satisfactory to City, the services set forth in Exhibit "A" and Exhibit "B" in accordance with the terms and conditions of this Agreement. Section 2: Order of Precedence In the event of a conflict between or among any of the documents comprising this Agreement, the following order of precedence shall govern the provision in question: 1. This Agreement 2. City's Request for Proposal (Exhibit "A") 3. Consultant's Proposal (Exhibit "B") Section 3: Time for Completion The time for completion of the work to be performed by Consultant is an essential condition of this Agreement. Consultant shall prosecute regularly and diligently the work of this Agreement according to reasonable schedules established by the City for various items described and as outlined within Consultant's proposal. Consultant shall not be accountable for delays in the progress of its work caused by any condition beyond its control and without the fault or negligence of Consultant. Section 4: Compensation A. The compensation to be paid under this Agreement shall be as set forth in Exhibit "B", which shall not exceed a total cost of $ B. Consultant shall submit detailed invoices, based upon the actual work performed accompanied by backup documentation as requested by the City. C. Progress payments for work completed shall be paid by City as the work progresses, within thirty (30) days of the date of Consultant's invoice. D. Consultant shall provide City with a monthly itemization of all work performed, and the fees accrued thereon, in complete and sufficient detail to fully apprise City thereof. Section 5: Independent Contractor Consultant's relationship to City in the performance of this Agreement is that of an independent contractor. Consultant's personnel performing services under this Agreement shall at all times be under Consultant's exclusive direction and control and shall be employees of Consultant and not employees of City. Consultant shall pay all wages, salaries and other amounts due its employees in connection with this Agreement and shall be responsible for all reports and obligations respecting them, such as social a security, income tax withholding, unemployment compensation, worker's compensation and similar matters. Section 6: Indemnification Consultant agrees to indemnify, defend and hold City, its officers, agents, employees, successors and assigns harmless from any loss, damage, injury, sickness, death, or other claim made by any person and from all costs, expenses and charges including attorney's fees caused by or arising out of Consultant's, its officers', agents', subcontractors', or employees' negligent acts, negligent errors, or negligent omissions or willful misconduct, or conduct for which the law imposes strict liability on Consultant in the performance or failure to perform this Agreement. Section 7: Insurance A. Consultant shall maintain in full force and effect during the term of this Agreement policies of commercial general liability and automobile liability insurance (each of which shall include property damage and bodily injury) and each with limits of at least $1,000,000 combined single limit coverage per occurrence. B. Consultant shall maintain in full force and effect during the term of this Agreement a policy of professional liability insurance coverage with limits of at least $1,000,000 combined single limit coverage per claim or per occurrence. If Consultant provides claims made professional liability insurance, Consultant shall also agree in writing either (1) to purchase tail insurance in the amount required by this Agreement or to cover claims made within five (5) years of the completion of Consultant's service under this Agreement, or (2) to maintain professional liability insurance coverage with the same carrier, or with an equivalent carrier in the amount required by this Agreement for at least five (5) years after completion of Consultant's services under this Agreement. Consultant shall also provide evidence to the City of the purchase of the required tail insurance or continuation of the professional liability policy by executing the attached Letter Agreement on Consultant's letterhead. C. Consultant shall carry and pay for such workers' compensation insurance as is required to fully protect Consultant and its employees under California Worker's Compensation Insurance Law. The insurance company shall agree to waive all rights of subrogation against the City for losses paid under the policy, which losses arose from the work performed by the named insured. D. Other applicable insurance requirements are: (1) Name the City, its officials and employees as additional insured on the commercial general liability and automobile liability insurance policies. (2) The insurance shall be issued by a company authorized by the Insurance Department of the State of California and 3 rated A, VII (seven) or better (if an admitted carrier) or A-, X (ten) or better (if offered by a surplus line broker), by the latest edition of Best's Key Rating Guide, except that the City will accept workers' compensation insurance rated B-, VII (seven) or better, or from the State Compensation fund. (3) The insurance shall not be cancelled, except after thirty (30) days written prior notice to the City; and (4) The commercial general liability and automobile liability insurance shall each be primary as respects the City, and any other insurance maintained by the City shall be in excess of this insurance and not contribute to it. E. Upon execution of this Agreement, Consultant shall provide to City certificates of insurance and insurer endorsements evidencing the required insurance. Insurer endorsements (or a copy of the policy binder if applicable) shall be provided as evidence of meeting the requirements of Subsections (1)(3) and (4) of Section 7D above and the waiver of subrogation requirement in Section 7C above. If self- insured for worker's compensation, Consultant shall submit to City a copy of its certification of self-insurance issued by the Department of Industrial Relations. Section 8: Termination of Agreement A. City and Consultant shall each have the right to terminate any or all of the services covered by this Agreement at any time or any reason by giving ten (10) business days written advance notice to the other party. B. Upon termination of this Agreement, Consultant shall be paid for services rendered by the effective date of the termination. C. Upon termination of this Agreement or completion of the Project, all documents relating to the Project shall become the sole property of City. Should City terminate this Agreement pursuant to subparagraph A. of this Section, Consultant shall within ten (10) business days of receipt of notice of termination, provide City with all documents within Consultant's possession relating to this Agreement and the Project, including but not limited to all completed documents and all drafts of uncompleted documents. Section 9: Notice Any notice allowed or required to be given shall be effective upon personal delivery thereof, or upon depositing thereof in the United States Postal Service, certified mail, upon receipt requested, postage prepaid, addressed as follows: M To City: City of Tustin Attn.: Department Head 300 Centennial Way Tustin, CA 92780-3715 To Consultant: Section 10: Miscellaneous Provisions A. Consultant shall proceed immediately and diligently to perform the services provided for in this Agreement upon receipt of notice from City to proceed therewith. B. No part of this Agreement may be assigned by Consultant without the prior written approval of City. C. This Agreement shall extend to and be binding upon and inure to the benefit of heirs, executors, administrators, successors and assigns of the respective parties hereto. D. Consultant shall perform all services required under this Agreement using that degree of care and skill ordinarily exercised under similar conditions in similar localities, and shall be responsible for all errors and omissions for services performed by Consultant under the terms of this Agreement. E. Consultant certifies that there shall be no discrimination against any employee who is employed in the work covered by this Agreement, or against any application for such employment, because of race, religion, color, sex, or national origin including but not limited to, the following: employment, upgrading, demotion or transfer, recruitment, or recruitment advertising, lay-off or termination, rate of pay or other forms of compensation, and selection for training, including apprenticeship. F. Where labor is required for public work as a part of any requirement covered by this Agreement, pursuant to the provisions of the Labor Code of the State of California, Consultant and/or any approved sub -consultant shall pay no less than those minimum wages. Proof of prevailing wage will be required. G. Consultant shall obtain an approved no fee encroachment permit from the Engineering Division prior to the start of work under this Agreement. 5 H. This Agreement shall be interpreted in accordance with California Law. The parties agree that the Orange County Superior Court is the exclusive venue for any lawsuits by either party regarding this Agreement. D IN WITNESS WHEREOF, this Agreement was executed by the parties on the date and year first above written. ATTEST: Erica N. Rabe, City Clerk APPROVED AS TO FORM: David Kendig, City Attorney "CITY" CITY OF TUSTIN Title "CONSULTANT" Title 7 ADDENDUM NO. 2 Streetlight LED Conversion Project CIP No. 10079 OCTOBER 17, 2017 1. Question: Can the City please confirm that all tag materials and number sequence development will be provided by the City and not the contractor? If so, does this include materials to attach the tags to the pole? a. All tags and number sequence development will be provided by the City. The City will require tags be attached to all poles except wood poles with 3M Scotch - Weld DP125 Translucent or an approved equal. Please provide a technical data sheet for any product that is being proposed as an approved equal. For wood poles, contractor will be required to attach tags with nails. Nails are to be provided by the contractor. 2. Question: If tagging materials are to be provided by the contractor, should such associated costs be added to the turnkey unit pricing in the cost proposal sheet. Only the costs for epoxy and nails. There are approximately 320 wood poles. The remaining poles will require epoxy. 3. Question: If the City has developed its own number sequence, has it already assigned those numbers to specific poles? Or will the determination of which tag to apply to each pole be at the discretion of the contractor at the time of installation? a. Number sequencing will be at the discretion of the contractor at the time of installation. Contractor is expected to make an effort to move through the City in an organized fashion and to deploy tags in sequence. 4. Question: If tagging material is to be provided by the proposer, can the City please confirm if there is any desired specification to be met on material? a. See answer to question 1. Addendum No. 2 Page 1 of 3 Question: Section 3.8 item 1 mentions "Remove SCE tags". In our experience, SCE is not allowing contractors to remove the existing tags at the time of installation. This scope of work has been removed from other RFPs in the region (i.e., Santa Clarita, Laguna Hills). Would the City consider removing this from the scope or adjusted to an adder item. a. Removal of SCE tags from the poles is removed from this scope of work. 6. Question: Section 3.9 item 1 uses the language "If needed" in relations to tariff change from LS1 to LS2. In our experience this is a critical part of a LED conversion project. Is the City not seeing this as a primary scope item to be priced into each per unit turnkey cost? a. This should be priced into each per unit turnkey cost. 7. Question: The scope of work does not indicate how the City would like to retrofit their system in terms of photometrics. Will the city want a watt -for -watt replacement or a full system design? The City is looking for a full system design. In some cases we expect to see a watt -for -watt replacement, but it will be incumbent upon the contractor to evaluate field conditions and make fixture recommendations to ensure appropriate light levels in all situations. Question: In the cost proposal sheet under "Additive - Decorative Fixture Retrofit" for Option 2 and Option 3, the City has specified the King LED fixture and used the term "Retrofit Kit". However, the King LED is a full head decorative replacement. Can the City modify the cost proposal sheet to include Contractor proposed retrofit kit replacements for Option 2 and Option 3 with matching spare inventory sections? a. Yes, see attached revised Cost Proposal Sheet. Please note this is not required, but if you have a retrofit kit you would like to propose, please include it. 9. Question: Can the City please confirm that liquidated damages will not apply if delays are caused by the City, SCE or force majeure? Liquidated damages will not apply if delays are caused by the City, SCE or force majeure. Addendum No. 2 Page 2 of 3 10. Question: Section 3.9 mentions providing "digital images of nameplates". This has been a requirement in other cities' previous projects, but later was determined to be an unnecessary date burden, installation delay, and cost to the cities (i.e. Rancho Cucamonga). As such, can the City please consider eliminating this requirement? a. The requirement for the contractor to provide digital images of nameplates is removed from this scope of work. 11. Question: Can the.City please consider extending the submission time on Monday, October 30th from 10:OOam to 3:OOpm to allow for a better ability for respondents to submit timely via courier? a. The deadline for submitting the RFP response is changed to Monday, November 6, 2017 at 3:00 p.m. 12. Question: Page 9, Section 2.19 Insurance - Please confirm that the required insurance certificates must be submitted at the time of award and not at the time of proposal submission. a. Insurance certificates must be submitted at the time of award. 13. Question: Page 11, Section 3.2 Material Handling and Logistics - Please confirm that the definition of "permanent installation" means upon installation at each location and the fixture is operating (as opposed to at the time of project completion/final acceptance). a. This is intended to mean upon installation at each location and the fixture is operating. 14. Question: Page 14, Section 3.12 - Liquidated Damages - Please confirm that the sixty days referenced in this section is working days not calendar days. a. 60 working days. 15. Question: Would the City consider extending the submission date by one week? a. The deadline for submitting the RFP response is changed to Monday, November 6, 2017 at 3:00 p.m. 16. Question: Can you categorize where all lights are located (e.g. residential, arterial, intersections. Etc.)? a. The lights will be on arterials, in residential neighborhoods, and safety lighting at intersections. The City does not have fixture counts by street classification. Addendum No. 2 Page 3 of 3 3: 0 Ln 2 (u tp Q) 2 Ln aj 0 U Qj 0 ADDENDUM NO. 3 Streetlight LED Conversion Project CIP No. 10079 OCTOBER 23, 2017 1. Question: In Section 3.12 Liquidated Damages it states that the City is requiring a 60 day completion date after SCE releases assets to City. Will the City allow contractors to perform scope tasks prior to City acquiring the assets? a. No work is to be completed on any property that is not owned by the City of Tustin. 2. Question: In Section 4 Proposer Evaluation & Selection Process it refers to the evaluation activities and cost evaluation. Can the City provide further clarification on the relative weighting between the score received from the Evaluation Committee and the score received from the Cost Evaluation? a. The City is developing this information now and will send it to all parties prior to the deadline for submittals. 3. Question: What is the City's plan for maintaining the newly acquired street light system? Is a separate solicitation for those services going to be released? a. A separate solicitation will be released for maintenance services 4. Question: Would the City accept alternate LED fixtures? If so, does the City have specific requirements or approval processes that need to be considered prior to bid submission? Also, can the City provide an updated cost proposal form to allow for inclusion of alternates, if applicable? a. The City will not accept alternate LED fixtures for the Turnkey portion of this project. As noted in Addendum No. 2, alternative fixtures for the decorative street lighting will be accepted. 5. Question: In Section 2 Schedule of Events and RFP Delivery it states that on December 5th the City Council will authorize the purchase. Does this refer to approve the purchase of the assets from SCE, for the approval of the LED Conversion contract or both? a. Award of contract only. Addendum No. 3 Page 1 of 2 6. Question: Please provide an update on where the City is in the SCE acquisition process. It would be important to know if and when SCE has submitted for CPUC approval. a. The CPUC approved our Advice Letter on September 19, 2017. 7. Question: Can the City please provide documentation received by SCE related to the acquisition? This can include but is not limited to, the valuation report, inventory information, billing information and map information that is typically provided by SCE illustrating the locations of the assets to be sold. a. Requested documents are attached for review. 8. Question: Section 3.1 item 3 mentions "Cleaning of the glass and fixture base will be required for any retrofit". Is this to be included in the turnkey unit cost or as a separate adder item? a. This provision applies to any retrofit kit for the decorative fixtures that retains the existing globe and fixture base. This does not apply to the turnkey portion of the project. 9. City Issued Modification: The quantities for the turnkey portion of the project have been updated. Revised cost proposal is attached. Addendum No. 3 Page 2 of 2 i � �r I lila 51�t,i kti: A'I VE iii N m a'',!n'�; ary i i t SRI, I1j ryy�'y, C I ti4qx iii E�I'i'f ""HI W,v 'l it lil � ps i� • _ �I - 'go i) 1h LU �R J 1^ �UI> is h x x x • x N (y : N N , N41 N Lr) �I��� Y-, C7 C7 Lf)." C7 m ct; M ilk,- L.0° D co D 1p D y�Cay, (n cp m m 00 a w OQ.z n� w o0 w G' w 00 w a -� o0 D Dt w c0in w OC w 00 W �rz i�-; —j o __j� O o ' >m -ly,: W _ 00,E 00 v = vu Lmn Lo v�', o au Ln r V vi `�Jo o oU_ d° y Q rn 8)- O N° Q ,Fd� O qi O w lO= -0 LL i w '.+f LL LL,may LL cr w :� : U- CL ❑. w La HE I' it ,ti Ln 00 ,DO �i O � JI I 9a iii F i Ln O O' O O'- 0 0 O 9J t3 r O L(1;O ri c I N L O Q Q) 0 L Q L 0 3 0 aJ M 0 v H t .a aJ LA aJ v L N m r_ _0 m N �L m E U C 0 U L aJ a � ������� m � � N������ ������D N��� �L^ ��������� ����y � ��� ��� � N���������Q N��.�� RFP responses must include the complete name and address of Proposer and the .name, mailing addres5, arid telephone number of the contact person regarding the RFP response. A signature by anauthorized representative must beincluded oneach RFP response. Said signature vvill be considered confirmation of the Proposers ability and willingopss to comply with all provisions stated herein, November 6,2O17 Stacey Cuevas Public Works Manager Public Works Department Cityof Tustin 3OOCentennial Way Tustin, California 9278O Dear Ms. Cuevas, Tanko Streetlighting, Inc, ("Tanko Lighting") appreciates the opportunity to submit this proposal inresponse tothe City of i Tuatin's Request for LEO Streetlight Conversion. Tanko Lighting acknowledges receipt of the RFP documents, including Tanku Lightingunderstandsthat1heCbyisaeehn8topartnerwithafinnthatoanasnistinthedesignandommprehenyie implementation of LED streetlight upgrades forthe City's approximately 3,161 fixtures, Tanko Lighting believes that it is the most qualified partner to assist the City in meeting these goals, Tanho Lighting is a national firm focused solely on providing professional services for turn -key municipal energy efficiency streetlight conversion projects. The company has previously been or is currently involved with the energy efficiency conversion of more than 350,000 streetlights throughout the nation — and is actively developing projects for anadditional 550,000 streetlight fixtures. Tonho Lightin8^s work has spanned more than twenty-three states, and fifty-five utilities. Further, Taoko Lighting isvVe||~entrenched in Southern California, providing turn -key streetlight acquisition and LED conversion services for several municipalities in the region — and successfully assisted the City of Tustin with Phase 1 of this prcjec1. This experience equ|paTanko Lighting with the best context to ensure that the City's remaining project will be efficient and successful, TankoLightng'sdesignated contact person for this proposal is: JasonTanho President, 41S-2S4-7578;22OBayshoreBlvd., San Francisco, CA 94124; jason@tankolighting.com. Given Tanko extensive involvement with municipal streetlight LED design and conversion projects nationwide,it can leverage its expertise to provide the necessary context and value to assist the City with all the support, recommendations and coordination necessary to ensure the success of this project. Please let us know should you have any questions. We look forward to your feedback. Regard Ja#sTarnko, President Enclosures � Page 3uf28 ������ .������. . �� ����� � � �1��� ��� N� ����m�~ �� �� � ����������_������������ ��" TABLE Q���� CONTENTS ���'� � �� T�eT�b�pfCbnten�/nuxt6eocomp�hexoh�8sbngqƒthe con�nts�c�oed�your RFP /esmuro�T��sec�onmust �dudeoc�or definition of the nnoteriolexhibits and supplemental information identified by oequent/o/poge numbers and by section reference numbers. 1.Cover Letter/Introduction .......... ................................................................. .......... ...................... .......... ............. 2 2.Table ofContents .................................... ........... ........... ................. —....................... ................................ ........... 3 S.Executive Summary ................................................................................................................................................... 5 4.Experience ...................... ......... .................. ............................................................................... .................... .......... G 5.Third-Part«/S/bcontractors................. ....... ................................................................................................. ......... l4 6.Staff, Biographies ........ —................................................ ..................... ..... ................. ....................... ............... ~'15 TSpecifications .................................................. ......................................... ............................................................. 15 Objectives....... --................. ............... .................................. .......................... .......................................... ..... 1G WorkPlan ................................ ............ -................. ................................. .-................................... ...................... 16 Phase 1:Project D8ve|opnlgOt—'----_—.._—.—..---..^..—._..—.—.,.,.-.^—.,.,--....—_~'—l6 Task 1: Data Reconciliation with SCE Audit (Oodona|) .................................................. .............................. ..... 16 Task2: Design ............................................... ................. ........... .................................................................. ....... I7 Task 3:Financial Analysis ...... ___ ...................... ................................. .—.......................................................... l9 Phase 2:Project |mpleFnentatoD.—.---..--------.---.'._—.-----..—.._--...-----.ZO Task 1: Materials Procurement .......................... ....... ............. _.,~—...................................................... ._2O T8sk2: Community Outreach and Notification ...... -.—.--..----..—........... —...................... ...... ......... 21 Task 3: Logistics Management ............... ....................... ....... ....................................................... ....... .............. 21 Task4: Waste Disposal ---............ ................................. ................................................................... .......... 21 Task5: |nstaUation... ... ........ ................................ ........................................ —.......................... ................. 21 TaskG:Pole Labeling ............. ........ ...... ........ .................. ........... ................................................................... Z3 Task7: COOOrOisokJning......................................................................................................................................... 24 Phase 3: Project Closeout and De|Ner8b|es....... ....... ,.......... ......... ,..... ................................... ........... .......... 24 Task 1: Rebate & Tariff Change Coordination. ..—.----.--.._---------,.—...--.—~—.24 Task2: Final Reporting ..... ................................................................................................................................ 25 Task 3: City Staff Training -------------------'---------......--------.—..2S Schedule...... ... .......... ............ ................................................. ............................. ............... ...................... ...... 25 8.Company References ................. ....... ............ ................ ................... .—........ ........... .............. .......... ................. 26 9.Professional Service Agreement ......................... ........ —.—.—.—.—.—.-----.------'—..-.`.._—.—�26 ` � w�������=�� ������^����� ���m��������.�� www.tankooghunuznm 1 zmoaysxoreawa | Sari Francisco, o^y4zx4 | p415,25*,7579 | p415.822,3626 1O.Insurance ............ ...... ....................... -.......... ................................................................................................ 25 11'Addendum Acknow|edgement-................ -......... .............................. ......................................................... Z7 12,Proposer Certification ........... ........................... .......... .............................. -............... ............................... 27 13. Cost Proposal .-...... ....... ................................. -....... ............................. ........... ...... ...................... ......... 27 14.Signature of4uthority-...... ......... .................. ...... ...................... -......... ................... .......... ........ ..... 27 15.Appendices .............. ......... ...... -..................... ___ ............................................ .......................................... 2Q 0 Appendix A - Resumes ............. —..................................................... .--... ... ... ........... ...-... .... 2D � Appendix 8 -Specification Form ..... ........... ........... ........ .~.............................. .................................... �28 � Appendix C - References ......... ...... ..... ..--............................. -__-..--........................................ 2O � Appendix D - Exception Summary ... ...... ...... ....... ................ .......................... .................. ............ _28 � Appendix E - Addenda Acknowledgement Form .... .... ....... ......................................... .... ...................... 28 * Appendix F - Proposer Certification Form ................................................................................. ............. ... 28 � Appendix G - Cos Proposal Form ...... --................................. ........ -...................... -.......................... 28 � Appendix H - Signature ofAuthohtyForm ........ --..-........... ........................ -.................................... 28 � Appendix i-Samole,Reports-^'....... ....... ...... ....... ........... ____ .................. ....... .°........................... 2Q � V��� Ot o�� *wwAankonghmvm.com 1 220eaymnteBlvm I SannnndscoCAy/uz* I n415,254.7579 1 r415.822.3626 Page 4 of 28 3. �. \ t..#P� I„,� 4 3a �a . �3 �r3a mG1 s :.. c.�..°' b3.. T The Execrative stop moty sha// condense and highlight the contents of the Proposer's RFP response tura provide the Evoluation Committee with ra broad tin ders t on ding of the Proposer's approach.Proposers shall include o statement describing the Proposers interest in developing a porta rship with the City, Tanko Lighting is interested in developing a continued partnership with the City that leverages its past experience with providing support to the City for its streetlight infrastructure needs and streamlines the final phase of the City's LED streetlight conversion project, Tanko Lighting has enjoyed its prior work experience with the City and looks forward to deepening its relationship such that the City continues to view Tanko Lighting as its trusted partner. Tanko Lighting's overall approach to the final phase of this project mirrors its typical approach to all municipal turn -key streetlight conversion projects — which is the foundation of Tanko Lighting's success nationwide. This approach includes the following elements: ® Phase 1: Project Development o Task 1: Data Reconciliation with SCE Audit (Optional) o Task 2: Design o Task 3: Financial Analysis ® Phase 2: Project Implementation o Task 1: Materials Procurement o Task 2: Community Outreach and Notification o Task 3: Logistics Management o Task 4: Waste Disposal o Task 5: Installation a Task 6: Pole Labeling o Task 7: Commissioning Phase 3: Project Close -Out o Task 1: Rebate and Rate Change Coordination o Task 2: Final Reporting o Task 3: City Staff Training Tanko Lighting's proven experience and approach will ensure that the City's project is successfully executed. r., Page 5 of 28 �Ti, u OR it wwwAankolighting.com 220 Bayshore Blvd I San Francisco, CA 94124 I P 415.254.7579 I 1. 415.822.3626 4����������I��r����� 7he Proposershallprovideoconcise statemeni detno/stroling thePropnser"s experience within the streetfighting industry, expertise ond copob0itytopetfonnthe requirements ofthis RFP, Provide obrief history qfyour componKincluding; The number 4fyears in business, Tanko Lighting has been operating for more than fourteen years. Thefirtnsservice commitment tncustomers, Tanko Lighting istremendously aware ofhow critical client satisfaction is to its success. Thus, Tanko Lighting strives to make every client an enthusiastic reference for future work. Clients are receptive to this drive, to the point that they frequently recommend Tanko Lighting to other Tanko Lighting has afundamental corporate commitment toensuring that streetlightingpnojects are done well. Asa result, Tanko Lighting has an entirely "hands on" approach to managing customer service and is intimately involved in all aspects of a project's execution' including a proactive communication style that anticipates customer needs. Tanko U�Qht|�s approach to organizing the management of this projectTanka Lightimg's Staff entails streamlining the involved participants such that the City has ongoing access to one Tanko Lighting prime point of contact for the project. Communication will be filtered through the primary contact tothe additional participants as needed. In this way, Tanko Lighting will simplify communications, reduce municipal staff burden, and provide continued transparency throughout the project. Further, Tanko Lighting will utilize its existing data infrastructure and techniques to accurately manage multiple projects' stages and deliverables. Tanko Lighting's responsiveness isunsurpassed. Anastandard practice, Tanko Lighting commits toproviding animmediate response (within twenty-four hours) to any client correspondence. Further, Tanko Lighting commits to providing pricing information within forty-eight hours ofaclient request, Assuch, Tanko Lighting isnever the bottleneck. This results |neach client feeling that its needs are prioritized and quickly addressed. One reason why Tanko Lighting |ssuavailable toits clients is because it ispassionate about energy efficient streedightn@. The longer a municipality delays the LED conversion of its system, the longer it delays the project's energy savings. As such, Tanko Lighting feels a moral obligation to promote the project's progression so that taxpayers will reap the rewards ofa more efficient system. Anoverview of the Proposers orUon������and copobflitie5, Astreetlight conversion project is a significant investment — of taxpayer dollars, Council attention and staff effort. A city must live with the decisions it makes regarding a conversion project — who it selects, the data that it collects, and the design and products it approves — for a little more than two decades (the rated life of the fixtures themselves). Given these factors, selecting a team to assist with the conversion process should not be taken lightly — and only a proven municipal streetU8hdngexpert should be entrusted with the task. Since 2003, TanknStreetighbn@, Inc. ("TankoU8htng")has assisted municipalities with their s1neet Khtngneedsend iso national firm focused solely on providing professional services for turn -key municipal street|i8htin8 conversion projects. Tanko Lighting is a privately held 5 Corporation and holds electrical contractor licenses in the States of California and *� Page 6of2Q �~— -�"' p���� ����� �������~���s ������������ � ��� «� �� u n�, wwwAankauglinng,mm | omoayshwaBlvd | Sat) ��muco.cAe41.z |p415,2s4,r57s |pm5.8223s26 Arizona. Additionally, Tanko Lighting isaCertified Contractor by the Commonwealth of Massachusetts' Division ofCapital Management and Maintenance (DCAMK4),aQualified Vendor with dneConneoticutConfeenoeofMun|cipa|ities and isa ^ registered Energy Services Company (ESCO) with the United States Department of Energy Further, Tanko Lighting is � registered Small Business Entity with the US General Services Administration and the Small Business Administration. With decades ofexperience serving the public agencies, Tanko Lighting is the municipal streetlight expert. Because of its technical experience and national context, Tanko Lighting is intimately familiar with industry standards and trends, aswell asmunicipalities' challenges with aging infrastructure. Tanko Lighting's success key in its unique passion for streetli0hting,which translates into a drive toensure that projects are successfully completed. Tanko Lighting iovery aware ofhow critical client satisfaction is to its success. Thus, Tanko Lighting strives to make every client on enthusiastic reference for future work. Clients are receptive tothis drive, tothe point that they frequently recommend Tanko Lighting to other municipalities. A few of Tanko Ughting's major successes include: Tanko Ughting'moff ice -where .streetlightinmisIntegrated into the fabric of TOwn ofMiamiLakes Fl: Tanko Lighting is currently providing a turn -key LED streetlight conversion project for the Town's ~9OOstreetlight fixtures. As most streetlighting fixtures in municipalities throughout Florida are currently owned by private utility companies (such as �orida Power & Light — FPL), this project is one ofthe first LED streetlight conversions in Florida focused on municipal -owned streetlights. Tanko Lighting iseducating the Town in the nuances and industry standards, as well as simplifying the overwhelming variety of product options and approaches available to the Town, and identifying any opportunities for the Town to acquire additional fixtures located inthe Town that are currently owned byFPL. Tanko Lighting |oalso ensuring that, given the tropical and coastal |ocat|Vn' surge protectors are being integrated into the LED replacement fixture designs to minimize the impacts oflightning. To date, Tanko Lighting has completed the project's GIS audit, data reconciliation, equipment selection and product design phases and is currently coordinating product procurement. The project is expected tobecompleted byDecember 2O17. ° �bndofKauai, Hk T@nko Lightingf@cilitated the LED streetlight conversion of the Island's 3,500+ fixtures.This was a complex project, in that there were significant environmental and wildlife concerns. One issue was that the � location was susceptible to measurable levels ofsulphuric acid inthe air that threatened to corrode streetlight fixtures. Tanko Lighting mitigated this risk by conducting sample installations of fixtures to test corrosion factors. An additional environmental concern was the native, federally -protected bird population's migration patterns being m interrupted by streetlights because the birds were attracted to the color of the streetlights, which interrupted their � migration courses or, worse yet, subjected them to dangerous conditions when theyflew into urban areas. Because the color of the existing system was approximately 4,000 Kelvin for the existing fixtures, this mimicked moonlight i and therefore direc1iono||y-oonfused the birds. During the project development process, Tanko Lighting conducted � ' an extensive data review of existing migration patterns and compared them to streetlight locations throughout the island toshowcase the potential impacts ofstree1|iQht|ngonthe birds, Additionally, during the design phase, Tanko | Lighting recommended fixtures with a color spectrum outside the bandwidth ofmoonlight, aswell as precise Page 7of, 28 ] =�— ����a_!,� �a w°*ankox8liunoznm | zmeayshmeBlvd | San Prandscucxemm | pmazx4,r57y | p41s822.s62aik = ) directionality and specific distribution patterns (which limited the ambient spread of the light illuminating from the replacement fixture and focused it downward on the roadway only). Further, Tanko Lighting recommended an adaptive control system that could be deployed throughout the Island to enable dimming and/or turning off the streetlights if/when they interfered with the birds' migration patterns. The client approved the recommendations, and the project was completed with this advanced design and adaptive control system in 2016, Since the project's conclusion, the client has reported reduced impacts on the endangered birds. Town cfBerlin, CT: A turn -key projectforthe Town of Berlin, CT, which involved an acquisition and LED conversion ofthe Town's streetlights from its utility. Tanko Lighting identified billing discrepancies involvin8overhead0xtures that the Town was being charged for by its utility atthe underground (costlier) rate' resulting in significant cost savings for the Town. Further, Tanko Lighting'a audit identified the current field conditions that substantiated the valuation that the utility provided to the Town, which affirmed that the assets acquired from the utility were fair market value, City ofLowell, IMA:Acurrent turn -key project for the City ofLowell, MA, which involves the LED conversion of7,S08 fixtures, Because ofTanko Ughdng'sthorough audit and data management, itdiscovered that the City acquired upwards of 200 fixtures from its utilitythat did not actually exist and that the City had been overcharged for these fixtures for the past seven years. Byaccurately collecting the data and properly reconciling it with City and utility records, Tanko Lighting successfully remedied these discrepancies and uncovered tremendous. savings for the City. City of Meridec[T: Aturn-key project for the City ofMeriden, CT, which involved the LED conversion of 4,30 fixtures, aswell as, the maintenance ofthe system. Upon acquisition ofits streetlight system from its utility, the ,City inherited significant deferred maintenance issues that quickly resulted in substantial outage reports and citizen complaints. Tanko Lighting successfully designed an approach that quickly addressed the maintenance needs of these locations, while simultaneously proceeding with the LED conversion. This diverted apotential public relations nightmare and ensured that the City's streets were safely lit. Q�-)f8ef'ke|eY,CA: Aturn-key project for the City ofBerkeley, CA, which involved the LED conversion ofnot only 7,000 cobra head fixtures (for which Tanko Lighting provided design recommendations with tremendous savings), but also 1,I00 decorative fixtures (which involved twenty different types of decorative fixtures for which Tanko Lighting recommended LED retrofit kits) ~ which saved the City approximately $5OO000hncosts. Additionally, as a coastal location, the City was subjected to exposure to salt air, which can be corrosive to street|1ght fixtures, Tanko Lighting mitigated this by ensuring that the recommended LED replacement fixtures included high Salt C.'�`'D ��°.I`�'.;�..�.4 C nn ��.��� �p'",="'�p""""""w"°.+uvu/�u+ City ofQaNand,CA: Aproject for the City ofOakland, CA, which involved in the LED conversion of3EL0OOfixtures. Tanko Lighting was initially involved with the original team, orchestrating the strategy and project management approach for the awarded contractor. However, when the prime contractor defaulted on the project, its surety company hired Tanko Lighting directly to remedy the mistakes, and re'aUdit label, and data reconcile the entire City's streetlight system. This resulted in the successfu| completion of the project and helped tosettle the City's bond claims, � Tanko LightlmeoProject inOakland, mv Page Qof28 ���` ~ . *W �� ��� U n�i� ��������o��°"��www,tankolighting,cory) 1 220Bay,,hore Blvd Sari Francrco,CAN124 P41.5.254.7579 F415,822.3626 City of West Hollywood, CA: Aproject for the City of West Hollywood, CA, which involved the acquisition ofthe streetlight system from Southern California Edison (SCE) and the LED conversion of the acquired fixtures. Tanko Lighting's significant focus on data management resulted in such an accurate audit that SCE opted to utilize Tanko Lighting's data in its final system valuation — ultimately expediting the City's acquisition and ensuring that the valuation was based on actual current field Given its extensive project experience, Tanko Lighting is uniquely positioned to assist with this project for the following reasons: f-ed"InicalKnowlLdge: Tanko Lighting has significant technical expertise centered onmunicipal streedightinQ infrastructure, Led by an electrical engineer and licensed electrical contractor, Jason Tanko (President), Tanko Lighting understands the field conditions and system constraints that are often involved with municipal streedightin8 projects. This enables the team to accurately design projects to prevent anticipated challenges, as well as to quickly respond with streamlined solutions in the event of technical difficulties during a project. Further, Tanko Lighting already has extensive technical understanding of the City of Tustin's streetlight infrastructure from its work or) Phase 1ofthis project, which will streamline Phase 2. QI M� _= �� U. ����� 9— wweAanv000hmng.cnm |—zuuayshueo | San nancisco,c4omz 1 pms.2s*r57u 1 F 415.822.3626 Page 9of28 Na Context: Tan.koLightng'sbroad experience with feasibility, and design and implementation ofLED conversion projects provdestremendousnationa|contextthatwiUbenefittheOtybyensudngthatthepnojectis consistent with industry standards during each phase ofthe project. Further, TankoLighting iswell-entrenched in Southern California, providing turn -key streetlight acquisition and LED conversion services for many municipalities in the reQion—and is already intimately familiar with the City ofTustin's project through implementation of the project's Phase 1. Most of Tanko Lighting's streetlight system projects in this region involve the acquisition of the system from Southern California Edison (SCE), as well as the subsequent LED conversion of the acquired fixtures. Tanko Lighting is intimately familiar with acquisition and conversion projects in SCE's territory (see below for more details) and understands the challenges and solutions to expediting the acquisition process with SCE, Tanko|ighbng is one of only a few contractors that has successfully completed several phases of SCE's streetlight asset transfer to the municipality and subsequently converted toLED. Prodt-ic,NeUtFZ/ty:Tanko Lighting isthe most diverse product brand selector of its competition and has more projects spanning diverse product lines than anyone else. This is because Tanko Lighting understands that every city has unique needs that cannot bemet solely byone manufacturer, This allows anapproach that considers the municipalities' preferences and needs devoid ofany se|f-semio8'ulterior motives. Se,lectkie SulDcontractinQ:TonkoLighting is highly aware of its core competencies. It thus retains the essential project activities (such as design, engineering, data collection/reconciliation, product procurement and project management) in-house to ensure that the project is run cost-effectively, efficiently and successfully. TankoLight|nQ practices selective subcontracting, in that it sources out limited key project activities (such as installation) to qualified (e.g. a stellar reputation and stable bonding capacity), licensed streetlight experts local to the project to obtain competitive pricing and prevent the project from accruing unnecessary costs and change orders, Further, selective subcontracting allows Tankn Lighting the flexibility toobtain additional installation resources as needed, and allows the City to invest in the local economy and leverage local expertise by including local subcontractors in the project. For this projectTanko Lighting is partnering with aseasoned installation subcontractor, Star Energy � Page 1Oof28 �=~�^" ~ ,°��~ w� w� ���������� ���Q��%���� o��mm�==_��*�a. �mu y�� www,ummnglmnmcom 1 zzoBanshore Blvd | San Francisco, CAcwzm | p«oz54rsry | r 415.nz2.3626 Management, Inc. ("StarEnergy").See more information onStar Energy below, (It isimportant to note that some of Tan ko Lighting's competitors often team with contractors such that the firm responsible for project manage me nt |sasubcontractor tothe prime contractor. TankmLighting believes that this bnot idea |,asthe firm responsible for coordinating all project elements should be the one that is directly responsible for all tasks and contractually obligated to the City. Thus, Tanko Lighting has structured its team such that it is the prime contractor and its only subcontractor — Star Energy — is focused on a narrow scope of work — installation services.) Experience with Acquisition Projects: There ba growing nationwide industry trend in which municipalities are acquiring their streetlight infrastructure from their local private utility companies. This poses tremendous � advantages tothe municipality, in that not only does it allow the municipality to control the management of the system within its geographic borders, but it also involves tremendous cost savings — particularly related to maintenance and energy (as many utilities charge exorbitant fees for energy and maintenance rates for the � � systems)' Further, once o municipality acquires its system, |tcan reap additional savings benefits byconverting to LED fixtures, Tanko Lighting has been working with several municipalities nationwide to assist in their streetlight,. acquisition strategies from investor-owned utilities.Tanko Li�h�n0's experience with acquisitions includes � � providing valuation, field data collection, acquisition feasibility analysis, and acquisition negotiations with The utility ~` on behalf ofthe client, Recent projects involving acquisition support include the following municipalities: o West Hollywood, CA (2,300 fixtures) o Santa Ana, O4(11,S0fixtures) � o Rancho Cucamonga, CA(15,2OOfbxtures)Tustin, CA (3,500 fixtures) • Orange, CA(4,4DOfixtures) o Bell, CA(I,67Zfixtures) � u Stanton, [A(I,1S9fixtures) o Claremont, CA(1,5OOfixtures) ' • La Verne, CA (1,979 fixtures) - --------------- � o Simi Valley, CA(8,32Sfixtures) 7ankoLighting did enexca||entjobfortheCity nf u LaPuente, CA(2,2OOfixtures) Modesto, They were excellent towork with and the texcellent."m o �@na|Hill, [A(�fixtures) u� �m|owere also �. o Buffalo, NY(33,0O0fixtures) Jeff Barnes u Geneva, NY(1,7UUfixtures) � o Vernon, [T(l'7OOfiTraffic Engineer � �^ o Berlin, CT(2,5UOficityofm1odestnwtureo) ' CA o East Lyme, [T(1,50Ofixtures) o Rocky Hill, [T/1,6ODfixtU/ed � . ^ � o Warren, MA(45Ofixtures) ^ o Andover, MA(1,5O0fixtures) o Wolcott, [T(9g0fixtures) � � o Glastonbury, CT(1,5ODfixtures) o Darien, CT(85nfixtures) � page 11of28 m������=��n .K_�����^���� � ���� ����������D www. tanko li g liti ng. mm | 220 Bavmore Blvd |San Francisco, c^e41m|p«�,2s4.757e | p4zs�8z36os � � LED Conversion Design: Any consultant can select streetlight fixtures from a catalog, but only an expert can walk the City through its specific nuances and existing field conditions that warrant a customized approach to dexign. As a streetlight design expert, Tankm Lighting has dave|npeddesi8nsforbuthturn-keyLEDsteet|i8ht�ounversionpro]ects, as well as design -only streetlight projects, and is equipped to provide a comprehensive approach tothe design process. Because TankoLighting is involved with turn -key LED streetlight conversion projects nationwide, it has tremendous context from which to base its LED design recommendations. TankoLighting bproduct neutral andhaawurkedwithaUthemajorLFD streetlight manufacturers, including cobra head, aawell as decorative products. Yet, TankoLighting does not merely rely onmanufacturers for information related to design, but has the knowledge and skills to interpret how manufacturer data impacts aclient's needs, Tanko Lighting utilizes industry standards (including Illuminating Engineering Society (IES) RP8 standards) — which typically involves Tanka Lighting has significant experience organizing the existing streetlight infrastructure by road classification with decorative fixture LED replacements. (e.g. arterial, collector, residential streets) and applying standard LED replacement wattage recommendations based on the location of each existing HIPS fixture. Additionally, Tanko Lighting obtains client feedback (from such stakeholders as safety coordinators and police officers), considers areas of concern that are currently over or under -||t, and applies customized solutions to these locations. so that a municipality's conversion project results in a comprehensive re -design that improves public safety and meetsthe needs ufthe current system, TankoLighting appeals 10the traditional aesthetics ofmunicipalities' decorative fixtures byutilizing acustom design approach for these specific flxture types, including unique designs for retrofit kits (which preserve aesthetics, improve light quality, and significantly reduce costs over entire replacement fixtures). TankoLighting believes that customized approaches to design are so integral to successful projects that it employs an in-house Design Project Manager tofocus onthis critical process, This is in contrast with Tanko Lighting's competitors, which often merely apply a cookie cutter approach to design that oversimplifies areas that are currently being over or under -lit. AcceusllLdUty: Aaregistered Small Business Entity, TenkoLighting provides its municipal clients with all the necessary resources to successfully accomplish complex streedighting projects — without the challenges of a large, bureaucratic firm, This enables every client to receive personal attention, with a phmaryTanko Lighting point of contact providing superior customer service through responsiveness, accessibility, and the agility to create expedited decisions and solutions leading to effective results. Further, Tanko U0hting's size enables all clients to have direct access tuthe company's President, ]asunTanko,atanypoin1duhngtheproject—wh|dhresu|ts|ndiento having anindustry expert available attheir fingertips. The City of Tustin was a pioneer in leading the initial efforts to municipalize streetlight systems in Southern California Edison's(S[E)territory. TankoLighting began working with the City inthe early stages ofthis project, when the City needed to test the feasibility ofacquiring the system. Tonko Lighting quickly demonstrated its value by providing: " Precise and thorough data collection on the City's existing streetlight infrastructure ° Analysis ofthe data todetermine the condition ofthe existing system � Page 12 of 28 wwwtanm,/khumxzvm | zzuaay�,homexm | Sa"ro",iscu,cxs4z2w 1 p415,254357e i p415.822.3626 ° Review ofSCE's system valuation and determination offair market value ° Negotiation strategies hzrepresent the City's best interest inits dealings with SCE ~ Innovative techniques to justify the acquisition of additional streetlight assets from SCE � ° Ongoing updates of the acquisition efforts in other local jurisdictions and opportunities to leverage those efforts Tanko Ughting's efforts ultimately led to the City acknowledging the feasibility of streetlight acquisition and LED conversion and progressing to Phase 2 of this project. Tanko Ughting's familiarity with the City's position and system is unmatched. Only Tanko U8hdn8 can leverage the knowledge from Phase I to expedite Phase 2 and eliminate delaysj especially related to fixtures on the shared borders with the Cities ofOrange and Santa Ana. This, combined with its tremendous experience with municipal streetlight acquisition, LED conversion and maintenance projects nationwide (and within Southern California) render it the most qualified and trusted partner, aswell asthe best value for the City tocomplete this Important project. Tanko Lighting looks forward to continuing its excellent working relationship with the City of Tustin toimplement the final phase of this project and enable the City to experience the long-term benefits of the streetlight acquisition, LED conversion and maintenance of its system. ifapplicable, describe in.frostncturedevelopmeW it? Me region, Please see a m ap below of Tanko Lighting's recent municipal streetlighting projects in Southern California: � Page 13#f28 �==�« ^ 4�~ ° � «� �����0�J��� ������I���� ���=���~���°��" " "^ '�� www��oligtimng.cm | u2Veavu=eBlvd | San Francisco, m94u2n|p'us�54,r57y | r415.822.362 0 ^° ^^� ^~= . ~�~ �^~° ..~�^ �~"�� - .~ y� Rammhb Cuomo, 0-0~* '�� La ������.^ � B,�a� ~� � Page 13#f28 �==�« ^ 4�~ ° � «� �����0�J��� ������I���� ���=���~���°��" " "^ '�� www��oligtimng.cm | u2Veavu=eBlvd | San Francisco, m94u2n|p'us�54,r57y | r415.822.362 0 Please find a of Tanko Lighting's additional municipal streetlighting projects in California below. A list of Tanko Lighting's projects nationwide can be provided upon request. Santa Clarita, CA 16,200 (Pole Inspection) 4,400 Santa Ana, CA 11,500 Fullerton, CA 6,600 Tustin, CA 3,500 La Verne, CA 2,500 Bell, CA 1,600 Stanton, CA 1,300 Corona, CA 8,700 Suisun City, CA 1,600 Berkeley, CA 8,000 Vacaville, CA 5,000 Hayward, CA 7,700 Napa, CA 4,500 Sonoma, CA 1,200 San Bruno, CA 2,000 Pleasanton, CA 5,600 Rancho Cucamonga, CA Simi Valley, CA 8,000 Orange, CA 4,400 West Hollywood, CA 2,500 La Puente, CA 2,100 Signal Hill, CA 1,300 Claremont, CA 1,300 Vista, CA 2,200 Silicon Valley Power, Santa Clara, CA 5,000 Alameda Municipal Power, Alameda, CA 3,200 Vallejo, CA 9,000 Fairfield, CA 8,000 Modesto, CA 9,500 Lodi Electric Utility, Lodi, CA 7,200 Morgan Hill, CA 2,500 Oakland, CA 37,000 - Whether or riot the firm is imlc-)lvediti anypending litigation that may affect its ability lopro vidE its proposed services. Tanko Lighting is not involved in any pending litigation that would affect its ability to provide its proposed services, - State whether yourfirm is an individual proprietorship, partnership, corporation, orptivate nonj,)rofitfirrrt, oriel the date your company mins formed or incorporated, Tanko Lighting is a privately -held S corporation that was originally formed as a sole proprietorship in 2003 and incorporated in 2008 as an S corporation. 5 'HIRD tf the Proposer intends to subcontract, a detailed list of any sub -contractors, portnet-s, or third Patty who will be involved in the implementation of the proposed services, including bUt not hinited tO; Description of the Proposers experience with each of the proposedsubcontractors, Three (3) customer refet-ences for each subcontractor to include references names-, addresses., and telephone numbers, for- products and set vicessifnilor to those described in this RFTI, Page 14 of 28 'D! Tank& - _ www.tankolighting.cam i 220 Bayshore Blvd I Sin Francisco, CA 94124 P 415.2S4,7579 F 415.822.3626 ' Describe thespecificrole of each� Tanbo Lighting will partner with Star Energy Management, Inc. ("3ta/Energy ) —a qualified, licensed electrical contractor (C-1OLicense #GZ173O)—to provide installation services, including environmental disposal, field safety, and traffic control for this project. Star Energy has been in the energy efficiency business for decades in all aspects of the lighting industry, Projects have ranged from small retail space to ver/ large municipal, industrial and commercial facilities. Public sector relationships include the City of Chico, Countyof Tehama, City of Solano Beach, Long Beach Unified, Moreno Valley Unified, Fresno Unified, San Francisco Unified, City of San Jose, City of Davis, City of Sacramento, and many more. Tanko Lighting has an established working relationship with Star Energy, and has utilized thefirm in several recent municipal street|i8ht|ng projects, including for the City ofSuisun City, City ofOakland, and the City ofFresno. Please see references for Star Energy 0 City ufSan Jose — Public Works 2D0E.Santa Clara Street Tower 5th Floor San Jose, CA95113 (408) 535-8300 shah|ka.rnedina@sanjoseca.gov 0 CityofSaoamento—Pub|icVVork 915 | Street Sacramento, [A95814 (916) 808-8300 pub||cworko@pdtyofsacramento.orQ 0 Davis Public Works Department 1717 5th Street Davis, CAyS616 (530) 757-5686 �� ���� ��m»=����� �` ����N��� ��" �������& ����������������� Submit the resumescftheif) dbVdoobwho will beParfomvingthpzerviccxfiovtheCity. Rem'messhuKbe/o/mottedin the following order: - Positimrwit,theCmnpony, Length cƒbmew4th the Company, -Licenses, registrations and certifications osrequired by/otv toperform the Scope ofWork described herein, Educotiomo/bockgmund, Role i,the Project, -Experience with the m/nknumrequirements stated herein, Work his(o/ynn$milarnrlike projects with the other municipalities. Please find TankoLightinQ'sresumes inAppendix A. 7 S_ PIEF. C'._" � 10 N�� Proposer sholl/eview ond complete YKhibit B, Specificotion Form~Proposers must indicate compliance with specifications byncheck mmknrinitials inthe "MEE73", "B{[EEDJ",1VO~or"N/A" Indicating 1NEE73"tnnspecification will moon/b0compliance; mdicoting "mO^will n1cononexception is being taken. All exceptions must be _fully exploined on a separate page titled "EXCEPTIONS", giving reference to the page on6spec6Vrot/oo where the exception is being token, Fo8uoy to comply with this requirement will result in the response being rejected. Please find Tanko Lighting's completed Exhibit B, Specification Form in Appendix B. � Page 15 of 28 ' m��� � ��� ��D��U8�U���� ����~�' m��° ( zmnaymmeBlvd | Sammanu�ucx94124 | p41s.2.94.7579 | F*15.822,3626 � � � Objectives Given its understanding of the scope of work, Tanko Lighting's objectives for the project include: " Toprovide acomprehensive design thotmeebtheOt/snee6x ° Toprovide efficient product procurement ° Toprovide technical and logistical support for the retrofit phase ° Toprovide superior project management ofinstallation services ° To provide safe, efficient, and effective installation services " Toprovide thorough commissioning and reporting tofinalize the LED conversion phase a To provide efficient rebate/rate change services to maximize the City's ability tocapture incentives through this project ° To provide turn -key services throughout each phase of the project to reduce burden on City staff ° Torealize immediate, long-term savings for the City and its residents ° To improve the quality of night-time light and enhance safety on the City's streets Work Plan Tankd Lighting recognizes the comprehensive nature of the City of Tustin's LED streetlight conversion project and offers an approach that will streamline tasks and provide seamless deUverables. Utilizing superior products and tremendous technical expertise, Tanko Lighting's involvement will result in the successful implementation ufthis project. Please find below Tanko Light|no'sproposed scope ofwork for this project: Phase 1. Project Development " Task I.: Data Reconciliation with SCE Audit (Optional) As one of a limited number of firms that have overseen the transition of streetlight assets from SCE to a municipality, Tanko Lighting understands that part of SCE's final transfer of ownership process may involve a final audit to verify the existing inventory. Should SCE implement this in the City of Tustin, the City will need a final data reconciliation of the SCE final audit data with the City's existing audit data from Phase 1ofthe project. Given Tanko U8hting'yintimate understanding ofthe existing audit data, it is the best equipped to perform this final data reconciliation and will streamline activities to expedite 'the process. Tanko Lighting will develop a data reconciliation report that will include the following items: w Analysis oflocations confirmed during the audit • Analysis of locations appearing in the utility records but not in the confirmed audit records * Analysis of locations confirmed in the audit records but not in the utility records Please note that because the City's RFP did not require this task in its scope of work and its Cost Proposal Form did not include any line item areas for an adder' Tanko Lighting did not include the cost of this optional task in its Cost Proposal Form but can provide ittothe City upon request. De|iverab!es� w Electronic GIS records (in anArcG|Sgeodatabayeformat, as well as Excel format) for all existing inventory in the City that has been reconciled with the final SCE audit, This information will be provided as part of the final GIS data submitted upon completion of the project, � t� � Page 16of28 �" ���� ' o ww��nm,nglimnnzom | zznuaysxoroBlvd | San Francisco, ms41z | pms.zm.r57y 1 415a22.3626 Task 2: Design In Tanko U8hUn8's experience, a comprehensive LED streetlight conversion project is the ideal opportunity for e munidpa|itytoreaaseaitsentirestpeedight|ngdesignandensurethatfie|dconditionsaeuptimizedfora||appUcaborain the design. To achieve this, Tanko Lighting routinelyconducts municipal -wide design processes for each of its turn -hey atreet|ightin8 projects, KecentTanko Lighting projects in which design processes were implemented include Lod), CA, Lowell, MA, Somerville, MA, West Hartford, CT, Alameda, CA' New London, C[ Berlin, [[ Meriden, [T, Vernon, CT, and Maiden, MA, Additionally, Tanko Lighting assisted with another city in Orange County–the City of Fullerton's LED streetlight design – which utilized the same brand as the City of Tustin's specification, This experience has led to Tankn Ughtin8's streamlined approach todesign. Tanko Lighting utilizes Illuminating Engineering Society (IES) RP8 standards for roadways and right ofways. Additionally, TankoLighting utilizes Trade Manual 12-l2for direction onlight level equivo|enclesbetween HPSand LED and maintains a working knowledge of all the latest publications and updates in the market. However, there are many instances when municipal customers need to alter these standards to best meettheir specific needs. Thus, TankoLighting uses these types of industry accepted standards as guidelines, reviews the client's existing conditions and theoretic photometrics, and works closely with each municipality to develop customized proposed standards of comfort and functionality that match their needs. Tanko Lighting's goal will be to provide the City with an appropriate replacement design that includes the City's preferences on brand offixture^ photocell, replacement wattages, color temperatures, distribution patterns and other appropriate settings and options tmoptimize the LED streetlight retrofit. The design will ultimately result in a Replacement Plan for all existing streetlights that includes final cost, savings, and payback analysis. Tanko Ughtin8sapproad1 to design includes the following elements: • Organizing the existing streetlight infrastructure by road classification (e.Q'arterial, collector, residential streets) and applying standard LED replacement wattage recommendations based onthe location of each existing HPS fixture. w Reviewing theoretical photomethcsin relationship =~~—~~ ' to existing field conditions to confirm baseline fixture light levels compared toreplacement fixture light levels, rtw*" . .. m Addressing distribution pattern needs for specific roadway types and neighborhood characteristics (such as cul-de-sac locations) to ensure a tight light distribution pattern and minimize backlighting. MIMI,= ° Conferring with City's safety coordinators and police Tankoville_________ officers to solicit feedback on areas that are currently over- or under -lit and are public safety concerns 0 Reviewing additional data sets to identify potential areas in need of special consideration, including: � U k�����'~��c� ���� ������~� 0 ��� � �� w x�� w°wtanxolightmo.mm 1 zzouaymmmBlvd | San Francisco, o*o^z24 | rms,zs4.r57e | F 415,8223626 Page l7of28 � �. =~~—~~ ' rtw*" . .. � U k�����'~��c� ���� ������~� 0 ��� � �� w x�� w°wtanxolightmo.mm 1 zzouaymmmBlvd | San Francisco, o*o^z24 | rms,zs4.r57e | F 415,8223626 Page l7of28 � �. " Available data mnpedestrian/vehicle and bicycle/vehicle crash dataforareaswhere|ight levels and/or spacing have affected public safety • Available data onimportant localized land uses (e.g.parks, schools, hospitals, etc.) Tamkoumhunw'sMunicipal Overview Map shows mmentire � Available data on relative volumes of municipality with recommended replacement fixtures. pedestrian and bicycle activity = Available data onunique neighborhood characteristics • Incorporating the analysis ofthe additional data sets into the design recommendations. • Applyingthe City's preferred products, typical models and special considerations to its GIS inventory to produce maps of the type and wattages by location, as well as an analysis ofthe total cost, incentives, savings, and payback for the potential retrofit design. = Presenting the options and total cost/incentives/sav|ngs/oaybackTo the City and obtain its final approval on |tshould benoted that TankoUghtings photometric analyses consider existing fixture distribution patterns (see sample |n Graphic I below), as well as replacement fixture distribution patterns (see sample in Graphic 2 below), and layouts on minimum standard foot candies analytics based on roadway classifications (see sample in Graphic 3 below). Graphic 1: SamphePhotometric Layout cfSOW HIPS Existing Fixture Graphic 2: Sample Photometric Layout of 19WLED Replacement Fixture ) Page 18nf28 ' —~�� =��� � ` ' ~ ~ ! � u��|������C~� "� �����N�J��^ � ~~~~�����: o��o n�� . ! — www.*iftnghurgmm | 220aayuore Blvd | San Francisco, c^y4124| P415.254,7579 r,415,822.3626 ! Graphic 3: Sample Photometric Layout of MinimumStandard Foot Candle Analytics for Proposed Lighting Solution for 4 -Lane Road with a Median The overall benefits toTankoLightng'sdesign approach include: ° Standardization — The City is ensured that there is a consistent design method resulting in wattage continuity on its streets. Standardization also leads to e reduction inthe variety offixtures that the City must keep in its inventory ° Safety —Based on themost updated field conditions' the City can be assured that the design matches the system's current needs and results in improved public safety from streets no longer being under orover lit ° Efficiency —The process takes a very thorough approach by examining all relevant field factory and thereby maximizes the available savings by utilizing the most efficient design, while meeting light output needs " Streamlined Installation —The process allows for the development of a detailed scope of work (via a map of all replacements) by fixture for the installers to follow in the field — which enables more efficient materials gathering atthe start ofthe day and resu|ts inmore streamlined daily installations DP|iverab|es: � City-wide map with recommended LED replacement wattages for the City to review and approve. Task 3, Financial Analysis TankoLighting will utilize the reconciled data from the audit, aswell asthe City's preferences onfixtures, controls and/or other products, todevelop afinancial analysis, which will include: • Baseline energy use, energy cost and operations and maintenance costs w Estimated retrofit energy use and operations and maintenance costs w Estimated sources uffunding, including rebates • Calculation of estimated total conversion cost (remaining design tasks, product, and installation), energy reduction, and simple payback * Fixed unit pricing encompassing all costs that locks in the pricing and shields the City from change orders m Estimated twenty-year projected savings and cash flows Pa8e 19of28 ( �| Q�, ���.����=�' ����~�^����� ^ � ]� ���m����������� �n �; »IIJ . 1 zmuayuore Blvd | San Francisco, cxy41z | p415.2s4.7579 | p4z5.az36z � / --------------------- 4.93 Mi Graphic 3: Sample Photometric Layout of MinimumStandard Foot Candle Analytics for Proposed Lighting Solution for 4 -Lane Road with a Median The overall benefits toTankoLightng'sdesign approach include: ° Standardization — The City is ensured that there is a consistent design method resulting in wattage continuity on its streets. Standardization also leads to e reduction inthe variety offixtures that the City must keep in its inventory ° Safety —Based on themost updated field conditions' the City can be assured that the design matches the system's current needs and results in improved public safety from streets no longer being under orover lit ° Efficiency —The process takes a very thorough approach by examining all relevant field factory and thereby maximizes the available savings by utilizing the most efficient design, while meeting light output needs " Streamlined Installation —The process allows for the development of a detailed scope of work (via a map of all replacements) by fixture for the installers to follow in the field — which enables more efficient materials gathering atthe start ofthe day and resu|ts inmore streamlined daily installations DP|iverab|es: � City-wide map with recommended LED replacement wattages for the City to review and approve. Task 3, Financial Analysis TankoLighting will utilize the reconciled data from the audit, aswell asthe City's preferences onfixtures, controls and/or other products, todevelop afinancial analysis, which will include: • Baseline energy use, energy cost and operations and maintenance costs w Estimated retrofit energy use and operations and maintenance costs w Estimated sources uffunding, including rebates • Calculation of estimated total conversion cost (remaining design tasks, product, and installation), energy reduction, and simple payback * Fixed unit pricing encompassing all costs that locks in the pricing and shields the City from change orders m Estimated twenty-year projected savings and cash flows Pa8e 19of28 ( �| Q�, ���.����=�' ����~�^����� ^ � ]� ���m����������� �n �; »IIJ . 1 zmuayuore Blvd | San Francisco, cxy41z | p415.2s4.7579 | p4z5.az36z � / De|iverable�s� 0 Financial Report: A report outlining baseline conditions, as well as estimated project costs and savings. Phase 2. Projec. Implementation This task is the crux of the entire project, as it will be the point at which installation occurs and the first opportunity for the public to experience the project's benefits Tonko Lighting will carefully orchestrate logistics and provide post -installation commissioning to ensure that this phase of the project is executed with the utmost professionalism. Phase 2will include the following milestones: Task 1: Materials Procurement Tanko Lighting will purchase the City's prefer -red fixtures. and will stage the receipt of fixture shipments for installation in a manner that ensures the secured storage of materials at the designated storage location for the project. Tanko Lighting's material handling will include the following elements: ° Receipt, offloading, inspection for defects, transportation, storage and warehouse management ofall material, • Preparation of returns to manufacturer for defective devices, including repacking and palletizing, as necessary. • Liability for any damage, theft or loss incurred to inventory prior to or during implementation until permanent DeUveraWcs: w Upon approval offinal project design, TankoLighting will provide the City with final product submittal sheets for final approval. Once submittal sheets have been approved, Tankn Lighting will order the materials. � Page ZOofZ8 ���" ��~�^� ~ '��� ���������>�~���� ��U���� � -__= "�� v »�� TaSk7� Community Outreach and Notification Tan ko Lighting be I ieves that proper coo rdi nation of inform ati on and outreach to stakeho I ders is an essenti a I part of ensuring � o successful streetlight conversion project. To that end, Tanko Lighting will coordinate with the City to help develop a community outreach and notification plan prior to the commencement of any project activities. The plan will ensure project � � awareness and minimize public disturbance. Spec|fica|[KTanko � Lighting will develop the message and provide the schedule tothe City's media staff. "The project was completed without ahitch and we've had ^ zero complaints todate. The best Project I've been � Deliverables: responsible for." ° Specific language, draft David Da|torin,PE 6 ^ press release, and � ' Town Enginwer/Fad|itiesDirector assist with notifying community members ofthe project. Town ofHopkinton, K«A Task 3: Logistics Management m' TankoLighting will ensure that all logistics are carefully coundinete6forthepooject. TankoLighting will work with the City's main point ofcontact to develop an installation plan that minimizes inconvenience to the City and includes ordering schedules, traffic control plan, waste disposal procedures (that comply with all applicable State and Federal laws, as well as any utility requirements), and installation and commissioning schedules (including hours of installation) as required to the Ci ty. TonkoLightog isvery familiar with the traffic control needs ofo municipal streetlight conversion project, astraffic control is an element of virtually every Tanko Lighting project. Given that streetlight conversion project is a mobile operation requiringjust a few minutes of work at each location, it can easily be likened to the same traffic control needs as the typical � trash collection service in a city. As such, Tanko Lighting will work closely with the City during the Logistics Management phase to confirm traffic control requirements and provide evidence of compliance, 0 Tanko Lighting will maintain proper communication and coordination with installers to ensure installation quality, work and public safety, compliance with project schedule and proper handling ofwaste materials. TankoLighting will facilitate apre- construction 0ok,DffmeetingvvithCitystaffand|nsta||ersto review the project schedules, traffic control plans, work safety, N � public safety and waste material handling procedures and requirements prior to the start ofInstallation. Star Energy — Tanko U8ht\ng's1nsta||aMon subcontraotor—w|U develop and provide aSafety Plan with traffic control plans as necessary � for approval bythe City prior toany in -field installation. � Deliverables: ° Ordering, traffic control and safetyplans, required perm��d�pos | s�a�e8y, � - ' �pre-construction meeting, ongoing meetings, installation and commissioning schedules. Task 4: Waste Disposal TankoLighting will ensure that Star Energy manages all project waste disposal |ncump|iancewithaUapplkable|ocaLState �^ and Federal laws. Documentation of waste disposal will be provided as part of the final project reporting documents. Task 5: Installation TankoLighting will utilize its subcontractor, Star Energy, toperform installation ofthe LED fixtures for this project, aswell astraffic control support, and environmental disposal. Star Energy's efforts will be directed by Project Manager, who will � Page 21of38 t�����~ �^ | �������i��� ! � ��n�����"° x w��" wwwAa"kolig»unguorn | zmyayammBlvd | Sa^pmnusc" CA 941.24 | pms.2-94.rsm | p415xxzss26 � / be responsible for all logistics and field installation, including safety and traffic control, and all management offield staff, Star Energy will have local storage facilities from which to safely store and stage all equipment and materials needed for this project. Further, Star Energy has the necessary equipment, such as buckettrucks, traffic control signage, etc. necessary for aquality and safe installation. Finally, Star Energy has the experience with municipal lighting projects and qualified staff highly -trained in the nuances of electrical installation work and safety to ensure the success of this project, Star Energy's installation crews are expected to install an average of thirty-five fixtures per day, Completion of the project commissioning (see be|owformoreinformation nncommissioning) will coincide atthe end of the installation phase to quickly address any errors, punch list items, ortroubleshooting needs. installation services will include: * Removal ofexisting fixture m Verification offixture line voltage m Installation mfreplacement LED fixture with fixture |Dlabel visible from the ground m Adjustment � • Alignment and socket settings — TmnxoLighting works with local subcontractors xou,mpedv • Installation of new photo cell with City specified long -life m,aK/mmotmmnmtues in the field arid invest mthe local photo cell emqommv. • Cleaning ofglass and fixture base for any decorative streetlight fixture retrofit w Installation of house -side shields on LED streetlights on an as needed basis. Tanko Lighting will ensure that all requests for shields will be submitted to City staff for review/approval. Tanko Lighting assumes that less than 3%ofnew LED streetlights will be requested to receive house -side shields within the first year of retrofit and has included full costs for materials and labor |nits Cost Proposal. w Testing pfnew LED fixtures toensure that they work and identification oflocations where repair needs exist. Based on the baseline GIS map and database of existing streetU8htsthat the City will provide, Tanko Lighting will develop installation maps and provide to installers and relevant City staff for accurate project tracking, An additional feature of Tanko Lighting's approach is that its GPS data collection activities are integrated throughout project implementation — as a routine practice, Tanko Lighting can stay intimately involved with the daily installation phase via its data collection protocols that are required of all installers, Tanko Lighting will ensure that installers are equipped with handheld GPS devices and train them in collecting relevant data on both the HPS fixtures being removed, as well as the LED fixtures being installed, including date of installation, existing lamp wattage, any discrepancy data on existing fixture, replacement fixture wattage, existing fixture voltage, replacement fixture voltage, replacement fixture model, pole badge number and verified GIS coordinate offixture location. Installers will berequired tocollect data atevery location and transmit itdaily toTankoLighting. TankoURhting'sin-house data analysts will review the data, reconcile itagainst the audit data, as well as City and utility records, which will result in aprecise understanding ofthe project's progression, TankoLighting can track each crew's daily progress via time -stamped data on every fixture location. This not only enab|esTanko Lighting to know every location where each crew has been, it also allows Tanko Lighting to track the routes that each crew has used and any inefficiencies in the process. TankoU0htin8 reviews this information daily, which allows it to provide immediate instruction to crews on any course corrections necessary. Tanko Lighting's proven experience with managing installation crews through data collection activities routinely integrated into the installation phase ensures the accuracy and accountability of project partners, Please see the diagram below for an understanding of the expected data flow associated with the project: � PaFel2of20 ��m� ~ ����^ ���������� ���� ������� �� ��*�����o�� /---------�-- / ReldAuditoo ( — --'----- Project Data Flow °" ""E a ; AFci_!�S _ � mtemcri" ' |n��|�� \--==�- \ Se[ver kvemars ) Client Tanko Lighting will use the installation data to provide Weekly Installation Reports to the City (please see a sample Weekly Report in Appendix |). In additi'or\ Tanko Lighting will provide weekly reporting that includes prevailing wage reports, schedule updates, public concerns/field implementation issues (including any corrective performance and dates of corrective performance, as well as potential wiring or system issues), and any issues needing City feedback from the previous work week. TankoLighting will be responsible for warranty work related only to materials and installation for a period of one yearfrom the installation date of each fixture. The installation warranty will coverfixture or photocell failure and issues related to the installation, such as incorrect mounting or wiring of fixture, The installation warranty will not cover issues unrelated to the installation, such as fuse failure, knockdowns, wire shorting, disconnection of the pole or arm from power source, weather related damage, vandalism, Acts ofGod, orunrelated capital work impacting the pole orfixture, Upon installation, the City, orits standard maintenance contractor, will beresponsible to serve asfirst-responder tnall outages, shall identify locations where warranty -related work is necessary, and will notify TankoLighting of the warranty - related locations so that a remedy can be implemented. Deliverables: * An overview map identifying the planned installation route by region/neighborhood. * Maps with particular locations and fixture information used to dispatch installation crews and allow City staff totrack installation routes. * Adetailed listing of the locations completed during the installation phage, along with maps corresponding to locations. Task 6: Pole Labeling TankoLighting will obtain City -provided pole labels and determine the most sensible numbering sequence, TankoUghtinQ will ensure that its subcontractor, Star Energy, provides the incidental materials (such as nails and epoxy) and installs the pole labels oneach pole atthe time nfinstallation. Please note that TankoLighting will not instruct crews toremove any existing SCE labels (per the City's response to questions during the RFP phase). Deliverables: � � % Page 23of28 m Updated Database: At the conclusion of the project, Tanko Lighting will provide an updated database that includes the pole label numbers for each location. Task7: [OnlDMiSSiQning Given Tanko Lightng's significant focus on thorough data collection during both the audit and installation phases, approximately ninety-five percent of the commissioning efforts take place during the time of installation. This is because Tanko Lighting can quickly validate the installation data against the confirmed audit data (which is validated against municipal records during the Data Reconciliation phase) and accurately identify any locations where both data sets do not match. This ensures tremendous precision that establishes a finite subset of the installation locations that require additional review. Final data collection is obtained during the commissioning phase' which includes a field inspection to confirm installations. This process often includes capture of additional GPS locations and taking pictures at many locations to confirm installation status. Upon completion ofthe installation, Tanko Lighting will ensure that the installers perform final inspection onall fixtures, cornactany'punch hst°items, test lights to ensure that they work, and identify locationswhere repairneeds Cityassistance, Tanko Lighting will provide the City with a complete commissioning report outlining any errors and actions taken to correct enro rs. DeUvera[,,i I es 0 0eta|led analysis offina I insta||ationverification and test! ng, including anoutline ofany errors and actions taken to correct errors. Phase 3� Project Closeout and Deliverables A project is never completed until the final documentation and administrative requirements are met. Tanko Lighting understands that proper follow through is essential to considering a project successfully executed. To that end, Tanko Lighting will coordinate all final reporting and data requirements to ensure that the City considers the project is compliant and complete, Phase 3will include the following milestones: Task J.: Rebate &T8rHff Change Coordination Tanko Lighting will comply with all utility requinemantsfnr the replacement LED luminaires to receive rebates for which the City is eligible. Tanko Lighting has extensive experience working with utility rebate programs to document and verify rebates for municipal streetlight conversion projects. Tanko Lighting will prepare all necessary and required documentation for the rebates and submit these to the appropriate departments within SCE. Tanko Lighting will follow upwith SCE tu confirm the materials have been received and are in process. As the City will be the recipient of the rebate, SCE will negotiate with the City directly regarding the timing and issuance of the funds. Therefore' if known, Tanko Lighting will provide the contact information for the SCE staff person processing r ��n��(D Tanko Lighting assists with the project's rebate and rate changes. Page J4of28 the application for the City staff tosecure the final payment. |fthere are any inquiries from SCE tnthe City regarding the submitted applications, Tanko Lighting will assist the City with responding to any questions. Tanko Lighting will also coordinate with SCE on changing tariffs to the newly -installed LED f�turere�y. Tanko U8htinQv4Uprepare the neceoarydocument�jon,subm� Tbe««���g�m�«���v��e��«ƒ to SCE, confirm the materials have been received and obtain the timing for the Berkeley, California, included twenty modification to be processed. If known, Tanko Lighting will provide the contact d8�'rentt�msqfdccooz���vtuos — � d information for the appropriate pa�yaddressing any rate changes rtheOty.8ase most ��hb��c���� crvo on the timeframe provided by SCE, the City staff will need to confirm that the requirements and unique aesthetic modification appears inthe City utility bills. |fthere are any inquiries from SCE tothe needs. Balancing the City's needs, City regarding the submitted applications, Tanko Lighting will assist the City with Tanko Lighting developed odesign responding toany questions. that involved LED retrofit kits customized uneach fixture, This Deliverables: preserved the City's existing � A compilation of copies of decorative fixture aesthetic, paperwork submitted and processed with the utility regarding rebate maximized energy savings, and saved applications and tariff changes. the City approximately $500,000 in installation costs. Task 2: Final Reporting Tanko Lighting will provide all necessary documentation to fulfill the requirementofthe City's compliance and reporting forth|sproject This includes: ° All product warranties and manua|s ° Required SCE documentation " "As -built" record documents of newly installed LED streetlights in the form of electronic GIS format (ArcMAP) records, including all wattages, pole labels, locations and other associated attributes for integration with City system Environmental waste disposal documentation Deliverables: m Final requirements necessary to process the available rebate and tadff changes with the City, as well as post -construction electronic GIS records for all newly -installed streetlights in the City, including all wattages, pole numbers, locations, and other associate attributes, and environmental disposal documentation. T@6k 3: Cih/Staff Training ' Within thirty (30) days of the project completion, Tanko Lighting will convene relevant City staff members for a training. � The training curriculum will include information on the project, elements of installation, routine operation, maintenance �^ and safety ofthe LED luminaires installed. Deliverables: �^ 0 Training Documentation: Presentation slides and materials of the training curriculum for the City's reference, Schedule Please find Tanko UQhting'sproposed project schedule below*: � � 10 � q Page 25of2Q �� —~� =��� U ~ ��~ � H���������� | ^� �� �� �����������x www.tao:nlighun«zo� | z2oa�shveBlvd | San Francisco, cA 94124 | p41s.zs4,orn | p41S.ozz3azs / Task Estimated Completion Date 1 2 3 4 5 6 Initial Design Submission = 4 weeks after receipt of City s�'� baseline GIS data Design Final Design Submission 1 week after City feedback (TBD) Financial Analysis 4 weeks after receipt of City's baseline GIS data 511111,_- •- Submittals to City =1week after City approval of Design; MaterialsProcurement ordering = 1 week after City submittal approval; s Shipment of Fixtures = 4 — 6 weeks from order placement T. Logistics Management 2 weeks prior to Installation s _ Community outreach 2 — 4 weeks prior to Installation V Installation Commencement = 1 week from material receipt; m Substantial Completion = 6 weeks from commencement Commissioning & Final Punch List 2 weeks following Substantial Completion Rebate/Rate Changes, Final Reporting, 4 weeks following Substantial Completion Staff Training *Please note that this schedule does not account for SCE's activities related to the acquisition of the streetlights. F 1`- , Provide a nrinirriun7 of four (4) references, Pref-,robly with of her lv unicrpcfiitie,s or Eiovernn7e.^^rat Age ncie s in which sirnilcrr services erre being performed, Re:cre>nces must be fnr work perfiarme(9 or comf,)leted in the post three () gears. "Exhibit B, Reference Worksheet„ must be used to submit references. Follure to comply with this instruction will deem the RFP response as non-responsive and will not be considered ony further in the evaluation process. Please find Tanko Lighting's completed Exhibit B, Reference Worksheet in Appendix C. z> Fart :3 In adt;lition to the acceptance of the, City's iii✓>rins and Conditions, the successft�rl f'ropos>;:r' will be required to enter into a Professionof Services Agreement ("PSA"j with the City, a sample of which is ottoched to this RFP as Exhibit H. All r'oquirernents of soil PSA awst be cc,ropleted by the successful Proposer and signed by L odi applicable parties prior, to any services being rendered, This RFP sets.forth scare of the: general provisions which moy be included in the,final PSA. In submitting a response to this RFP, Proposer will be deerned to have agreed to each clause unless other wise imlicoted in the "Exception Summary, Exhibit C" and the City agrees to either, accept the objection or deviation, or change the PSA longuoge in writing. Failure to remise any objections of the time ref this RFP respc}r7se 5obiniftol will re>ult in to waiver of objection to any of the contractual language in the PSA ort any other tfine. The signet! Exception Summary shall be included in the RFP response. Please find Tanko Lighting's completed Exception Summary, Exhibit Cform in Appendix D, Proposers rriusf naeet al/ insufance requirenients tris mainlined in time Professional Services Agreernent. The awarded Proposer will be responsible for providing the required Ceriificratas of insurance and must be the Nurned insured on the Certificates. Certificates of Jnsrrrance frt-rm any other entity other than the awarded Proposer, will not be accepted. Tanko Lighting will provide its certificates of insurance during the contract negotiations phase. Page .116 of 28 www.tankolight]ng.com 220 Bpyshore Blvd I San Francisco, CA 94124 I P 415,254.7579 F415,822.3626 11., ADDENDUM ACKNOWI-EDGEMENT The Proposer -shall hereby acknobviedge they have received a// posted Addendurns, if ony, The Proposer onderstands ftlihffe to acknowledge any addenda issued moy cause the response to be considered non- responsive. It is the Propose is responsibility to ensure any andolladclendahove- been obtained prior to the submittal deadline. Addenda iSSUedincorrespondence to this RFP shoat beconsidered a part of this AFP and shall became Peart of any final Agreement that, ma ' v be derivedfrorr this RFP. Proposers must indicate their acknowledgement of any Addendurns by wav of signature on "Exhibit D, Addendurn Acknowledgement Fort" and must be included under this section of the RFP response. Please find Tanko Lighting's completed Exhibit D, Addendum Acknowledgement Form in Appendix E. C %ATI 'U ER Cr:R`%t Proposers must verify by way of Signature to "Exhibit E, Proposer Certification Form' that Proposer not- any of its proposed subcontractors are currently under suspension or debut ment by any state or federal government agency, and that neither Proposer not any of its proposed ,ubcontroctors are tox delinquent with the State of California. The signed exhibit must be included under this section of the RFP response. Please find Tanko Lighting's completed Exhibit E, Proposer Certification Form in Appendix F. W 411, 'RC In cornbincition with the RFP response, Proposers shall also submit 'Exhibit F, Cost Proposal". Cost shall not to be discussed or indicated anywhere in the RFP response other than in the "Exhibit r, Cost Proposal'. The Cost Proposal shall be an itemized list of all proposed costs for services specified herein, The City will not be obligated to airy cost not identified in the Cost Proposal submission. Failure to provide the required Cost Proposal in the reqvestedforrnot and on the City's Form will cause Proposers submittal to be non-responsive and be eliminatedfront any further consideration. Please find Tanko Lighting's completed Exhibit F, Cost Proposal form in Appendix G. -r, I OR (C -51i 11111"N'11,� RE OF A u t - Completion of this RFP requiren-tents and associated Exhibits are a requirement. I-01JUre to do so may disquolifjl Your RFP response submittal. Proposers IDUStsubmitone (1) otiginoland jive (5) copies qfsigned, sealed RFP responses by the due date and tirne as specified herein. Proposers will be considered non-responsive if the above requirements are not submitted as requested, In the event that only one RFP response is received, the City reserves the right to return the RFP to the Proposer, 'Exhibit G",Signature of Authority must be included with the Proposer's RFP response. Please find Tanko Lighting's completed Exhibit G, Signature of Authority in Appendix H. Page 27 of 28 www,tankoligliting,corn 1 220 Bayshore Blvd I San Francisco, CA 94124 1 P 415,254,7579 1 415,822,3626 15 g P N C a ', 0 Appendix A- Resl..imes fo /appendix B -.,Specific tion For'rn (;, Appendix C - References Appendix D --- Exception Sunyirriary Appendix E - Addenda Acknc)wled e melt Form Appendix `- Proposer Certification Enrrn Appendix G - Cost Proposal Form Appendix H Signature of Authority For'rn Appendix I -Sample Reports Page 2-8 of 28 Ta n ....NE. www.tankoliphtlnp.com 220 Bayshore Blvd San Francisco, CA 94.124 P 4:1.5.254.7579 �' 415.522.3626 /APPENDIX A T a koLiar"t". n Bringing passion to light, T'anko Lights ng's Staff Biographies/Resumes President 14+ years C-10'Llcense, Bachelor of Science in Electrical Engineering (Seattle University), a Master of Business Administration (Seattle University), PriOcIpak"in-Charge; Design, Technical Assistance More than twenty years of experience, including hundreds of municipal streetlighting conversion projects, including Phase 1 of this project — involving GIS audit and acquisition support of the City's streetlight infrastructure. Extensive project experience, including LED street light rnnvinrcinn nrninrtc fnr tko (iflne,nf Nla— 1 —4— rr. 15% of time UDA Bachelor in Business Marketing from George Washington University, a Juris Doctor from the Delaware Law School Widener Contract oversight, quality:control Extensive experience ensuring contract oversight and quality control for municipal streetlight conversion projects ter, MA, ,riden, CT, hb, and West 20% of time Page I of 4 wwvv,vinkollighting.com 220 Bayshore Blvd I San Francisco, CA 94124 1 P 415,254,7579 1 F 415.822.3626 .;Tankol-ighting Bringing passion to light, Project Manager 1.75 years N/A Master degree in City Planning, Land Use and Environmental Planning from the University of' Pennsylvania, as well as a Bachelor of Arts degree in Environmental Studies and Sociology from the University of California Santa Cruz Project'management:and iogistics support Extensive experience with project management and implementation support of municipal streetlight conversion projects, including Phase 1 of the City of Tustin's project 30% of time 2.5 yearn N/A Page 2 of 4 220 Bayshore Blvd I San Francisco, CA 94124 1 P 415.254,7579 1 F 415.822.3626 � 0� ----------'��' Bringing passion to light, Bachelor nfScience degree inEarth and Ocean Sciences from Duke University and aMaster ofScience in Geosdencasfrom Virginia Tech )I`Oatanfnn|����'�//�'��^'�'}y�������( Extensive experience with G|Sdata management for municipal streetlight conversion projects, including oversight of Phase 1 of the City of Tustin's project conversion projects for the Cities of Berkeley, CA; Oakland, CA; Santa Ana, CA; West Hollywood, CA; Lowell, MA; Maiden, MA; Meriden, CT; Warren, MA; Miami Lakes, FL, Simi Valley, CA; Geneva, NY; and Londonderry, CT. 4.0% of time (during installation) StaFEinergu�s StaffB'c),,�2[a[,,hier/ResUOOes High School Diploma Installation services oversight Over thirty years of experience with electrical installations -Cities ofSan Jose, Davis, Sacramento, and LA County 25%oftime (during installation) Vice President 10 years N/A High School Diploma Clua|Utyoontro| Over ten years ofexperience with electrical installations Cities of San Jose, Davis, Sacramento, and LA County 25% of time (during installation) Page 3of4 wmmwx.tanko[ighting,comm 220 Buyshore Blvd I San Francisco, CA 94124 1 P4IS.2547579 1 F4l5.D23.3626 'rk E. Bringing possion to light, C-10, General Electrician Certification from State of CA High School Diploma Installation services Project Manager Over thirty years of experience with electrical installations Cities of'San Jose, Davis, Sacramento, and LA County 100% of time (during installation) Page 4 of 4 �f,;ww.t.antcoligi-,ting,.cci,rd, 220 Bayshore Blvd I San Francisco, CA 94124 1 P 415.254.7579 1 F 415.822.3626 APPENDIX B CITY of TUSTIN LED Streetlight Conversion - RFP October 2D1 7 Page 18 EXHIBIT A SPECIFICATION FORM The City reserves the right, at its sole discretion, unless otherwise stated, to accept or reject all or any bids, or any part thereof, either separately or as a whole, or to waive any informality and to split or make the award in any manner determined by the City to be in the best interest of the City. IMPORTANT, PLEASE NOTE: Vendors must indicate compliance with specifications by check mark or initials in the "MEETS", "EXCEEDS", "NO" or "N/A". Indicating "MEETS" to a specification will mean full compliance; indicating "NO" will mean an exception is being taken. All exceptions must be fully explained on a separate page titled "EXCEPTIONS", giving reference to the page and specification where the exception is being taken. Failure to comply with this requirement will result in the proposal being rejected. Must be included in final RFP submittal. NfL1 i 11 OW ..-„i.el,t.l.4V�k. Contractor and/or subcontractor possesses a contractor license in form Both Tanko Lighting and class as required to perform any and Star Energy and all work under this contract —are X C-10 Licensed Contractors Class "C-10” (Electrical) Minimum 10 year warranty on X replacement LED light fixture Minimum 10 year warranty on X photocell Must be included in final RFP submittal. APPENDIX C CITY or TUSTIN LED Streetlight Conversion - RFP October 2017 Page 19 EXHIBIT B REFERENCES WORKSHEET The following References Worksheet must be complete, failure to provide the required information will disqualify your RFP response. Provide a minimum of four (4) clients that are similar in size to the City of Tustin that your company has conducted comparable or like services. Preferred references should be government agencies and be a current customer within the past three (3) years. Please verify accuracy of contact information. 730 nd ,oject CITY OF TUSTIN LED Streetlight Conversion - RFP October 2017 Page 20 Must be included in final RFP submittal. ect i ect F Mark the appropriate choice, below: CITY OFTnmo0 LED Streetlight COOYersiOn-RFP October 2Ol7 Page 2] X Proposer accepts the RFP document, PSA, and Terms and Conditions without exception, ME - Proposer proposes exceptioms/modificationsto RFP document, PSA, and/or Terms and Conditions. Summarize any and all exceptions below. Enclose a written summary 0feach change and title as "Exception Sunnnoaqy, which shall include the Proposer'a rationale for proposing each such exnept1on/nnodif|cation. Each exception must be labeled with the Section number in the RFP. Failure to properly reference exceptions in the submitted summary may deem the response as non- responsive. Printed Name President Title November 1' 2017 Date Must beincluded infinal RFP submittal, CITY OF Tuuz/N � LED Sfreeflight Conversbn - RFP | {]Cto8]B[2017 � Page 99 EXHIBIT ADDENDUM ACKNOWLEDGEMENT The Proposer hereby acknowledges the following Addenda Number(s) to this RFP have been received, if any. Proposer understands failure to acknowledge any addenda issued may cause the RFP response to be considered non-responsive. It is the Pruposer's responsibility to respond in writing tuthe City Representative any time addenda is transmitted through electronic mail. * Addendum 0o. 1 � Addendum NO.2 � Addendum MQ.3 � | | � _X& , � s | ~# JasOOT8DkD ! Printed Name President | Title November 1.2017 | | Date Must beincluded infinal RFP submittal. APPENDIX F CITY OF TuSTIN LED Streetlight Conversion - RFP October 2017 Page 23 I certify that neither Tanko Lighting -(Proposer) nor any of its proposed subcontractors are currently under Suspension or debarment by any state or federal government agency, and that neither Proposer nor any of its proposed subcontractors are tax delinquent with the State of California. I acknowledge that if Proposer or any of its subcontractors subsequently are placed under suspension or debarment by a local, state or federal government entity, or if Proposer or any of its subcontractors subsequently become delinquent in California taxes, our Proposal may be disqualified. re Sig i fa!on Tanko Printed Name President Title Must be included in final RFP submittal. E 0 LL. U. 0 x 0 w 00 Lr) OC) 00 Lr) 00 Lr) 00 Lr) 00 Lr) Gq m 'Al m Iq m � Ali -AN 4 WWI ?"Rki A u (U Wax gi�gat —d t ON N", D!,fir. ai yJ BN4 INV llG> t9 �,n my N Q) mg, m Rol a ],".','jbl l'o'o,' �t-�Ool m 0 LU "ft -R OT -1. 'I' 1* , IN. m a q (Y) WOZ, LLI ap- it pp —j 00 0 p, LU gpl w41 C) MEE: kn A O, Ln in L 1, 0 0? , T', , .0 13 ;" LJ �; :E , - !9. I N - c culCL LL cz w J CL iL CL a-- z M j 10 PU M ggm��cgwta a rn'Y s. w Ng o 8 2,111 Pl, a -s PiRk ' UA OWN C 113" O CD a O o D 0 O 0 0 C? 00 0 00 Lr) 4Eq � jog. up 'M w NO ai �h m �MN mw RKO N f}` �Qt 'N �t g 'S F, i...' gw � n' - M iV W, og go ON r A NavA N, W, 1� I Ml ffi'A ME IW O 'gv wo igo OR fr ---Lo , M V yg M, gg -W IS F'. ROO . M, ' i RIN. ll oll INS L qW, N iMa X '00 7 M"rr 'VI WNW, mac''' ZWO u1 0& N, 'Okg g7 W, g "knit 0 CD N Q M F-� a 00 N M M N N M M °` Lf)rn Lr) n 00 w � Gq 46S oho a s a a a a a a+wq Lr) a n�c0;6 � 00 v 00 n 00a,,00 w �s 1 oe s z Oe Of W i. 'Y i`y Wr4 N u N ( Sl G) ..ski, u i'SfL x3i d� .Cif' L .C:' 0 hFt° C r1 a a a w4a aa� o 1 ,'rix �.mat NIP ca } r s mrY mNOW 2 Ln Ln S .-I "Kii 1✓`j RlR6k 4N�Y.Y� IN ::� v'^y. 1'y a,r ynf� �lr H {•. t4S �5 C) r i i ' r•rYr S. H H y�At:. h4Ht�( i x,N't:, ,�5 C? MT'i i. Q 'J: Q IRA Cf '171eH-1 �V-I�"�� 00 Nil ci IF q' r 3„ - M� k 3 -1'ON�S.€*`T) MOO H H �O1H*1 ski 5H 5 AMLO 7 ; 1O� e e . k n�� '. � �M���rPx `1 �` ^�aLr3 5 7 ury �e ft y �^ lli§r'7"`- 11 (i, r r rn_71 Y'4pit 1f•` S'+%$'&^•+"a 104 E- � �}i 'nc�' 9 ', e '�+; �3"�#✓�. � v§ s�m�•r.,uY 1'S -fi u r a , dIl AFI �� F Sy �' -k 'Y �"'F`R4RN 4 (. r`v"h�73 P Y :trt61'y 'M Y S( A 4=i'_j`o3q 01as�t� ,tn lt5t')�Ti)'�=raTa,,�'�.z�uy{a�r a�L�w F+� �OOr'�#xasr%"3' q y}D,�OD,.,�� O C1O `'�' - � ��+k tf z i�'�W hp' p 3} P 'aj++ lr101 bN c k Kiwi, -.'. 5� ivlF"tVlr 3 0 CD N Q M F-� a 00 N CITY of TuSTIN LED Sfreefight Conversion - RFP October 2017 Page 27 The undersigned firm declares that he has carefully examined the specifications and read the above terms and conditions, and hereby proposes and agrees, if this RFP response is accepted, to furnish all material in accordance with the specifications and instructions, in the time and manner therein prescribed for the unit cost amounts set forth in the following RFP response. T 7� E jpiillq�j�' M111111111111q: yiii I ' ' -A ,ompany Name: Tanko Streetlighting, Inc. ("Tanko Lighting") elephone #: 415-254-7579 :ax #: 415-822-3626 :-mail address: jason@tankolighting.com authorized Representative: (print) Jason Tanko Street, City, State, Zip) 220 Bayshore Blvd. San Francisco, CA 94124 eb Address: ........... .. .. .. . . . . . . . . . . . . fie: November 1, 2017 Must be included in final RFP submittal. Proposed Fixture Types 0 25VVType 83000K(95R) IN 88VVType D4OOQK(9) G) 25VVType B40OOK(2) A 88VVType E3OOOK(2) @B 25VVType D8OV0K(88) A 8DVVType E4OOOK(74) * 25VVType D4Q0OK(2) FL01Trunnion Mount Flood (1) � * 32VVType 83QVDK(477) o� ~ PTO1 Colonial Post Top (G2) � @ 32VVType B40nOK(74) 0 pTO2Colonial Post Top 0 32YVType DDDOOK(21) (52) E8 32VVType D4OOOK(7) *» PT08 Colonial Post Top (4) L O2YVType EDOOOK(3) dx PT04Colonial Post Tbo(1) �� VV �2TypoE4OOOK(14) ' ' ' ' * 88W Type B300OK(12) 0 PTO5Colonial Post Top (1) Total Fixtures; 1900 ~ * OOVVType 64O8DK(2S) PT86 Colonial Post Top (1) ~ � 00 88VVType UDOOUK(1) 8BO1Colonial Post Top (6) ~�^ TankoL|j��|��� . ... ... ..... 2 55 6 5 58 3 5 _5 5 56 6 7 60 59 39 61 -65::3 1 8. 53 64 ... ... .. ... S§4: 527 40 6,3 014 6 6 1M 68 16 10 9 6 12 70 -13 38 71 2 6 17 37 N, 42 48,,� 116 �3, 6'� 4 49 1.7 75, 34 43, 9 8,,. 't�;-73J 77 is 74 97 100 2- 96 X%7 8 -3 95 7�9 19 �I 02 104 1)201 94 81 20 31 10 3�\(L"' 117 -A A 2 4 4 106 1 AN x i10 21 30 109 27 2 6 8 Proposed Fixture Types Design Areas (120) L—j Town Boundary N6 W 3 91 88, 87 83 119 5 20 0 z 00 0 co 00 CD ---,a co 0 T7 CD fir'. CD 0 IUD) wo CIA No rr c0 I CL LU J2 3: C> 0 0 0 0 m CD W 0 0 O 0 a 0 C) m m CO 0 M 0 C: 03 CL n co o ucil 'll 'o El o D Al 0 CL co 00 0 co 00 CD ---,a co 0 T7 CD fir'. CD 0 IUD) wo CIA No rr c0 I 40'�' � �r��� ~ �^�� 0����0�0�/��n��� Ut.0ng Fixture Characteristics Existing Lamp Type - m LPS m HP3 � LED w INC � IND � MH w MV � Unsune(pic) Existing Lamp Wattage a 35 w 55 0 50 0 70 a 90 m 100 s 150 m 175 m 200 0 250 0 400 0 Other New Fixture m 41VVType A'ERS1-U-Z3-A1~7'3O-A-GR4Y-O93-XXX w 4lVVType D~ERS1-0'23~Dl-7-30-A-GRAY'Q93-XXX w 41YVType E-ERS1-O-23-El-7-3O-A+GRAY-O93-XXX • 90VVType A-ERSl'O-1U-A1-X-30-A-GR4Y-O93 m 9OVVType D'ERS1-0-lO-D1-X'30-A-GRAY-Qg3 w 9OVYType E-ERS1-O-lO-E1-X~]0-A+GRAY'0g3 www,tankocom Bringing passion to light. Installation Tracking � Installation Status ! * Not Yet Installed m Installed * Skipped:Cunstmodon/O6strucdon | * Skipped: Pole Not Found 0 Skipped: Power Line Obstruction ! 0 Skipped: Tree Obstruction i w Skipped: Other Photocell Installed * No / m Yes | Issues w None m No Power | / w Can't Test Power/Contactor m Damaged Arm . w Damaged Pole ! = Other Issue (comment) . Comments [free form] | Autopopulated Data SumeyDate/Time | Installer | Unique ID Bringing possion to light, 220 Bayshore Blvd I San Francisco, CA 94124 1 V, 415.254,7579 1 F 415.822.3626 0 rL cc .0 C r Q 10 0 X C 11 A-1 Dj. 4, iHnN bomeAvo n. ......... ... . . ... EIS . ... ...... f2\ . ..... ..... .. . ............ . . ....... 71 1 0"" -'NOON ao r,� . `` '' e � i2'.i-m..,,�,�`✓kms--��� It r 3� City of Ta n k U VA, ill Installation Report Installation Complete Installs this period: 4,658 Street Light Installation Summary for January 3rd - 7th, 2018 Not Yet Installed Total Fixtures rox 29,458 RemainingFixtures: 16,814 City Boundary Fixtures Installed: 12,644 Percent Complete: 43% TankQ__. City Install Report LED Streetlight l onversinn. Install Phase Reported I.ss€aes. January'3 -. zmuary 7, 2018 Tanko!J�":POLE NUMBER INSTALLED ISSUE REPORTED DATE INSTALL COORDINATES APPROX. ADDRESS 48991 Yes No Power - repaired bad fuse 1/3/2018 38,462089, -122.176626 2392 Lansdowne Blvd 39758 Yes No Power - repaired bad fuse 1/3/2018 38.46168,-122.176697 2354 Lansdowne Blvd 18370 Yes No Power - repaired bad fuse 1/4/2018 38,259741,-122,177123 2326 Lansdowne PI 18373 Yes No Power 1/6/2018 38.564279, -122,182153 2362 Shade Overlook Dr 13891 Yes No Power 1/7/2018 38.462007,-122.180102 2563 Shade Cir 1of1