Department of Facilities
Reference: Approving the procurement of the Bid (22-007321) for City Hall Outside Lighting
To: Mayor Gregory Mills and Members of City Council
Through: Michael Martinez, City Manager
Prepared By: Patrick Rome, Facilities Director
Amber Gibbs, Procurement & Contracts Manager
Date Prepared: March 25, 2022
PURPOSE
Requesting City Council's approval of the procurement for the Bid (22-007321) for City Hall Outside Lighting by awarding a contract to Caberra Systems, the most responsive and responsible bidder, and approving the resolution giving the City Manager, or designee, authority to sign the contract. Per City Code Section 3-8-90: "All materials, supplies, equipment, service and construction contracts, except as otherwise provided in this Article, with an estimated cost of greater than fifty thousand dollars ($50,000.00), shall be awarded through the formal bid process or the formal RFP process by the City Council. After due notice inviting bids, purchase orders and contracts shall be awarded to the lowest responsive and responsible bidder."
STRATEGIC FOCUS AREA
Facilities, Amenities, and Open Space
BACKGROUND
The only bid the City received was from Caberra Systems for $111,780.00. This respondent is the only authorized reseller of the Ringdale brand lights in the US, which is the manufacturer the City currently supports due to longevity and a 10-year warranty. The scope was written to allow any other lighting brands; however, they had to fit within the existing brackets and it seems that Ringdale lights are the only brand that meet this requirement. This is controllable lighting upgrade that will allow us to readily change colors as it is computer controlled. This will be safer for the staff and not dependent on weather conditions and colored lenses availability.
FINANCIAL IMPACT
Sufficient appropriation exists for the project.
STAFF RECOMMENDATION
Staff recommends that the City Council ...
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