City Council
MEETING DATE: 9/9/2015
TITLE:
Title
Lighting & Power Improvements Budget and Professional Services Agreement with MRC Engineering, Inc.
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FROM:
Tami Scott, Administrative Services Director
RECOMMENDATION:
Recommendation
As directed at the August 26, 2015 Council Meeting, authorize a CIP budget of $381,000 to complete the proposed lighting & power improvements for Town Square and the Civic Center. As part of the budget, request authorization to enter into a professional services agreement with MRC Engineering to provide electrical engineering services to include plan design, bid specifications and consulting services for lighting and power improvements for the Civic Center and Town Square in an amount not to exceed $24,100, which would be component of the total budget allocation.
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BACKGROUND:
At the August 26, 2015 Council Meeting, City Council received a presentation that included a plan to upgrade power & lighting needs for town square
The project consists of a variety of small projects that together provide for the renovation, lighting improvements and power expansions to satisfy major downtown events. The estimated budget has a target cost of $381,000.00. The individual projects consist of the following:
Phase I will consist of the following:
•Installation of new event power to satisfy major event requirements on both sides of the street directly in front of city hall and Town Square
•Convert the existing light wattage HID pedestrian & street lighting with LED sources to reduce energy costs and improve lighting.
•Provide new LED palm tree lighting hidden by an architectural frame and eliminate the HID in ground lighting to reduce energy and provide better illumination
•Convert the existing light wattage HID pedestrian & street lighting with LED sources to reduce energy costs and improve lighting.
•Separately metered electrical power for the festival park and eliminate the need to cross the street from the existing electrical meter.
Phase 2 will consist of the following:
•Provide new lighting for the Fountain of Life to improve safety, increase accents and visibility without glare
•Provide accent and area lighting at shade trees and illuminate adjacent walks.
•Provide new LED lighting at the Pagoda (trellis) structures to enhance the architectural structure and provide lighting to increase safety.
•Provide LED for the existing olive trees and provide sufficient power for future sculpture art pads.
Phase 3 will consist of the following:
•Provide strategically placed poles (6) to be used for RGBW lighting fixtures that will provide multiple color lighting on the face of city hall for special events or holiday seasons.
•Provide wireless controls systems for the RGBW lighting so that staff can make adjustments and program regular types of lighting themes.
•Upgrade the city hall building lighting with LED limiting fixtures to reduce energy and provide better illumination.
•Provide RGBW lighting on the bell tower that can be controlled remotely for events and programmed for special events and regularly schedule events and holiday seasons.
The result of all the improvements is to provide flexibility for the upcoming COD street and other street fairs, reduce energy consumption of the lighting systems, improve the quality of the lighting systems, increase visibility and safety, provide accent lighting to enhance the Fountain of Life, provide the flexibility of the lighting effects on City Hall and the Bell Tower and re-establish Town Square & City Hall and the center piece of the city.
DISCUSSION:
MRC Engineering, Inc. is a full-service Mechanical, Electrical, & Plumbing engineering and a lighting design firm located in the Coachella Valley since 1993 and employs a full staff of engineers and designers. The firm has provided engineering and consulting services on a variety of projects in Cathedral City since the mid 1990's.
The principal of the firm has provided a project assessment, cost estimating, preliminary engineering & a lighting design consulting and recommendations to bring Town Square up to date with new technology and develop an engineering plan that satisfies long term requirements for events, community enjoyment and re-establishes Town Square as the center piece of the city.
Although under the City Ordinance, professional services contracts are not required to be bid, staff completed an informal bid process for professional services related to the scope of services needed to complete the project and MRC was the sole respondent to provide all outlined services. The scope consists of the following:
1. Construction Documents
a. Provide electrical engineering services to re-design the vendor electrical distribution system to accommodate new requirements; re-design lighting in the park and provide new lighting for the city hall building.
b. Attend design coordination meetings
c. Coordinate the project power requirements with SCE if required to relocate or expand the existing electrical services.
d. Design a new under-ground utility box to accommodate vendor power devices
e. Develop a lighting design narrative that describes the Town Square lighting plan and a narrative for the city hall building lighting plan.
f. Coordinate the 3rd party structural engineering services for the pole light foundations for each phase requiring structural base foundations.
g. Provide electrical engineering services for vendor power and lighting, Fountain of Life power, City Hall building, bell tower RGBW lighting, olive tree lighting and sculpture garden lighting
h. Provide electrical engineering construction documents that include all plans, details, diagrams, notes, specifications and calculations needed for the building department submittal, bidding and construction.
2. Construction Support Services
a. Provide responses to Request for Information during the bidding and construction phases of project.
b. Provide construction site visits
c. Review all construction shop drawings and product submittals for compliance with the construction documents and specifications.
d. Complete Title 24 building compliance reports and documentation
e. Provide recommendations for lighting retrofits
Total proposed amount not to exceed $24,100. With the exception of construction and installation of power along Lalo Guerrero, which the awarding of such contract will be brought back to City Council for approval, the remaining allocated budget will be through purchasing of product directly from multiple vendors by city staff.
FISCAL IMPACT:
Allocate $381,000 as a new project from our CIP fund, which includes $24,100 for this contract.
ATTACHMENTS:
Presentation from August 26, 2015