Title
Consider a memorandum/resolution awarding Bid No.22-29, Solar LED lights for Conder and Long Branch Parks, to Green Way LLC in the amount of $56,402.60.
Summary
DATE: October 4, 2022
TO: Kent Cagle, City Manager
FROM: Heather Buller, Interim Executive Director of Recreation Services
SUBJECT: Award Bid# 22-29 Solar LED Lighting for Conder Park Parking Lot and Long Branch Park
BACKGROUND AND FINDINGS:
On April 19, 2022, City Council directed Recreation Services (RS) to competitively bid the solar lights. Conder Park has limited lighting within the park and no existing parking lot lights. There are no lights by the Splash Pad at Long Branch Park. This project aligns with the Parks Master Plan which is on page 15: PI11 “identify funding and opportunities to enhance site lighting throughout the parks system for security, light sensitive amenities, and after hour uses.” It is also part of the ARPA park improvements project.
The City of Killeen began the process of soliciting bids for Solar LED lights for Conder and Long Branch Parks.
This contract will include the following standard features.
o (34) 60-watt solar LED lights with motion sensors, 5000K, and 12,000 lumens
o (18) 20-foot round, black, 4-inch light pole
o (4) 24-foot 4-inch black round black pole direct burial
o 4 light black pole mounts with pole mount adaptor
o Anchor base with base cover
o Integrated solar LED light panel with battery and charger
o Nine (9) hour charge time and can operate for five to seven rainy days on ntelligent mode
o Motion sensors with instant on/off capabilities
o Ten-year warranty
o Airfreight cost
On the 17th and 24th of July 2022, RS advertised Bid 22-29 for Solar LED lights for Conder and Long Branch Parks. We received six responses:
|
Company |
Bid |
|
Green Way LLC |
$ 56,402.60 |
|
JEC Energy Solutions |
$ 78,342.00 |
|
EnGo Planet Energy Solutions LLC |
$ 81,000.00 |
|
Whirlix Design Inc. |
$ 86,845.00 |
|
SELS USA LLC |
$101,391.90 |
|
Telecom Electric Supply Company |
$180,849.00 |
THE ALTERNATIVES CONSIDERED:
Option 1 - Do not award the bid to Green Way LLC.
Option 2 - Do not accept any of the bids and continue to seek quotes.
Option 3 - Award the bid to ---------------Green Way LLC and enter into an agreement.
Which alternative is recommended? Why?
Option 3 - Award the bid to Green Way LLC and enter into an agreement as presented. The addition of solar lights at the Splash Pad at Long Branch Park and Parking Lot lights at Conder Park will enhance site lighting throughout the parks, add security and increase after hours usage.
CONFORMITY TO CITY POLICY:
This purchase satisfies the competitive bid requirements and conforms to City Policy and all applicable state and local laws.
FINANCIAL IMPACT:
What is the amount of the expenditure in the current fiscal year? For future years?
Expenditure in FY 2023 would be $56,402.60, which includes the purchase, installation of lights and a 10-year warranty. Maintenance of lights will be incorporated into the maintenance budget.
Is this a one-time or recurring expenditure?
One-time expenditure of $56,402.60. Recurring maintenance expenditures over the life of the lights will be built into the maintenance budget.
Is this expenditure budgeted?
Yes, funds are available in Governmental CIP accounts 349-8930-493.69-03 ARPA 09 ($34,765.70) and ARPA 10 ($21,636.90).
If not, where will the money come from?
N/A
Is there a sufficient amount in the budgeted line-item for this expenditure?
Yes
RECOMMENDATION:
Recreation Services staff recommends City Council award Bid 22-29 and authorize the purchase of the solar LED lights for both parks from Green Way LLC in the amount of $56,402.60 in FY23 and that the City Manager or designee be authorized to execute any change orders as permitted by state and local law.
DEPARTMENTAL CLEARANCES:
Legal
Purchasing
Finance
ATTACHED SUPPORTING DOCUMENTS:
Bid Tab
Quote
Appendix A
Certificate of Interested Parties