Downtown Lightsow" of MEETING DATE: 10/15/12
= ITEM NO: 3
toa sptos COUNCIL AGENDA REPORT
DATE: OCTOBER 3, 2012
TO: MAYOR AND TOWN COUNCIL
FROM: GREG LARSON, TOWN MANAGERO�7
SUBJECT: PPW JOB NO. 11 -07 — DOWNTOWN TREE LIGHT REPLACEMENT
PROJECT 411 - 821 -2007
A. AUTHORIZE THE TOWN MANAGER TO EXECUTE A
CONSTRUCTION CONTRACT WITH SIEMENS INDUSTRY, INC. IN
AN AMOUNT NOT TO EXCEED $97,500.
B. AUTHORIZE STAFF TO EXECUTE FUTURE CHANGE ORDERS TO
THE CONSTRUCTION CONTRACT AS NECESSARY IN AN AMOUNT
UP TO $10,000.
C. AUTHORIZE A GENERAL FUND TRANSFER TO THE GENERAL FUND
APPROPRIATED RESERVE (GFAR) TO FUND A BUDGET
ADJUSTMENT FOR EXPENDITURES (82405) IN THE AMOUNT OF
$107,500 (INCLUDING CONTINGENCY).
RECOMMENDATIONS:
1. Authorize the Town Manager to execute a construction contract with Siemens Industry,
Inc. in an amount not to exceed $97,500.
2. Authorize staff to executive future change orders to the construction contract as necessary
in an amount up to $10,000.
3. Authorize a General Fund transfer to the General Fund Appropriated Reserve (GFAR)
to fund a budget adjustment for expenditures (82405) in the amount of $107,500
(including contingency).
BACKGROUND:
Downtown Los Gatos is a popular destination for both residents and visitors due to its unique
setting which features many local businesses and restaurants. The streetscape and trees along
Santa Cruz Avenue and Main Street are a key feature of the aesthetic beauty in the downtown
area.
The condition of the tree lights in the downtown area has been less than ideal due to the type of
lights and method of installation in the tree foliage. Maintenance has been an ongoing challenge
as well. The Town has received numerous public inquiries regarding the condition of the tree
PREPARED BY: TODD CAPURSO
DIRECTOR OF PARKS AND PUBLIC WORKS
Reviewed by: D)_Assistant Town M Town Attorney _SiL.-Finance
N:\PPW\MANAGEMEN7�COUNCIL \COUNCIL REPORIS\2012 Reports \I01512\PPWII -07 dou townteelight.Award.docx
PAGE
OCTOBER 3, 2012
MAYOR AND TOWN COUNCIL
SUBJECT: PPW JOB NO. 11 -07 —DOWNTOWN TREE LIGHT REPLACEMENT
PROJECT 411 - 821 -2007
lights downtown and requests that the Town pursue an installation that is more aesthetically
pleasing.
BACKGROUND (cont'd):
Prior to the July recess, the Town Council also inquired about the relatively poor condition of
downtown tree lights and directed staff to report back to Council with a proposal to improve and
enhance the downtown tree light system.
Historically, the street trees along North Santa Cruz Avenue and Main Street were illuminated
with incandescent lighting. After the Town Christmas tree was re- lamped with LED lighting
(approximately 4 years ago), the downtown street trees were also retrofitted with LED lighting.
This new lighting installation has not met the expectations of downtown merchants and Town
residents. After consultation with several user groups, staff is recommending re- lighting these
trees by "wrapping" the trunks, rather than re- lighting the upper portion of the trees.
DISCUSSION:
Over the past few months, staff has worked with an electrical consultant to assess the current tree
lights and recommend a plan to address the deficiencies. The existing downtown tree lights are
comprised of string lights that limit to the amount of light they can produce. Additionally,
because the existing lights are installed in mature trees with considerable foliage, the visibility of
the lights is limited and does not enhance the downtown streetscape as much as desired
The proposed project will install roughly 100 lineal feet of LED lamped tree lighting strings,
starting from the base of the tree and up the trunk to the main limbs of the tree. This style of
string lights is much more attractive, safe and functional than the existing lights, which do not
emit as much light and have limited visibility. A picture of this style of tree lighting is attached
to this report for a reference (Attachment 1).
As a component of this project, and to address another major electric safety and deficiency issue,
staff will remove and dispose of the existing power cords on the trees, and furnish and install
new conduit risers and power cords on the trees from the underground electric conduits.
This project will replace the existing tree lights for 154 trees on Santa Cruz Avenue from
Highway 9 to Wood Road, near the Tollhouse Hotel, and on Main Street from Santa Cruz
Avenue to the Highway 17 bridge.
For projects under a $100,000 construction cost, the Town's informal bid process allows staff to
prepare a scope of work, plans and specifications, solicit bids from a minimum of three
contractors, and award the contract to the lowest bidder.
PAGE
OCTOBER 3, 2012
MAYOR AND TOWN COUNCIL
SUBJECT: PPW JOB NO. 11 -07 —DOWNTOWN TREE LIGHT REPLACEMENT
PROJECT 411 - 821 -2007
DISCUSSION (cont'd):
Staff solicited bids from five electrical construction companies for this project. On September
14, 2012, one bid was received. The summary of bids received is as follows:
Siemens Industry, Inc.
$97,500
Signal Electric Inc.
Declined to bid due to current work load
CT Electric Inc.
Declined to bid due to current work load
ATG Inc.
Declined to bid due to current work load
Tennyson Electric Inc.
Declined to bid due to current work load
If the Town Council authorizes the award of this contract, the Downtown Tree Light
Replacement Project will begin and new tree lights will be ready for the holiday season in
downtown Los Gatos by the Holiday Tree Lighting event on November 30, barring unforeseen
issues regarding materials or installation.
In addition to the Town's investment, the Los Gatos Community Foundation is raising monies by
sponsoring the 8a' Annual CATillion event on November 3, 2012, to support the re- lighting of
the 154 trees along North Santa Cruz Avenue.
Additionally, both Town staff and Los Gatos Community Foundation representatives are in
discussions with PG &E representatives regarding grants and rebate programs that may be
available to the Town to assist in funding this project.
CONCLUSION:
Staff recommends that the Town Council authorize the Town Manager to execute a construction
contract with Siemens Industry, Inc. in an amount not to exceed $97,500.
Furthermore, due to the variables associated with this particular type of construction, it is further
recommended that the Town Council authorize staff to execute future change orders to the
construction contract as necessary in an amount up to $10,000 for additional quantities of work
that may exceed those included in the original contract. A corresponding revenue and
expenditure budget adjustment is also being recommended, for a total amount of $107,500.00,
establishing the Downtown Tree Light Removal Project.
ENVIRONMENTAL ASSESSMENT:
This is a project as defined under CEQA but is Categorically Exempt (Section 15301c). A
Notice of Exemption will not be filed.
PAGE 4
OCTOBER 3, 2012
MAYOR AND TOWN COUNCIL
SUBJECT: PPW JOB NO. 11 -07 — DOWNTOWN TREE LIGHT REPLACEMENT
PROJECT 411 -821 -2007
FISCAL IMPACT:
Sufficient savings from the FY 11/12 budget are expected to be available in the General Fund to
be the recommended funding source of $107,500 for this project.
Attachments:
1. Tree Lighting Photo
2. Project Bids
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ATTACILNIENT 1
Republic
ITS
Intelligent
Transportation
Services
August 6, 2012
City of Los Gatos
Attn: Jessy Pu
41 Miles Ave.
Los Gatos, CA 95031
Item #I
Job Name., LED Holiday Light Installation
Job Location: Town of Los Gatos Downtown Tree lights
Dear Mr. Pu:
Per your request this proposal is to remove & dispose the existing string holiday lighting and to furnish and install new LED
string lighting for each tree (total of 156 trees).
Establish temporary traffic controls. Furnish and install roughly 100 lineal feet of LED tamped tree lighting strings starting
from the base of the tree an up the trunk to the main brows (limbs) of the tree (using GreenliteLED, indoor /outdoor rated,
code #403049, 100 individual crystal faceted C6 type Warm White LEDs per string, 9.6W total rating, 3.5" spacing between
LEDs, rough length 29.4617T with and to end connections; or equivalent manufacture and spec). Test and verify operation of
the newly strung lighting. (Note Light Strings are stock with shipping times of 7 to 10 days maximum).
EXCEPTIONS:
• Each wee is assumed to have a total of four 25 -ft string lighting. Longer lengths are subject to extra charges.
• Existing power source must be adjacent to the tree and the addition of power sources/receptacles is not part of this
proposal,
labor, Materials and Equipment per tree: $245.00 per tree
Subtotal Item #1156 trees @ $245.00 /tree: $38,220.00
Item #3
Job Name: Remove Existing and Replace with new Power Riser from Tree Well
Job Location: Town of Los Gatos Downtown Tree lights
Per your request this proposal is to remove & dispose the existing power cords on the trees and furnish and install new
conduit riser and power cords on the trees (total of 156 trees).
Establish temporary traffic controls. Furnish and install one 1" EMT conduit riser from within the tree well adjacent to the
base of the tree just above the tree well grate. Furnish and install one water proof and lockable electrical outlet on top of the
conduit riser for the power to the tree fighting strings. (Note the outlet shall be free standing it will not be attached to the
tree). Test and verify power to the new outlet.
Labor, Materials and Equipment: $380.00 Per tree
Subtotal Item #3156 trees @ $380.00 /tree: $59,280.00
(415) 884 -3000 . Fax (415) 884 -4800 371 Bel Merin Keys Blvd, #200 . Novato, CA 94949 -5699
Boston Dallas Los Angeles Sacramento San Francisco San Diego
ATTACHMENT 2
�J n
Republic
ITS
Intelligent
Transportation
Services
Proposal Grand Total Items 1 and 3: $97,500.00
Note: Contract rates were used to develop this proposaL
This offer shall expire 90 days from the date hereof and may be withdrawn by us at any time prior thereto with cr without notice. This offer
supersedes any prior offers, commitment or orders, contains all turns, conditions and warranties and when accepted, constitutes tite emire contract
between the parties. The resulting contract shall not be modified except by formal written amendment. This offer shall be accepted by delivery to us of
a copy of this offer duly signed by you in the space provided
The foregoing offer is hereby accepted this
TOWN OF LOS GATOS
By:
Title:
day of 2012.
REPUBLIC TI'S
David Fan
Project Manager
(415) 884 -3000 . Fax (415) 884 -4800 371 Bel Marin Keys Blvd, #200 • Novato. CA 94949 -5699
Boston Dallas Los Angeles Sacramento San Francisco San Diego