HomeMy WebLinkAboutPW Streetlight Audit & Design ProjectCONTRACTFOR
"STREETLIGHT AUDIT & DESIGN PROJECT"
This Contract is made as of the day of A.,,< , 2021 (the "Effective
Date"), by and between the City of San Rafael, 1400 5th Avenue, San Rafael, CA 94901, a
municipal entity organized and existing under the laws of the State of California (the "City"),
and Tanko Streetlighting, Inc., a California corporation, 220 Bayshore Boulevard, San
Francisco, CA 94124 (the "Contracting Party").
RECITALS:
WHEREAS, the City and the Contracting Party desire to enter into a formal contract for
the performance of the Work.
NOW THEREFORE, in consideration of the recitals set forth above and the parties'
mutual promises and obligations contained below, the parties agree as follows:
1. Work - The Contracting Party agrees to perform the Work described more fully in the
attached Exhibit A — Scope of Services. The Contracting Party also agrees to comply
with all of the terms and conditions set forth herein.
2. Term — The Work shall be completed by a schedule and a date mutually agreed upon.
All work will be completed no later than August 31, 2022.
3. Contract Documents — The Contract includes the Scope of Services (Exhibit A), the
Pricing (Exhibit B), and the Insurance Requirements (Exhibit C), which are made a part
hereof.
4. Price and Pam - In consideration of, the payments and agreements herein after
mentioned, the Contracting Party hereby agrees with the City to commence and to
complete the Work described as follows: "Streetlight Audit and .Design Project" (as
described in Exhibit A — Scope of Services) herein after called the Work, for the Not to
Exceed Amount of One Hundred Seventy Thousand Dollars ($170,000.00) and all
work in connection therewith, under the terms of this Contract; and at proper cost,
equipment, tools, superintendent, labor, insurance, and other accessories and sources
necessary to complete said Work in accordance with the conditions and prices stated
in the Pricing (Exhibit B)."
4a. City acknowledges that the estimated fixture quantity is approximately 813 fixtures,
but that the final fixture quantity for invoiced services will be determined by the
completion of the audit and design processes, as well as City's brand preference.
4b. City acknowledges that Contracting Party will perform a comprehensive field audit
and data reconciliation services as detailed in the Exhibit A — Scope of Services for
all (approximately 813) streetlight fixtures and that the cost of the audit will be based
on a fixed per unit price of Twenty -Five Dollars ($25.00) per audited fixture. The
cost of the data reconciliation will be Ten Dollars ($10.00) per data reconciled
fixture. In the event that the fixture quantities confirmed in the audit exceed the
estimated quantities, the City will be billed at the fixed per unit price.
4c. If, after the City defines the streetlight fixtures included in the project scope, the
City determines that any audited fixture location is not in the scope of work for this
project, City agrees to pay Contracting Party a fee of Thirty -Five Dollars ($35.00)
per audited fixture for the combined cost of the auditing and data reconciliation
services. These audited locations will not be included in the design and
implementation phases. Contracting Party will invoice City for these designated
fixture locations as a separate line item.
4d. Upon the completion of the financial analysis (Task 5), the City can determine
whether it wishes to proceed with the remaining Task 6 of the project (in which
case, the City will need to provide Contracting Party with a Notice to Proceed for
Task 6).
4e. The City will be invoiced and make payments to the Contracting Party per the
payment schedule outlined in Exhibit B — Pricing.
5. Right to Terminate — If the contracting .Party fails to comply with any of the terms,
provisions or conditions of the Contract, including the Exhibits, the City shall have the
right, in addition to all other available remedies, to declare the Contract in default and,
therefore, to terminate it. The City shall be responsible for payment for services rendered
up to the point of termination.
6. Excusable Delays —Neither party shall be responsible for delays or lack of performance
resulting from acts beyond the reasonable control of the party or parties. Such acts shall
include, but not be limited to, acts of God, fire, pandemic, strikes, materials shortages,
compliance with laws or regulations, riots, acts of war, or any other conditions beyond
the reasonable control of a party.
7. No Waiver or Estoppel — Either party's failure to insist upon the strict performance by
the other of any terms, provisions and conditions of the Contract shall not be a waiver
or create ail estoppel. Notwithstanding any such failure, each party shall have the
right thereafter to insist upon the other party's strict performance, and neither party
shall be relived of such obligation because of the other party's failure to comply with
or otherwise to enforce or to seek to enforce any of the terms, provisions and conditions
hereof.
8. PUment/Performance Bond — Within ten (10) business days upon Notice to Proceed
with the project's construction phase (commencing with Task 6: Phase 1 Installation),
the Contracting Party 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. Indemnification and Insurance — To the fullest extent permitted by law, Contracting
Party agrees to defend, indemnify and hold harmless the City of San Rafael, its
respective boards and commissions, officers, agents, officials, employees, servants,
volunteers, contractors and representatives from any and all suits, claims, losses,
damages, costs (including, without limitation, reasonable attorneys' fees),
compensations, penalties, fines, liabilities or judgments of any name or nature for,
including, but not limited to, injuries or alleged injuries to person(s) (including without
limitation, bodily injury, sickness, disease or death), or damage to or destruction of
property, real or personal, or financial losses (including, without limitations, those
caused by loss of use) sustained by any person or concern, (including, but not limited to,
officers, agents, officials, employees, servants, volunteers, contractors and
representatives of the City or its respective boards and commissions) arising from, or
alleged to have arisen from, any and all acts or omissions of the Contracting Party, its
employees, agents, servants, contractors, and/or representatives in the performance of
this Agreement. This indemnification shall not be affected by other portions of this
Contract relating to insurance requirements.
The Contractor agrees to name the City of San Rafael as an additional insured and will
procure and keep in force at all times, at its own expense, insurance in accordance with
Insurance Exhibit C attached hereto and incorporated by reference herein.
10. Prevailing Wages Rates — All trade laborers, mechanics, and technicians, whether
employed by the Contracting Party or any of its subcontractors, shall be paid the
prevailing labor wage rate for all work performed as part of this project. The City shall
provide the current prevailing wage rates at the time of contract signing.
11. Licenses. Fees, Permits and Code Compliance — Tile Contracting Party shall be
responsible for obtaining and maintaining all requisite licenses and permits and shall be
solely responsible for all fees for such obligations. The Contracting Party is responsible
for complying with all applicable local, state and federal laws, codes, and regulations in
the design and implementation of this project.
12. Warran — Upon installation, Contracting Party shall only be responsible for warranty
work related to materials and installation for a period of one year from the installation
date of each fixture. The installation warranty will cover fixture 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 of God, or unrelated capital work impacting
the pole or fixture. The City shall be responsible to serve as first -responder to any and
all outages, shall identify locations where warranty -related work is necessary, and shall
notify Contracting Party of the warranty -related locations so that a remedy can be
implemented.
13. Notice — Any notices provided for hereunder shall be given to the parties in writing
(which may be hardcopy, facsimile, or e-mail) at their respective addresses set forth
below:
If to the City:
Jim Schutz
City Manager
City of San Rafael
1400 5th Avenue
3
San Rafael, CA 94901
j im.schutz@cityofsanrafael.org
If to the Contracting Party:
Jason Tanko
Chief Executive Officer
Tanko Streetlighting, Inc.
220 Bayshore Blvd.
San Francisco, CA 94124
jason@tankolighting.com
14. Execution — This Contract may be executed in one or more counterparts, each of
which shall be considered an original instrument, but all of which shall be considered
one and the same agreement, and shall become binding when one or more
counterparts have been signed by each of the parties hereto and delivered (including
delivery by facsimile) to each of the parties.
IN WITNESS THEREOF, the parties have executed this contract as of the last date
signed below.
CITY OF SAN RAFAEL, CA
By c._
JIM S -IUT , CITY M"
R
Date: / -" -2( Date: _
I N 'E
By
JASON
4
,CEO
June 30, 2021
TING, INC.
Exhibit A -- Scope of Services
Task 1: Comprehensive GIS Audit of Existing Streetlights
The preparation phase for the audit will involve the following activities that are critical to the accuracy of the data
collection:
• Tanko Lighting working with municipal staff to clearly define audit scope, including priority areas, municipal
boundaries, and any areas outside the right-of-way that should be included.
• Our team developing and providing to municipal staff a list of the attributes that will be collected at each
light during the audit.
City staff providing our team with all available City and utility records for streetlights.
• Our team reviewing these data records to determine which should be utilized for the data reconciliation
phase.
• Our team developing audit maps, scheduling, and dispatching auditors to the field.
Once the preparation phase is complete, the audit will commence. We will collect data on all of the existing
inventory and identify attributes on-site, including:
• Global Positioning Service (GPS) coordinates (latitude, longitude) of each fixture location and date of
capture
• Fixture type
• Lamp type and wattage
• Pole material, mounting height, and arm length
• Pole ID number
• Street width and configuration (e.g. intersection, crosswalk, cul-de-sac)
• Electrical feed (overhead, underground)
• Visible issues (e.g. pole leaning, fixture damage, tree obstruction)
Our auditors collect and transmit data points daily. We will compile data weekly to provide the municipality with a
Weekly Audit Report (a sample can be provided upon request). The Weekly Audit Report will enable the City to
identify and address any immediate safety concerns, as well as other issues — such as tree trimming—that may need
attention prior to future maintenance or LED conversion.
Deliverables
Weekly Audit Reports: An overview map listing the locations completed during the data collection phase (showing
both weekly and comprehensive progress), along with a description of any issues that the City would need to devote
immediate attention to — including electrical hazards, tree trimming needs, etc.
Task 2: Data Reconciliation
Simultaneously with the GIS audit, our team will conduct a thorough and detailed investigation of the City's existing
records, including utility billing records and maps. Our team will reconcile these City records with the data from the
City-wide GIS audit to confirm ownership, eligibility for rebates, and billing record accuracy. In our experience, cross
referencing these various data sources results in extremely precise and clean data because most projects typically
have a utility billing discrepancy of approximately 5 —10 percent of the inventory quantity. This results in cities being
over -billed by their utility. We will identify discrepancies through the data reconciliation process, include this
information in the subsequent negotiations with the utility, and will assist with remedying the bills on behalf of the
City during the tariff change coordination phase (Task 13) of the project.
The data reconciliation report will include the following items:
• Analysis of locations confirmed during the audit
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• 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
Deliverables
Pre -Construction Existing Inventory GIS Records: Electronic GIS records (in an ArcGIS geodatabase format, as well
as Excel format) for all existing inventory in the City that has been reconciled with available utility and City records.
This information will be provided as part of the final GIS data submitted upon completion (post -installation) of the
project.
Reconciliation Report: A concise report detailing any discrepancies found between records during the data.
Task 3: Pilot Installation
It will be important for the City to review fixture options in the field prior to completing the design of the replacement
LED system. Thus, our team will coordinate a pilot project installation, including selecting appropriate fixture(s) to
pilot, identifying locations to pilot in, obtaining fixtures and coordinating with an installer. We recommend that the
pilot include the installation of 8-10 fixtures, presumably in groups of 2, to evaluate differences in color temperature,
wattage, etc. We will conduct photopic/scotopic field light measurements, as well as manufacturer -provided
photometric analyses before and after sample fixture installations to confirm that the theoretical design is
appropriately meeting field conditions.
Deliverables
Product Submittals: Technical specification sheets for the pilot project fixtures for the City's review/approval prior
to installation.
Field Measurements and Photometric Analyses: Results of photopic/scotopic field light measurements, as well as
manufacturer -provided photometric analyses.
Task 4: Design
Once our team has canvassed the City through the audit and established a "clean" data set of the existing conditions
(via the data reconciliation process), it can then develop and apply a replacement design.
Our goal will be to provide the City with an appropriate replacement design that includes the brand of fixture,
photocell, replacement wattages, color temperatures, distribution patterns and other appropriate settings and
options to optimize the LED streetlight retrofit. The design will ultimately result in a replacement plan for all existing
streetlights that includes photometric data, lifecycle cost analysis (including the initial capital outlay), net present
value and return on investment, energy savings, as well as maps of the replacement plan (see map on the right).
Tanko Lighting's approach to comprehensive design typically includes the following elements:
• Developing typical photometric layouts based on assumptions, including wattage, distribution type,
pole height, spacing etc.
• Organizing the streetlight infrastructure by roadway classifications (such a residential, collector and
arterial) and conducting a minimum of three theoretic photometric layouts (representing the
aforementioned roadway classifications) for replacement fixtures of the City's preferred fixture brands
and lines. Developing theoretic photometric layouts for one typical existing fixture per main roadway
classification (one for residential, one for collector and one for arterial) to demonstrate baseline
conditions and utilize as a point of comparison to the photometric layouts for replacement fixtures.
• Applying standard LED replacement wattage recommendations based on the location of each existing
HPS fixture.
• Addressing distribution pattern needs for the specific roadway types and neighborhood characteristics
(such as cul-de-sac locations) to ensure a tight light distribution pattern and minimize backlighting.
• Conferring with the City's safety coordinators and police officers to solicit feedback on areas that are
currently over- or under -lit and are public safety concerns.
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• While we sometimes coordinate an optional pilot project installation, including selecting appropriate
fixture(s) to pilot, identifying locations to pilot in, obtaining fixtures, coordinating with an installer,
conducting pre/post installation photopic/scotopic light measurements, developing photometric
analyses, and coordinating the evaluation of the installed fixtures, we do not recommend this as an
option for the City's project, because the size is not large enough to warrant such an effort. Instead,
we would encourage the City to visit or communicate with other communities to learn more about
their LED installations and determine the City's product preferences. We can provide a list of recent
installations and references for the City to consult.
• Reviewing additional data sets (upon request and only if there is readily -available data) to identify
potential areas in need of special consideration (such as available data on important localized land uses
(e.g. parks, schools, hospitals, etc.), pedestrian, vehicle use and crash data, relative volumes of
pedestrian and bicycle activity, unique neighborhood characteristics) and incorporating the analysis of
the additional data into the design recommendations.
• Selecting appropriate wattages and distribution types for replacement fixtures to meet the City's
needs, while maintaining the objective of providing a simplified design that standardizes inventory (so
that the system has consistency and can be more easily maintained over time).
• Applying the City's preferred products, typical models and special considerations to its GIS inventory
to produce maps of the type and wattages by location (see sample map on the previous page), as well
as an analysis of the total cost, incentives, savings, and payback for the potential retrofit design.
• Presenting the options and total cost/incentives/savings/payback to the City and obtain its final
approval on design.
Our team will guide the City through how to interpret the photometrics, reviewing how the results indicate the
products' spread of light, the distances the fixtures reach, how much back light is present (which is wasted light),
how much light is distributed directly under the fixture (also wasted light), and the general containment of light in
the road/right-of-way. The interpretation of the photometrics data will enable the City to confidently choose a
fixture that meets its preferences.
Deliverables
Replacement Plan Maps: City-wide maps with recommended LED replacement wattages for the City to review and
approve.
Task 5: Financial Analysis
Tanko Lighting will utilize the reconciled data from the audit, as well as the City's preferences on fixtures, and/or
other products and the approved installation subcontractor, to develop a financial analysis, which will include:
• Baseline energy use, energy cost and operations and maintenance costs
• Estimated retrofit energy use and operations and maintenance costs
• Estimated sources of funding, including rebates
• Calculation of estimated total conversion cost (remaining design tasks, product, and installation), energy
reduction, simple payback, and return on investment (ROI)
• Fixed unit pricing encompassing all costs that locks in the pricing and shields the City from change orders
• Estimated twenty-year projected savings and cash flows
Tanko Lighting's approach uses industry standards, published rates and operational hours, as well as conservative
estimates on energy rate increases, savings and costs, which enables greater actual savings than the model. These
elements — in conjunction with the fact that streetlight measures are not subject to the behavioral, weather, and
other factors that can result in shifts in expected savings — enable minimal risk and maximized return for the City.
Based on the Tanko Lighting's experience, the projected energy savings associated with streetlighting measures are
in line with (or are often understated compared with) realized energy savings upon completion of the project.
Because the use of the streetlight facilities is constant, elaborate verification approaches over time are not necessary
and the municipalities' utility bills are the best indicators of consistency of savings. Given that the rated life of all
the LED fixtures that Tanko Lighting will recommend is greater than twenty years, as well as the consistency of the
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annual operating hours, the savings verified from the first-year utility bills will be consistent for the rated life of the
fixtures — and will maximize return for the City for more than twenty years.
Tanko Lighting will present the financial analysis to the City for final review of all energy savings and construction
cost estimates to ensure accuracy and compliance.
Deliverables
Final Financial Analysis: A final report outlining baseline conditions, as well as estimated project costs and savings,
with all changes from design applied.
Task 6: Phase 1 Installations
Once the City approves the final design and provides Notice to Proceed for the initial installations, Tanko Lighting
will coordinate Phase 1 of the LED conversion phase. Each subsequent phase will be for the same scope of work as
outlined below, but will be under separate contract(s), per the City's budget allocations.
Task 6a: Materials Procurement
Tanko Lighting's approach to helping the City select products involves the following elements:
• Needs Assessment: Our team will conduct initial conversations with the City to assess its current knowledge
of nuances, options and available products — as well as any brand/product preferences and specific needs
it may have. Our team has developed a list of specific questions that it will present to the City during the
discussions (e.g. cost as a weighted priority and/or fixture specification, and/or twenty-year savings, etc.).
We have also developed a matrix of comparative product information by major product brands which will
be presented to the City for review and will enhance the City's ability to make an informed decision on
product options.
• Product Recommendations: Equipped with input from the City, we will explore the marketplace for
available products that meet the City's needs/interests, and will recommend brands with the following
elements considered: Fixture efficiency, light distribution, country of origin, fixture flexibility (dimmable
drivers, color temperature, shields, distribution types, etc.), product quality (Design Lights Consortium
listed, proven product, etc.), cost, and historic performance/longevity.
Tanko Lighting's approach to product selection and procurement is rooted in the initial needs assessment. We work
with the City each step of the way to ensure that the choice is its. This includes providing a list of questions that the
City should ask, as well as walking the City through each option and the pros and cons. Further, given our team's
extensive experience, we can also provide other municipal contacts from completed installations with a variety of
product brands for the City to connect to if it has any specific questions about in -field performance. It is because of
this that our system not only helps the City make a decision, but specifically guides it to make an informed decision.
Deliverables:
Recommended Product Submittals: Technical specification submittal sheets for recommended products.
Task 6b: Community Outreach and Notification
Tanko Lighting believes that proper coordination of information and outreach to stakeholders is an essential part of
ensuring a successful streetlight conversion project. To that end, our team will coordinate with the City's media
office 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. Specifically, our team will
develop the message and provide the schedule to the City's media staff for distribution through the City's existing
media outlets (press releases, website, etc.).
Deliverables
Project Messaging and Schedule: Specific language, draft press release, and timelines related to project activities to
assist with notifying community members of the project.
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Task 6c: Logistics Management
Tanko Lighting will ensure that all logistics are carefully coordinated for the project. Our team will work with the
City's main point of contact 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), and installation and commissioning schedules as required to the City.
Tanko Lighting is very familiar with the traffic control needs of a municipal streetlight conversion project, as traffic
control is an element of virtually every one of our projects. We understand that over -use of police details can incur
unnecessary cost for the City. Given that a streetlight conversion project is a mobile operation requiring just 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 police detail requirements and to ensure that they are minimized while properly maintaining safe
traffic control. Further, during the audit and design phases, Tanko Lighting will identify any locations (such as key
intersections, arterials, etc.) that are likely to be problematic and will recommend to the City these areas as potential
needs for police details. Please note that the costs for police detail are not including in our proposal pricing.
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 of waste. Our team will facilitate a
pre -construction Kick -Off meeting with City staff and installers to review the traffic control plans, work safety, public
safety and waste material handling procedures and requirements prior to the start of installation. We will also
coordinate and participate in bi-weekly progress meetings with City staff.
Deliverables
Logistics Management Details: Ordering, traffic control plans, required permits, disposal strategy, pre -construction
meeting, ongoing meetings, installation and commissioning schedules.
Task 6d: Installation
Tanko Lighting routinely partners with subcontractors for installation for its turn -key municipal streetlighting
projects. We believe that this is an ideal way to utilize local knowledge and leverage taxpayer dollars back to the
local economy. As such, we are very familiar with how to properly solicit, vet and manage qualified local
subcontractors. For this project, we will identify a qualified electrical contractor to perform the in -field installation
services and will provide the City with the recommended subcontractor's qualifications for final approval prior to
the commencement of any installation work.
Tanko Lighting will ensure that the installation subcontractor utilizes highly -trained professionals, properly trained
in and abiding by all company and industry safety standards. The installation subcontractor will be fully insured and
responsible for meeting all federal, state, and local codes and laws.
The installation subcontractor will provide safety, installation, traffic control, and environmental disposal services
for this project. The installation subcontractor's efforts will be directed by a foreman, who will be responsible for all
logistics and field installation, including safety and traffic control, and all management of field staff. The installation
subcontractor will provide all required safety equipment for the project.
It is expected that each installation crew will install an average of thirty fixtures per day. Completion of the project
commissioning (see Commissioning section below) will coincide at the end of the installation phase to quickly
address any errors, punch list items, or troubleshooting needs.
Utilizing the data from the design process, we will develop installation maps (a sample can be provided upon request)
and provide to installers and relevant City staff for accurate project tracking.
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An additional feature of Tanko Lighting's approach is that its GPS data collection activities are integrated throughout
project implementation — as a routine practice. We can stay intimately involved with the daily installation phase via
its data collection protocols that are required of all installers. We will ensure that installers are equipped with
handheld devices and train them in collecting relevant data on both the HPS fixtures being removed, as well as the
LED fixtures being installed. Installers will be required to collect data at every location and transmit it in real time to
Tanko Lighting. We can track each crew's daily progress via time -stamped data on every fixture location. This not
only enables our team to know every location where each crew has been, it also allows us to track the routes that
each crew has used and any inefficiencies in the process. We review this information daily, which allows us to
provide immediate instruction to crews on any course corrections necessary. Our proven experience with managing
installation crews through data collection activities routinely integrated into the installation phase ensures the
accuracy and accountability of project partners
If the City determines that pole labeling is a needed service, upon request, Tanko Lighting can provide labeling for
all fixtures or just a subset of fixtures missing labels. If a labeling strategy is of interest to the City, Tanko Lighting
will develop a scope of work based on the City's needs and an estimated additional cost for these services.
Please note that our team will be retrofitting the fixtures within an "as -is" system; however, we will not be
responsible for remedying any "as -is" system needs/issues outside of the scope of this project (which is merely to
retrofit the fixtures, install photocells, and provide first responder support for maintenance services). We will
identify any "as -is" system needs/issues, including but not limited to no power, faulty fuses, 480V fixtures, series
fixture wiring, poles in violation of any trespass/clear zones because of high voltage, excessively tall poles, poles in
disrepair, etc. during the course of the LED conversion phase or during the maintenance services phase (see below)
and report to the City. However, while we will work with the City to recommend solutions, the City will be
responsible for the costs associated with implementing any such remedies.
Tanko Lighting will be responsible for warranty work related only to materials and installation for a period of one
year from the installation date. The installation warranty will cover fixture 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 of God, or unrelated capital work impacting the pole or
fixture.
Upon installation, the City or its standard maintenance contractor will be responsible to serve as first -responder to
all outages, shall identify locations where warranty -related work is necessary, and will notify Tanko Lighting of the
warranty -related locations so that a remedy can be implemented. If the City selects Tanko Lighting for its
maintenance services, our team will serve as the first -responder and dispatch accordingly.
Deliverables
Installation Maps: Maps with locations and fixture information used to dispatch installation crews and allow City
staff to track installation routes.
Weekly Installation Report: A detailed listing of the locations completed during the installation phase, along with
maps corresponding to locations.
Task 6e: Commissioning
Given Tanko Lighting'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 our team can quickly validate the installation data against the confirmed audit data (which is validated
against City 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.
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Upon completion of the installation, Tanko Lighting will ensure that the installers perform final inspection on all
fixtures, correct any "punch list" items, test lights to ensure that they work, and identify locations where repair needs
City assistance. Tanko Lighting will provide the City with a complete commissioning report outlining any errors and
actions taken to correct errors.
Deliverables
Commissioning Report: Detailed analysis of final installation verification and testing, including an outline of any
errors and actions taken to correct errors.
Task 6e: Rebate & Tariff Change Coordination
Our team will research any available rebate programs and facilitate all necessary tasks to ensure that the City
receives the rebates and billing changes for which it is eligible. We will prepare all necessary and required
documentation for the rebates and submit these to the appropriate departments within the utility/agency. We will
follow up with the utility/agency to confirm the materials have been received and are in process. As the City will be
the recipient of the rebate, the utility/agency will negotiate with the City directly regarding the timing and issuance
of the funds. Therefore, if known, we will provide the contact information for the utility/agency staff person
processing the application for the City staff to secure the final payment. If there are any inquiries from the
utility/agency to the City regarding the submitted applications, we will assist the City with responding to any
questions.
We will also coordinate with the utility on changing tariffs to the newly -installed LED fixture rates. We will prepare
the necessary documentation, submit to the utility, confirm the materials have been received and obtain the timing
for the modification to be processed. If known, we will provide the contact information for the appropriate party
addressing any rate changes for the City. Based on the timeframe provided by the utility, the City staff will need to
confirm that the modification appears in the City utility bills. If there are any inquiries from the utility to the City
regarding the submitted applications, we will assist the City with responding to any questions.
Deliverables
Rebate and Tariff Change Documentation: A compilation of copies of paperwork submitted and processed with the
utility regarding rebate applications and tariff changes.
Task 6f: Final Reporting
A project is never completed until the final documentation and administrative requirements are met. We
understand that proper follow through is essential to considering a project successfully executed. To that end, our
team will coordinate all final reporting and data requirements to ensure that the City considers the project is
compliant and complete. This includes finalizing the GIS layer with design and construction data and updating the
analysis of gross cost, savings, incentives, net cost, and payback of finalized design, including any operation and
maintenance of costs and savings. We will also provide contacts and the process whereby the City can obtain
warranty support with the manufacturer(s) should it be necessary.
Deliverables
Final Reporting Documentation: Final requirements necessary to process the available rebates and tariff changes
with the City, as well as post -construction electronic GIS records for all newly -installed streetlights in the City,
including all wattages, badge numbers, locations, and other associate attributes, and environmental disposal
documentation.
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Task
Task 1_ GIS Audit
Task 2 : Data
Reconciliation
Task 3: Pilot
Installation
Task 4: Design
Task 5: Financial
Analysis
Task 6: Phase 1
Installations
EXHIBIT B - PRICING
Pricing
Proposed Pricing Estimated Quantities*
$25.00 per fixture 813
$10.00 per fixture 813
$10,000 (lump sum)
$15.00 per fixture
$4,000 (lump sum)
TBD
Extended Price
$20,325.00
$8,130.00
- 1 -- ---- --- --- $10,000.00
813 $12,195.0(
1 $4,000.00
TBD
112,504.50
Contingency (@ 10% of Tasks 1 & 2): $2,845.50
Total Not to Exceed Contract Amount: $170,000.00
* Please note that the final quantities will be determined at the conclusion of the design phase. If the
final fixture quantity exceeds the estimated quantity, the City will be invoiced at the unit price.
• Proposed Payment Terms:
■ Tasks 1- 2: Tanko Lighting will invoice the City for Tasks 1— 2 on a monthly basis, based on the
quantity of fixtures audited during the month.
■ Tasks 3 - 5: Tanko Lighting will invoice the City for Tasks 3 - 5 as each Task's deliverables are
submitted.
■ Task 6: Tanko Lighting will invoice the City for Task 6 per the following schedule:
• Materials will be invoiced upon shipment.
• Remaining amount will be invoiced on a monthly basis, based on the quantity of fixtures
installed each month.
■ The City shall pay Tanko Lighting within thirty (30) days of receipt of invoices.
Page 1 of 1
EXH BIT C e INSURANCE REQUIREM ENTS
CITY TO INSERT
1. Insurance. Contractor will, at all times under this Contract, maintain the insurance
coverage required in this section to cover the activities of Contractor and any subcontractors
relating to or arising from performance of the Work. Each policy must be issued by a company
licensed to do business in California, and with a strength and size rating from A.M. Best Company
of A -VIII or better. Contractor must provide City with certificates of insurance and required
endorsements as evidence of coverage with the executed Contract, or through the
PINSAdvantage website https://www.pinsadvantage.com/ upon request by the City, and before
the City authorizes Contractor to proceed with the Work.
1.1 Workers' Compensation. Statutory coverage is required by the California Workers'
Compensation Insurance and Safety Act. If Contractor is self-insured, it must provide its duly
authorized Certificate of Permission to Self -Insure. In addition, Contractor must provide
employer's liability insurance with limits of no less than one million dollars ($1,000,000) per
accident for bodily injury or disease.
1.2 Liability. Commercial General Liability ("CGL") insurance issued on an occurrence
basis, including coverage for liability arising from Contractor's or its subcontractor's acts or
omissions in performing the Work, including Contractor's protected coverage, blanket contractual,
products and completed operations, broad form property damage, vehicular coverage, and
employer's non -ownership liability coverage, with limits of at least $1,000,000 per occurrence and
$2,000,000 general aggregate.
1.3 Automotive. Commercial automotive liability coverage for owned, non -owned and
hired vehicles must provide coverage of at least $1,000,000 combined single limit per accident for
bodily injury, death, or property damage.
1.4 Subrogation Waiver. Each required policy must include an endorsement that the
insurer waives any right of subrogation it may have against the City or the City's insurers.
1.5 Required Endorsements. The CGL policy and the automotive liability policy must
include the following specific endorsements:
(1) The City, including its Council, officials, officers, employees, agents, volunteers
and consultants (collectively, "Additional Insured") must be named as an additional
insured for all liability arising out of the operations by or on behalf of the named
insured, and the policy must protect the Additional Insured against any and all
liability for personal injury, death or property damage or destruction arising directly
or indirectly in the performance of the Contract.
(2) The inclusion of more than one insured will not operate to impair the rights of
one insured against another, and the coverages afforded will apply as though
separate policies have been issued to each insured.
(3) The insurance provided is primary and no insurance held or owned by City may
be called upon to contribute to a loss ("primary and non-contributory").
(4) Any umbrella or excess insurance must contain or be endorsed to contain a
provision that such coverage will also apply on a primary or non-contributory basis
for the benefit of City before the City's own insurance or self-insurance will be called
upon to protect it as a named insured.
(5) This policy does not exclude explosion, collapse, underground excavation
hazard, or removal of lateral support.
RAF,q�I
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�,T Y K'I T H
CONTRACT ROUTING FORM
INSTRUCTIONS: Use this cover sheet to circulate all contracts for review and approval in the order shown below.
TO BE COMPLETED BY INITIATING DEPARTMENT PROJECT MANAGER:
Contracting Department: Public Works
Project Manager: Iman Kayani for BG Extension: 3352
Contractor Name: Tanko Streetlighting, Inc.
Contractor's Contact: Caroline Mcdonnell Contact's Email: Caroline@tankolighting.com
❑ FPPC: Check if Contractor/Consultant must file Form 700
Step
RESPONSIBLE
DESCRIPTION
COMPLETED
REVIEWER
DEPARTMENT
DATE
Check/Initial
1
Project Manager
a. Email PINS Introductory Notice to Contractor
Click here to
❑
enter a date.
b. Email contract (in Word) and attachments to City
6/16/2021
Attorney c/o Laraine.Gittens@cityofsanrafael.org
Nx IKK
2
City Attorney
a. Review, revise, and comment on draft agreement
6/28/2021
❑x LG
and return to Project Manager
6/28/2021
❑x LG
b. Confirm insurance requirements, create Job on
PINS, send PINS insurance notice to contractor
6/29/2021
3
Department Director
Approval of final agreement form to send to
❑x BG
contractor
4
Project Manager
Forward three (3) originals of final agreement to
6/30/2021 NIKK
contractor for their signature
N/A
5
Project Manager
When necessary, contractor -signed agreement
agendized for City Council approval *
*City Council approval required for Professional Services
NX IKK
Agreements and purchases of goods and services that exceed
Or
$75,000; and for Public Works Contracts that exceed $175,000
Click here to
Date of City Council approval
enter a date.
PRINT
CONTINUE ROUTING PROCESS WITH HARD COPY
6
Project Manager
Forward signed original agreements to City
7/1/2021
IKK
Attorney with printed copy of this routing form
7
City Attorney
Review and approve hard copy of signed
Izv;z,(agreement7
8
City Attorney
Review and approve insurance in PINS, and bonds
-711/20ZI
(for Public Works Contracts)
9
City Manager/ Mayor
Agreement executed by City Council authorized
City Clerk
official
10
Attest signatures, retains original agreement and
forwards copies to Project Manager
n
l/