Title
LED Conversion/Relamping Service and Parts - AVN IFB 18-003 (Ordinance S-44453)
Description
Request to authorize the City Manager, or his designee, to enter into a contract with Hernandez Companies, Inc. for lamps, ballast, LED lighting retrofits, lighting parts and services at Phoenix Sky Harbor International Airport, Goodyear Airport and Deer Valley Airport on an as-needed basis in an amount not to exceed $1.5 million for a five-year aggregate term. Further request authorization for the City Controller to disburse all funds related to this item.
Report
Summary
The Aviation Department is actively upgrading Airport lighting to LED fixtures for energy and cost savings as well as the management of interior and exterior replacements of lamps, ballasts, repairs, inspections and installation services. This contract will include, but is not limited to: installation, inspection, maintenance, repair, relamping, and LED retrofit and conversion kits.
Procurement Information
Solicitation AVN IFB 18-003 was conducted in accordance with Administrative Regulation 3.10. Seven bids were received on Dec. 13, 2017. Two bids were determined to be non-responsive. The following is a summary of the lowest bids:
Hernandez Companies, Inc.: $10,038.43*
Kortman Electric, Inc.: $12,748.53
*Bid award tabulation included the comparison of all types of lighting fixtures currently used at the three airports and installation labor and includes comparison of costs for LED retrofit lighting kits.
The bid price listed only represents the total price for the 53 types of fixtures that will be installed throughout the Department. The average cost to replace a fixture is $189. The Aviation Department is retrofitting existing light fixtures to LED with a goal to change approximately 1,587 of existing lamps each year at an annual cost of $300,000. Electrical and maintenance will be reduced by 30 percent annually for each fixture installed at this rate of exchange. Fixtures are warrantied for 8-12 years.
Bids were evaluated on: years of experience; license; and price. The City of Phoenix Aviation Department determined it is in the best interest of the City to award a contract to Hernandez Companies, Inc. who is the responsive and responsible bidder.
Contract Term
The initial contract term is for three years beginning on or about March 1, 2018, with an option to extend the term up to two years, for an aggregate of five years.
Financial Impact
The total aggregate contract value will not exceed $1.5 million for the five-year contract term. Funds are available in the Aviation Department's budget.
Location
Phoenix Sky Harbor International Airport, 3400 E. Sky Harbor Blvd; Deer Valley Airport, 702 W. Deer Valley Road; and Goodyear Airport, 1658 S. Litchfield Road, Goodyear, Ariz.
Council Districts: 1, 8, Out of City
Department
Responsible Department
This item is submitted by Deputy City Manager Deanna Jonovich and the Aviation Department.