CC - Item 2E - Renewal of Lighting Agreement with QRS Lighting Services, Inc.0
ROISEMEAD CITY COUNCIL
STAFF REPORT
TO: THE HONORABLE MAYOR AND CITY COUN IL
FROM: ANDREW C. LAZZARETTO, CITY MANAG
DATE: JULY 11, 2006
SUBJECT: RENEWAL OF LIGHTING AGREEMENT WITH QRS LIGHTING
SERVICES, INC.
SUMMARY
QRS Lighting Services, Inc. has been maintaining the sports lights at the Sports
Complex, Garvey and Rosemead Parks and the parking lot lights at the Garvey Center,
since 1998. Per the specifications, the fixed monthly fee covers all labor, tools and
equipment necessary to maintain the lighting fixtures.
QRS would like to renew the agreement for another year without an increase in their
monthly fee.
Staff Recommendation
Staff recommends that the City Council approve the Extension of Agreement and
authorize its execution by the City Manager or his designee.
FINANCIAL REVIEW
The City pays $ 160.00 per month for each of the 4 facilities QRS services. In addition,
the City pays for the various types of lights used throughout the City.
Submitted by:
Name ! MICHA D. BURBANK
Title Direct of Parks and Recreation
Attachment 1:
Letter from QRS Lighting Services, Inc.
Attachment 2:
Extension of Agreement
Attachment 3:
Exhibit I — Agreement for Repair and Maintenance of Sports Lighting
Attachment 4:
Exhibit A — Monthly Lighting Fees
Attachment 5:
Exhibit B — Specifications
APPROVED FOR CITY COUNCIL AGENDA: ITEM NUMBER:
421 kIW ltltlb 12: 5.i 11"U917111,
QRS Lighting Services, Inc.
1042 N. Mountain Ave. B-492
Upland, Ca. 91786
Feb. 9, 2006
To the City of Rosemead,
ATT: John Scott, Park Superintendent
• rW= n[
ATTACHMENT 1
Re: City parks lighting maintenance, QRS Lighting Services Inc. wishes to continue
performing maintenance at the same budget that is current from 2006, to 2007. All
comtract pricing will remain the same as in the past year.
Sincerely,
• • ATTACHMENT 2
EXTENSION OF AGREEMENT
THIS EXTENSION OF AGREEMENT is entered into effective the IIth day of
July, 2006, by and between the CITY OF ROSEMEAD, a municipal corporation
(hereinafter "CITY "), and QRS LIGHTING SERVICES, INC., A California Corporation
formerly known as Reliable Lighting Service (hereinafter "CONTRACTOR ").
WHEREAS, the parties have executed that certain Agreement dated August
11, 1998, in which CITY agrees to contract with CONTRACTOR for the performance of
certain Lighting Service; and
WHEREAS, a true and correct copy of said Agreement is attached hereto as
Exhibit "1" and incorporated herein by this reference; and
WHEREAS, the Agreement of August, 1998, provides for an extension of the
Agreement and for an additional one year period; and
WHEREAS, CONTRACTOR has thus far satisfactorily performed the service
set forth in the Agreement dated August 11,1998; and
WHEREAS, CONTRACTOR has offered to perform the services required in
the Agreement for another calendar year.
NOW THEREFORE, the parties agree:
1. That the Agreement of August 11, 1998, is hereby extended
for an additional one -year period to August 11, 2007.
2. This EXTENSION OF AGREEMENT shall be effective as of
August 10, 2006, and continue in full force and effect until August 11, 2007.
3. During the one -year extension of the Agreement, CONTRACTOR'S
compensation shall be limited to the rates and charges set forth in Exhibit "A" to the
August 11, 1998 Agreement.
IN WITNESS WHEREOF, the parties have executed this extension of
Agreement on the date set forth below.
ATTEST:
CITY OF ROSEMEAD
A MUNICIPAL CORPORATION
CITY CLERK
QRS LIGHTING SERVICES, INC.
DA
Bid- Specs /agreemen/ /sb
CITY MANAGER
• • ATTACHMENT 3
Hni131T "1"
AGREENEEN'i FOR REPAIR AND MA.IIN M\ANCE OF
SPORTS LIGHTING
This ko- eement dated this 11th day of August, 1998 between the CITY OF
ROSEME.AD, a municipal corporation (hereinafter "City ") and RELIABLE LIGHTING
SERVICES, a corporation (hereinafter "Contractor ").
The parties agree as follows:
Contractor, at Contractor's expense, shall furnish all tools, implements, methods,
processes, facilities labor and material necessary to perform, in a good and worker like manner, all
work described herein as set forth in ,the specifications for lighting maintenance, attached hereto
as Exhibit "B" and incorporated herein by this reference.
The City shall pay Contractor monthly upon invoice per the bid proposal of
CONTRACTOR, attached hereto as Exlvbit "A" and incorporated herein by this reference.
reason
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The City may terminate this Agreement, on ten days written notice to Contractor, for any
All work shall be performed in accordance with the attached specifications. All work shall
be performed in a worker like manner and thereafter, all work areas properly cleaned of debris.
••■••r• • •:.:u••
The Contractor shall take all necessary measures to protect the work and prevent
accidents during any and all phases of work The Contractor shall strictly adhere to all applicable
federal and state OSF1 A regulations. The Contractor shall provide and maintain any necessary
barriers, guards, watch persons, and warning lamps during maintenance procedures.
The Contractor shall obtain the insurance coverage, listed in the attached specifications
hereto, with the City of Rosemead, its officers and employees as named irsureds. The Contractor
shall maintain the required insurance coverage in rtll force and. effect during the initial tee and
any renewal terms of this Agreement. Said insurance cerrr; -- s shall contain. a provis:on tae
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insurance coverage shall not be canceled or materially altered until the City is given thirty days
prior written notice.
"I.
Contractor shall indemnity and save harmless City, its ofacers and employees, from and
agautst any and all damages to property or injuries to or death of any person or persons, including
property and employees or agents of City, and shall defend, indemnify and save harmless City, its
officers, and employees, from and against any and all claims, demands, suits, actions or
proceedings of any land or nature, including, but not by way of limitation, worker's compensation
Claims, resulting from our arising out of the negligent acts, intentional acts, errors or omissions of
Contractors, its employees or subcontractors. ,
The Contractor shall keep himself fully informed of, and act in compliance with all laws,
ordinances, statutes and regulations of the City, State and Federal governments.
• •!
Any notice given hereunder shall be deemed to have been given when delivered personally
or when sent to said parties by certified mail, postage prepaid, addressed to the parties at the
addressees listed below:
CITY:
City of Rosemead
Attn. City Manager
8838 E. Valley Boulevard
Rosemead CA 91770
10. ` TERM OF CONTRACT.
CONTRACTOR
Reliable Lighting Services
A=: Javier Valdovinos
6187 Anita Street
Chino, CA 91710
The term of this Agreement shall be for a period of one (1) year, commencing on
September 1, 1998, and may be extended for additional one (1) year terms, upon the mutual
consent of both parties. The City Council may approve a renewal term, with a cost of living
adjustment, without the necessity of rebidding, if the Council determines:
(1) The service being provided by the existing Contractor is satisfactory
and it is in the best interests of the City to retain the present Contactor, and
(2) The Contractor proposes to provide the same level and quality of
service at current prices with a not -to- exceed 5% (5 percent) Cost of living
adjustment; and
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(3) That there has been no cost of living adjustment for. the past one (1)
year.
IN WITNESS WiT.EREOF, the parties hereto have executed this Agee- .spent on the date
first above written.
Attest:
o),,
city Clerk
CITY OF ROSEN EAD,
a Municipal Corporation
• . ATTACHMENT 4
EXHIBIT "A"
MONTHLY LIGHTING FEES
Existing Facilities Monflk Fee
Rosemead Park $160.00
Sports Complex $160.00
Garvey Park $160.00
Garvey Recreation Center $160.00
(Parking Lot Lights)
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01 -z -b9s
• • ATTACHMENT 5
EXHIBIT T,B.,
City of Rosemead
LIGHTING MAINTENANCE SPECIFI CATIONS
July, 1998
1.0 GENI:FLUT SCOPE OF WORK
This proposal is for labor and monthly inspection. Materials
used to maintain lights shall be billed as an extra. (See
extraordinary fee schedule). The work covered shall consist
of furnishing all labor, tools, equipment, transportation and
services as required, in order to maintain sports, security
and tennis court lights at three (3) facilities.
1.1 SERVICE AND INSPECTION
Provide all labor and equipment to service and inspect
the three locations once monthly.
1. Work to be completed within two (2) weeks after
inspection.
1.2 INSPECTION
Inspection will consist of the following:
1. '.Inspection will take place on the first Tuesday and
Thursday of each month between 8:00 a.m. - 1:00
p.m.. (Days may be negotiated after award)
2. Inspections will take place at both parks and
Sports Complex and consist of turning on:
a. All sports lights.
b. Pll security lights.
c. All tennis court.lights
1.3 NONTHTY INSDECTION REPORT
Contractor is to complete monthly inspection report and turn
it in monthly with his bills for materials.
2.0 F?R'RGENCY SERVICES
Provide an emergency service to respond to calls within 8
hours after notice.
2.1 ERG NCv SIEVICD REOU122fENTS
P. provide emergency telephone no.
3. :.curly cost for 'emergency service. Not to nclud
ranlacament materials.
C. 07 eratcr must. have:
1
Ile ctrlclans serVlces truck.
4=� =oar In lllC lilQ W31C lily'.
KIM
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FACILITY LOCATIONS AND PROJECT SITES
3.1 ROSr—KEAD PARE FACILITY: 4343 Encinita Avenue,
Rosemead
I. Project Sites
1. Snorts light poles numbers (21 31 4, 5, 6, 7, ^o, 9,
11, 12, 13, 14, 22).
A. Work required
1. Replace burned out lamps- All materials to be
General Electric products.
2. • Replace worn out /broken balasts.
3. Replace broken or worn out lamp sockets.
4. Replace broken lens covers.
2. Security light poles numbers (1, 2, 31 5, 7, 10,
12, 13, 15, 16, 17, 181 19, 20, 21, 23, 24).
A. Work required
.1 Replace burned out lamps. All materials to be
General Electric products.
2. Replace worn out /broken balasts.
3. Replace broken or worn out lamp sockets.
4. Replace broken lens covers.
3.2 GARVEY PARK FACILITY: 7933 Emerson Place, Rosemead
I. Project Sites
1. Sports light pole numbers (20, 21, 22, 23, 24, 25,
26, 27, 30).
e A. Work Required
1. Replace burned out lamps. All materials to be
General Electric.products.
2. Replace worn out /broken balasts.
3. Replace broken or worn out lamp sockets.
4. Replace broken lens covers.
2. Security lights (1, 20, 24, 23, 29, 30, 31, 32, 33,
34).
A. Work required
'jl Trials to be
1. Re ?lace burned out lamps, ._ mate
G=_aeral = lectric products.
2 Reo iaca worn c t /hrcken balasts.
J
Replac>_ broken cr worn cut jam? sockets.
4. Rcmlace broken !e:'s 'coVe =5.
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3. Tennis light pole numbers (2, 3, 4, 5, 6, 7,.
B, 9, 10, 11, 12, 13, 14, 15, 16, 17, 18, 19)
A. Work required
1. Replace burned out lamps. All materials to be
General Electric products.
2. Replace worn out /broken balasts.
3. , Replace broken or worn out lamp sockets.
4. Replace broken lens covers.
3.3 SPORTS COMPLEX - 8471 Klingerman Avenue
I. Project Sites
1. Sports light poles numbers (1, 2, 3, 4, 5, 6, 7, 8,
9)
A. Work required
1.
2.
3.
4.
2. Se
8,
Replace burned out lamps. All materials to be
General Electric products.
Replace worn out /broken balasts.
Replace broken or worn out lamn sockets.
Replace broken lens covers.
curity light poles numbers (1, 2, 3, 4, 5, 6, 7,.
9, lo, 11, 12, 13, 14, 15)
A. Work required
1. Replace burned out lamps. All materials to be
General Electric products.
2. Replace worn out /broken balasts.
3. Replace broken or worn out lamp sockets.
4. Replace broken lens covers.
4.0 CLF.P.=G LEIS
4.1 contractor is to clean a11'sport and tennis court light
lens in May of each year. This service is to be
not to
included under normal monthly labor cost and s
be an extra.
5.0 RE -A=G OF LIGH'T'S
5.1 contractor is to re -aim all Sports lights in May of each
year. rnis service is to be included under his normal
monthly labor cost and is not to be an extra.
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BID PROPOSAL
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TO City of Rosemead
6636 Eas=es valley Boulevard �
Rosemead, California 91770
I have recei`v`ed the documents titled: Notice Inviting Bids,
Instrvction to Bidders, Specifications, Sub Contractor's List,
Contractor's Qualification Statement, and Bid Proposal Form, and
Addendums r -� ' I have satisfied myself as to the
scope of work and conditions of the site.
In submitting this proposal, I agree:
1. To hold my bid omen for 3o calendar days from the date of this
proposal.
2. To comply with the provisions of the Notice Inviting Bids,
Instruction to Bidderd and Specifications.
3. To furnish Insurance as noted in the Instruction to Bidders.
4. To begin initial light bulb replacement work within five (5)
working days after receiving the Notice to proceed.
S. A-11 initial light bulb replacement work must be accomplished
within fifteen (15) calendar days.
6. I have completed and enclosed the Contractor's Qualification
Statement.
7. To name the City of Rosemead as additional insured on the
Insurance Certificate.
6. All mrices are in effect, with out change for twelve months
from date of Agreement.
I will mrovide all labor, materials, supplies and equipment and
pe_rform'all the work as specified in these documents for the lump sum
monthly bid of:
Rosemead Park: DN' 14wyDEF. O s fXTV D1D-11AZ $ 160.00
Hand Written 160.00
Sports Complex: ONE 1fwUD2FD 5r {T/ 00L*: $
hand Written
Garvey ==—k: $ 160.00
Hand Written
Lump Sum Monthly Bid: $480-00
,V ��1 i nb1 vT_,i C_n -i n.� C °rPiCeg DATE: 7/30/g6
c� 1 C�izo C1710
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DTRAORDINAPY }�Trr.IAL COST
The contract shall indicate the cost of materials that he wi11 charge the
installation charges. All limp
city. Costs are not to reflect labor or
Electric Products -
reDlacements shall be General
I. Lamp Replacement Cost
Va o_ 1~4M1000DX36
P.. 10'00 Water Mercury P
$73.39
B. 1000 Watt Incandescent 1000 130V
$26.56
$ 26.03
C. 400 Watt 120V
$ 26.03
D. 750 Watt 750 130V
vapor HSB450
E. 451) Watt SIB Mercury P
518-•93
$51.80
F. 400 Watt Lucalux L0400
$31.62 '
G. 400 Watt Mercury BM400DX33
$ 7 -4.
H. MVRIDDD /T
$ 43.08
I. MVR250
$ 38.11
J. MVR175
30 ; off G.?. 920DT
Lamps other than listed above will be billed at .
2.
Catalog, dated Sept. 25, 1997
3. Ballast Replacement Cost - Current List
Less 30
cost +200 %
4. Lens Replacement Cost
Cost +200 %
A. Mercury Vapor
Cost +200 %
B. 1000 Watt Incandescent
°
Cost +200 %
C. 400 Watt
cost +200 %
D. 750.Watt
cost +200 %
E. 450 Watt SIB Mercury Vapor
CDSt +200 %
F. 400 Watt Lucalux
Cost +200 x
G. 400 Watt Mercury
Service- SSS -00 Der
5, hourly Cost fo= a =gency Services
hour
Ladde= - 565.00 Der
(=•1 eC __ i Ci an Service Truck; Ladder
hour"
T=uck to 55', including welting)
(909)513 -0021 OR