Title
Resolution to Approve the Purchase of Light Fixtures and Related Accessories from McNaughton McKay Electric Company, for the Third and Fourth Floors of the Guy C. Larcom City Hall Building - ITB 4319 ($28,468.90)
Memorandum
We recommend your approval of the attached resolution authorizing the purchase of light fixtures and related accessories for the third and fourth floors of City Hall in the amount of $28,468.90 from McNaughton McKay Electric Company of Ann Arbor. The light fixtures are necessary as replacements to the original fixtures that are being removed as part of the asbestos abatement project in City Hall. The original plan was to re-use the existing fixtures and replace them at some time in the future. The removal, cleaning (since they are contaminated by asbestos materials) and reinstallation of the original lights would have been more expensive than purchasing and installing new lights. Because of time constraints on the abatement project, the light fixtures for the 5th floor were competitively bid and purchased separately. This purchase will cover the light fixtures for the 3rd and 4th floors.
The new light fixtures will match those installed in the basement and 1st floor during the recent renovation of City Hall. The new fixtures are also more energy efficient than those being replaced. Funding for the light fixtures and related installation will come from the City's Energy Projects Fund loan program. If adequate funds are not available at the end of the abatement project to pay for the lighting, then the loan repayments will be made over time from the Facilities operating budget.
The project was bid under ITB-4319 and bids were received from four suppliers on February 11, 2014. Staff evaluated the bids and determined that the prices were competitive and recommends that McNaughton McKay Electric, as the lowest responsible bidder, be awarded this materials purchase order. The bid tabulation is attached.
Funding is available in the approved FY2014 Energy Projects Fund operating budget. The resolution includes a recommended project contingency of $2,850.00 (approximately 10%) to cover potential contract change orders to be approved by the City Administrator if necessary.
McNaughton McKay Electric received Human Rights approval on January 8, 2014.
Staff
Prepared by: Matthew J. Kulhanek, Fleet & Facility Manager
Reviewed by: Craig Hupy, Public Services Area Administrator
Approved by: Steven D. Powers, City Administrator
Body
Whereas, There is a need to provide replacement light fixtures on the third and fourth floors of the Guy C. Larcom City Hall building as a result of ongoing asbestos abatement work;
Whereas, Four bids for the supply of light fixtures and related accessories were opened February 11, 2014, and McNaughton McKay Electric Company of Ann Arbor, submitted the lowest responsible bid under ITB No. 4319;
Whereas, McNaughton McKay Electric received Human Rights approval on January 8, 2014; and
Whereas, Funding for the project is available in the approved FY2014 Energy Projects Fund operating budget;
RESOLVED, That City Council approve the issuance of a purchase order to McNaughton McKay Electric in the amount of $28,468.90 for light fixtures and related accessories and authorize a contingency of $2,850.00 to cover potential change orders;
RESOLVED, That the if adequate funds are not available at the end of the abatement project to pay for the lighting, then the loan repayments will be made over time from the Facilities general fund operating budget; and
RESOLVED, That the City Administrator be authorized to take all necessary actions to implement this resolution including the approval and execution of change orders within the approved contingency amount.