Loading...
HomeMy WebLinkAbout2019-02-26 - AGENDA REPORTS - AWARD OF STREETLIGHT MAINTENANCE SERVICE CONTR (2)Agenda Item: 9 DATE: February 26, 2019 SUBJECT: AWARD OF STREETLIGHT MAINTENANCE SERVICE CONTRACT DEPARTMENT: Neighborhood Services PRESENTER: Kevin Tonoian RECOMMENDED ACTION City Council: 1. Award a three-year contract for streetlight maintenance services to Tanko Streetlighting, Inc., (Tanko) for an annual amount of $250,000, for a total contract amount not to exceed $750,000. 2. Appropriate $40,000 to expenditure account 12595-5161.001 for streetlight maintenance services; and $30,000 to expenditure account 12595-5161.022 for insurance premiums associated with ownership of the streetlight system and insurance deductible payments resulting from forecasted streetlight pole knockdowns, from Landscape Lighting District (LLD) Streetlight Maintenance Fund 359 (Fund 359) for the remainder of Fiscal Year (FY) 2018-19. 3. Authorize an ongoing base budget appropriation in the amount of $250,000 to expenditure account 12595-5161.001 to fund ongoing streetlight maintenance services; and $179,000 to expenditure account 12595-5161.022 for insurance premiums associated with ownership of the streetlight system and deductible payments resulting from forecasted streetlight pole knockdowns, from Fund 359 commencing in FY 2019-20, contingent upon appropriation of funds by the City Council during the annual budget process. 4. Authorize the City Manager or designee to execute up to two additional one-year renewal options beginning in year four, in the amount of $250,000, plus an appropriate Consumer Price Index adjustment, upon request of the contractor. 5. Authorize the City Manager or designee to execute all contracts and associated documents, or modify the award in the event issues of impossibility of performance arise, contingent upon Page 1 the appropriation of funds by the City Council in the annual budget for such fiscal year, subject to City Attorney approval. BACKGROUND On May 23, 2017, the City Council approved a Purchase and Sale Agreement with Southern California Edison (Edison) to acquire the City of Santa Clarita's (City) streetlight system. The California Public Utilities Commission (PUC) approved the City's purchase of the streetlight system on May 10, 2018. The City's Purchase and Sale Agreement with Edison serves three purposes including, allowing for local control of our streetlight system, the ability to immediately replace existing light -bulbs with environmentally friendly and energy efficient Light Emitting Diode (LED) fixtures, and the realization of significant operational savings. By acquiring our streetlights and converting them to LED technology, staff forecasts total savings in excess of $30 million during the first 30 years of ownership. As part of the competitive procurement for streetlight transition services, in the fall of 2017 staff sought proposals to outsource the ongoing maintenance responsibilities of the City's streetlight system by circulating Request for Proposal (RFP) 17-18-18. Inclusive of the Santa Clarita Chamber of Commerce and the Valley Industrial Association, 341 potential vendors received notification of this solicitation, while 47 vendors downloaded the RFP. Upon close of the solicitation on November 17, 2017, the four vendors identified below submitted proposals. Proposer Location Alliance Building Solutions San Diego, CA Bear Electrical Solutions Anaheim, CA Siemens ITS Austin, TX Tanko Streetlighting, Inc. San Francisco, CA An evaluation team comprised of City staff from Special Districts, Technology Services, and Streets Maintenance completed a review of each responsive proposal. Staff also held interviews with each of the four responsive vendors to gather additional information prior to making a recommendation. The evaluation team determined Tanko is the best overall vendor to provide streetlight transition services for the City. Accordingly, at the January 23, 2018, meeting, the City Council awarded a contract to Tanko to oversee the transition of streetlight services to the City. In the time following the contract award, Tanko has successfully completed a 100 percent audit of all streetlights within the incorporated boundaries of the City, and retrofitted approximately 1,000 highway safety lights to LED fixtures. Page 2 In early February 2019, following the transfer of ownership of approximately 40 percent of Edison's streetlight system, the City began replacing the existing lamps with LED fixtures. As the City now owns these streetlight poles, it is appropriate to award a contract for ongoing maintenance services. Staff recommends the City Council authorize the award of a three-year base contract to Tanko for $750,000. Annual costs associated with this contract include $190,000 for base streetlight maintenance services, plus $60,000 for as -needed repair services. The recommended operational budget reflects staff s past experience facilitating streetlight -related service requests with Edison on behalf of our residents, quantified streetlight pole knockdown history, and the ten-year warranty period, during which time failed LED fixtures are replaced at no charge. Staff s review of Tanko's professional references has confirmed their work history meets the City's standards and performance expectations. Established in 2003, and identified by the United States Department of Energy as a qualified Energy Services Company, Tanko is under contract with several cities for tasks listed in the City's RFP including, Simi Valley, Rancho Cucamonga, West Hollywood, Tustin, and Santa Ana. Tanko's subcontractor, Taft Electric Company (Taft), will manage field repair and pole replacement work. Taft is a locally based business operating in Santa Clarita and overseeing the retrofit of all LED fixtures. The following highlights the base operational responsibilities and as -needed services Tanko will provide in overseeing streetlight maintenance services for the City. Base Services • Call center management and provide an on-line service center for residents to report streetlight issues. • 24-hour stand-by personnel to respond to emergency conditions within two hours. • Replace failed lamps at no charge during the ten-year warranty period. • Assist the City in processing claims for damage caused by other parties. • Provide a storage facility for replacement poles. • Oversee the inventory database of all City -owned streetlight poles. As -Needed Services • Respond to all streetlight knockdowns and address immediate public safety hazards. • Complete repairs for standard streetlight pole knockdowns within five to seven working days of the City's notice to proceed. • Prepare a cost proposal for material and installation within one to three working days following a streetlight pole knockdown. • Respond to non -emergency reports of streetlight outages and complete repairs within five working days. • Install streetlight shields, repair wiring, replace missing pole box covers, replace missing pole identification tags, and as -needed night inspection. In addition to approving the contract for reoccurring maintenance services, staff is requesting an annual appropriation of $69,000 to fund insurance premiums associated with the ownership of the City's streetlight system. Upon assuming ownership of the streetlight system, the City's Page 3 insurance carrier will insure these assets and aggressively seek to recover costs associated with third -party damage to City -owned property. Finally, staff is requesting a reoccurring appropriation of $110,000 in anticipation of the replacement of streetlight poles damaged by third parties. On average, automobile accidents are responsible for damaging approximately 100 to 110 streetlight poles each year. The amount requested will fund the City's $1,000 deductible per occurrence. The City's insurance carrier will be responsible for funding all remaining replacement costs resulting from streetlight pole knockdowns, including emergency services to clear damaged poles and addressing safety hazards. ALTERNATIVE ACTION Other direction as determined by the City Council. FISCAL IMPACT There is no impact to the General Fund associated with this action. Upon approval of the recommended actions, the FY 2018-19 budget will be adjusted accordingly. The ongoing base budget commencing FY 2019-20 will be contingent upon appropriation of funds by the City Council during the annual budget process. ATTACHMENTS Tanko Lighting Proposal (available in the City Clerk's Reading File) Tanko Pricing (available in the City Clerk's Reading File) Page 4 CG�NuuumIuuum ............... Contents.............................................................. A. Cover Letter ..................................................... B. Statement of Qualifications ............................... 1. Experience .................................................... Key Staff Experience ...................................... 2. Qualifications ................................................. C. Project Understanding ...................................... 1. Understanding of Scope of Work .................... 2. Work Plan ..................................................... A. Turnkey Services .................................. B. On-Going Maintenance ......................... 3. Quality Control, Budget, and Schedule........... 4. Possible Issues ............................................. D. Tasks/Schedule ............................................... 1. Activities to Complete Tasks .......................... 2. Project Schedule ........................................... E. Cost Proposal .................................................. F. Appendices ...................................................... • Appendix A — Completed Proposal Form ... • Appendix B — Addenda Acknowledgements • Appendix C — Reference Sheet ................. • Appendix D — Resumes ............................. OR V)F/ '110P www.l� )nl<olighling.com I 220 Baysh or e, Blvd I San Francisco, CA 04124 I P 415.254./5/9 I I'::: 415.x522.3626 .2 .3 .5 .5 .7 .8 14 14 15 15 26 32 32 33 33 34 35 35 35 35 35 35 Page 2 of 35 uuu uuuuuuuuu uuuuuuum uuuuuuuuu uuum�uuum uuuuuuuuu Proposals s all llfcRlu e C leter ss gne.9A by C pl PlfN,rlpC R or C I'NRhud!!. e rep ese n C tivc who can make legallybPl7d0 N red nR!'IRments, forthe company and eenlcell7 the lellowm : 113enbfiecellen of consultant, Ocludh7g name, address and telephone number 3 Name, bile, address, telephone number and emcO address of contact person dunng penod of proposal evaluation 3 A simI s1lflopsis el'the R epeme s appoach to eevnnpleting tasks, deUvedng Mat poducts and engoin„g a°v intenance stmte„3y. November 16, 2017 City of Santa Clarita Purchasing 23920 Valencia Blvd., Suite 120 Santa Clarita, CA 91355-2196 Dear City of Santa Clarita, Tanko Streetlighting, Inc. ("Tanko Lighting") appreciates the opportunity to submit for review this proposal in response to the City of Santa Clarita's Request for Proposals (#LMD-17-18-18) for Streetlight Turnkey Services. Tanko Lighting acknowledges receipt of the RFP documents. Please find Tanko Lighting's completed Proposal Form in Appendix A, its Addenda Acknowledgements in Appendix B, and its Reference Sheet in Appendix C. Tanko Lighting understands that the City is seeking to partner with a firm that can assist in auditing, design, acquisition assistance, procurement, logistics management, installation coordination, rebate/rate change services, commissioning services and ongoing maintenance. Tanko Lighting believes that it is the most qualified partner to assist the City with these services. Tanko Lighting is a national firm focused solely on providing professional services for turn -key municipal energy efficiency streetlight conversion projects. The company has previously been or is currently involved with the energy efficiency conversion of more than 350,000 streetlights throughout the nation — and is actively developing projects for an additional 550,000 streetlight fixtures. Tanko Lighting's work has spanned more than twenty-three states, and fifty-five utilities. This experience enables Tanko Lighting to appropriately translate technical information, market context, and industry standards into appropriate, high quality and cost-effective projects for its customers. Further, Tanko Lighting is well -entrenched in Southern California, providing turn -key streetlight acquisition and LED conversion services for several municipalities in the region — and successfully assisted the City of Santa Clarita with a steel pole streetlight audit previously this year. This experience equips Tanko Lighting with the best context to ensure that the City's remaining streetlight project will be efficient and successful. Tanko Lighting's corporate and proposal contact is: Jason Tanko (President); 220 Bayshore Blvd., San Francisco, CA 94124; 415-254-7579; jason@tankolighting.com. Tanko Lighting's overall approach to this project mirrors its typical approach to all municipal turn -key streetlight conversion projects — which is the foundation of Tanko Lighting's success nationwide. This approach includes the following elements: A. Turnkey Services o Task 1: Comprehensive GIS Audit of Existing Streetlights o Task 2: Data Reconciliation OR OF'/ 11 Page 3 of 35 ONIM., ,mom c fi,,, Ta kol, ..i �,itipi,- , www.� )nl<olighling.coo I 220 Bayshore, Blvd I San Francisco, CA 94124 I P 415.254.75/9 I I'::: 415.822.3626 o Task 3: Cut -Over Cost Analysis o Task 4: Design o Task 5: Development of City Tag Numbering System o Task 6: Streetlight Acquisition Support o Task 7: Financial Analysis o Task 8: Materials Procurement o Task 9: Community Outreach and Notification o Task 10: Logistics Management o Task 11: Installation o Task 12: Replacement Tag Installation o Task 13: Waste Disposal o Task 14: Commissioning o Task 15: Rebate and Tariff Change Coordination o Task 16: Training of City Staff o Task 17: Final Reporting B. On -Going Maintenance • Task 1: Pre -LED Conversion Maintenance Services • Task 2: Post -LED Conversion Maintenance Services Given Tanko Lighting's extensive involvement with municipal streetlight LED design and conversion projects nationwide and specifically under SCE, it can leverage its expertise to provide the necessary context and value to assist the City with all the support, recommendations and coordination necessary to ensure the success of this project. Please let us know should you have any questions. We look forward to your feedback. Regards, Jason Tanko, President Enclosures OR OF'i0P www.�)nl<olighling.coo I 220 Bayshorc Blvd I San Francisco, CA 04124 I P� 415.254.75/9 I I'::: 415.x522.3626 Page 4 of 35 pmmmm uuu uuumpIuuump�, puumuImuuu uuuuuuuuu A„ r 4p�, uuuuuuuuu p uuum�u4uum 4p�, m � both uuuuuuum ^ �J r r uruum�uuu^m � that demonstrates J � 4 r r „w � these f hel wipes Cal s Rudlul 9Aes �!lFAV. R1�V. quafificCalllo task of R1Re f!l FR!' !!f bo 1� staffing Calf9A V.xpel 6 fN�V. !!f C FR!'Cal fl fell R1RC R 9AeFR!o fs lC t ask competence ted pe. fo FR!' R1 ese.� requested serercee. t Experience Refile the fi��n's epedenceInclude msuaesOpojectewnlsub contractors, that eufne the,techncalanddesgn expenence At a m0rum,ts should hfNR:e the project a C e!lp ^npapagent, sso6ates h^charge nEe!project a C erlp u✓papagent is u a #a lley keypess ^epfrn asl ey and an organrsatron clrcert Oenffyh7g only arose who srrll perform work for the proposed project Tanko Lighting national solely o providing professional services for turn -key municipal streetlighting conversion projects. With decades ofp experience serving this market, Tanko Lighting is the municipal streetlight expert. Because of its technical experience and national context, Tanko Lighting is intimately familiar with industry standards and trends, as well as municipalities' challenges with aging infrastructure. Tanko Lighting is a privately -held S corporation and a financially stable company that has successively operated profitably for more than a decade. As a Tanko Lighting's office — where streetlighting is integrated into the fabric of privately -held company with just two shareholders, everything it does. Tanko Lighting is tightly controlled, enabling sound financial and business decisions. Since 2010, the company has experienced rapid growth and expanded its core business model — all while maintaining zero long-term debt. With a clear understanding of its core competencies, significant knowledge of the municipal streetlighting market, and sound leadership, Tanko Lighting continues to experience sustainable growth while reinforcing its triple bottom line values: People, Planet, and Profit. Tanko Lighting will utilize Taft Electric Company ("Taft Electric") as its subcontractor for all field installation and maintenance services for this project. Taft Electric's role will include developing the Safety and Traffic Control Plans for the project, converting the HPS fixtures to LED fixtures, providing proper environmental disposal, and maintaining the LED system over time. Taft Electric's AIC -10 Contractors License Number is: 772245. It is expected that Taft Electric will devote 100 percent of their assigned crews' time to the project during the installation period. Taft Electric is expected to represent approximately twenty percent of the total contract amount, excluding sales tax (based on Tanko Lighting's most competitive offer included in its Cost Proposal). It is important to note that some of Tanko Lighting's competitors often team with contractors such that the firm responsible for project management or auditing is a subcontractor to the prime contractor. Tanko Lighting believes that this is not ideal, as the firm responsible for coordinating all project elements should be the one that is directly responsible for all tasks and contractually obligated to the City. Thus, Tanko Lighting has structured its team such that it is the prime contractor and its only subcontractor — Taft Electric — is focused on a narrow scope of work — installation services. Please see a map below of Tanko Lighting's recent municipal streetlighting projects in Southern California: OR OF'/ 11 Page 5 of 35 ONIM., ,mom c fi,,, Ta kol, ..i �,itipi,- , www.� )nl<olir hlinr .coo I 220 Ba)yshorc Blvd I San Francisco, CA 94124 I P 415.254.75/9 I I'::: 415.822.3626 "v Santa Clarka & K -/ r 111//I'll A/, v 91111�1, 4, .......... Mst H, ywood Rancho$ mW V, IMA, t " Var 0 4 PU P I Fullortoq, 'Stanton SignallMll n, t1i 0, ivuims[ .............. . Tff Soullhem CaFforrfia Projects Tarftl n, Please find a of Tanko Lighting's additional municipal streetlighting projects in California below. A list of Tanko Lighting's projects nationwide can be provided upon request. Santa Clarita, CA 16,200 (Pole Inspection) Simi Valley, CA Santa Ana, CA 11,500 Fullerton, CA 6,600 Tustin, CA 3,500 La Verne, CA 2,500 Bell, CA 1,600 Stanton, CA 1,300 Corona, CA 8,700 Suisun City, CA 1,600 Berkeley, CA 8,000 Vacaville, CA 5,000 Hayward, CA 7,700 OR OF'/'110P www.l� )nl<olighling.com I 220 Bayshore, Blvd I San Francisco, CA 04124 I P�415.254./5/9 I I'::: 415.x522.3626 Page 6 of 35 Rancho Cucamonga, CA 15,200 Simi Valley, CA 8,000 Orange, CA 4,400 West Hollywood, CA 2,500 La Puente, CA 2,100 Signal Hill, CA 1,300 Claremont, CA 1,300 Vista, CA 2,200 Silicon Valley Power, Santa 5,000 Clara, CA Alameda Municipal Power, 3,200 Alameda, CA Vallejo, CA 9,000 Fairfield, CA 8,000 www.l� )nl<olighling.com I 220 Bayshore, Blvd I San Francisco, CA 04124 I P�415.254./5/9 I I'::: 415.x522.3626 Page 6 of 35 Napa, CA 4,500 l Sonoma, CA 1,200 San Bruno, CA 2,000 Pleasanton, CA 5,600 Further, Taft Electric has completed several LED streetlight conversions for municipalities in Southern California, including for the Cities of Lancaster, Santa Barbara, and Westlake. Additionally, Taft Electric has successfully completed several projects for the City of Santa Clarita. Key Staff Experience Tanko Lighting is comprised of more than thirty talented professionals - all with significant municipal streetlight conversion experience. Please find below a detailed listing of the key staff members who will be actively engaged in this project. Please find resumes in Appendix D. /// Ian Canada will serve as the Project Manager for this project. Mr. Canada will serve as the primary point of contact, responsible for coordinating schedules, design, and coordination of deliverables. Mr. Canada has served on a variety of Tanko Lighting projects during his tenure with the company. Recent projects include the LED streetlight acquisition and/or conversion projects for the Cities of Fullerton, CA, La Verne, CA, Claremont, CA, La Puente, CA Meriden, CT, Darien, CT, and Montville, CT. Please find additional information on Mr. Canada in his resume in Appendix D. Please find below a list of additional key staff members of both Tanko Lighting and Taft Electric who will be assigned to this project. OR OF'i0P .....— -b ...... 6 Jason Tanko, President Principal -in -Charge, engineer, technical support lead, secondary contact (available when Primary Contact is unavailable) Nicole Kelner, Director of Project Management Ian Canada, Project Manager Jacqueline Engler, Project Associate Rebecca Rodriguez, Lead GIS Data Selena Smith, Field Services Manager Ms. Kelner will serve as the project director, responsible for compliance and deliverables. Primary point of contact, responsible for coordinating schedules, design, and coordination of deliverables Cost/benefit analysis, savings modeling, acquisition support, rebate/rate change processing, project management support Oversight of data collection and management, GIS processing and reporting Lead on auditing, field commissioning, data collection www.�)nl<olighling.coo I 220 Bayshorc Blvd I San Francisco, CA 94124 I P 415.254.75/9 I I'::: 415.x522.3626 Page 7 of 35 Dave Norwine, Traffic Division Manager, Contract oversight, compliance, quality assurance Taft Electric Brian Eberhard, Traffic Division Project Lead on field installation services, traffic control and safety Manager, Taft Electric Please find Tanko Lighting's Project Organizational Chart below: Tainikc Lic htiiirn IPrc" ct Or ainii atiicnall Chart Jason Tanko President Nicole Kelner Director of PM Lizzy Kay Project Manager Dave Norwine Rebecca Rodriguez Taft Electric Lead GIS Analyst T'IllIl""I'll""'ll""I'll""I'll'I ............ Brian Eberhard Taft Electric 20 Qualifications Selena Smith Debra Halligan Field Services Manager Project Associate oryour SroSoecel to be consOered,, the frn mustmeet ueas mr7 mum qu°ffic°bons Coo 7tr,,icto�' to havc vcc ,, f�c,ible e pe,�e7ce coo nplett i7 s�rnilc°ir, I E retrofit rrstllbo projects !A/or managing!u P pal streetht marfte^!Ne operbo s for at least three separate fxnC e^Nes over the fast two years, Profeet inforrrycetron to be Sr owdeS on Reference Street and should include project SeeerrStron, year completed, chert name, along mth ce person to contact and their, telephone nrrmber. Tanko Lighting holds electrical contractor licenses in the States of California (C-10 License Number 992782) and Arizona. Additionally, Tanko Lighting is a Certified Contractor by the Commonwealth of Massachusetts' Division of Capital Management and Maintenance (DCAMM), a Qualified Vendor with the Connecticut Conference of Municipalities, a registered Energy Services Company (ESCO) with the United States Department of Energy, and a registered Small Business Entity with the Small Business Administration. Since 1946, Taft Electric has been providing electrical installations for the commercial, industrial, transportation, institutional, education, healthcare, and residential sectors. Taft Electric has completed several LED streetlight conversions for municipalities in Southern California, including for the Cities of Lancaster, Santa Barbara, and Westlake. Additionally, Taft Electric has completed several projects for the City of Santa Clarita. Taft Electric's Class A/C -10 Contractors License Number is: 772245. As a municipal streetlighting expert, Tanko Lighting is uniquely qualified to assist the City with this project. Please find several elements demonstrating Tanko Lighting's qualifications below: OIR OF'/'11% Page 8 of 35 GNIM., ,mom c fi,,, Ta kol, ..i �,itipi,- , www.l:ankolighl:ing.com I 220 Bayshorc Blvd I San Francisca, CA 94124 I P 415.254.75/9 I F 415.822.3626 unci 1pM Stuee plight Convei§on Il: 1pei liens&: Tanko Lighting's extensive knowledge of and experience with streetlighting conversion projects is unsurpassed. The company has previously been or is currently involved with the energy efficiency conversion of more than 350,000 streetlights nationwide. Additionally, Tanko Lighting's work has spanned more than twenty-three states, and fifty-five utilities. Further, Tanko Lighting has conducted more pilot and design projects than any of the competition — most have led to subsequent conversion contracts, which shows the level of Tanko Lighting's expertise. Finally, Tanko Lighting's expertise have been forged by diverse project types — including various sized projects (ranging from as large as 38,000+ fixtures to as few as 49 fixtures), as well as incredibly complex projects, derived from such factors as square mileage/area, complicated data, inconsistent existing design, and complex scopes of work. : u,.c'Ijc [ ManageiTent Il: 1peii liens&: Tanko Lighting utilizes the extensive experience and organizational skills of its in- house project managers to develop project timelines, and manage ordering and installation schedules. This ability to focus managing all aspects of the project contrasts with many of its competitors, which typically operate projects according to crew schedules as the priority and not necessarily prioritizing the City's schedule. Because of its organizational skills, Tanko Lighting's projects are completed within the client's required timeline and the company has never paid any liquidated damages to a client for failing to complete a project. Further, it should be noted that Tanko Lighting has never received any "Cure Notices" or other written notices regarding poor/unsatisfactory performance. I echnlicM 14 ncWledg&: Tanko Lighting has significant technical expertise centered on municipal streetlighting infrastructure. Led by an electrical engineer and licensed electrical contractor, Jason Tanko (President), Tanko Lighting understands the field conditions and system constraints that are often involved with municipal streetlighting projects. This enables the team to accurately design projects to prevent anticipated challenges, as well as quickly respond with streamlined solutions in the event of technical difficulties during a project. Rc3ionM onlext: Tanko Lighting has extensive experience particularly in the Southern California region. Most of the streetlight system projects in this region involve the acquisition of the system from Southern California Edison, as well as the subsequent LED conversion of the acquired fixtures. Tanko Lighting is intimately familiar with acquisition and conversion projects in SCE's territory (see below for more details) and understands the challenges and solutions to expediting the acquisition process with SCE. Tanko lighting is one of only a few contractors that has successfully completed several phases of SCE's streetlight asset transfer to the municipality and subsequently converted to LED and currently holds the most SCE acquisition contracts with municipalities in the region. Na lonM onlext: Tanko Lighting's broad experience with feasibility, and design and implementation of LED conversion projects provides tremendous national context that will benefit the City by ensuring that the project is consistent with industry standards during each phase of the project. : xpculience With AcqU§flon IlIuc'Ijc [ : There is a growing nationwide industry trend in which municipalities are acquiring their streetlight infrastructure from their local private utility companies. This poses tremendous advantages OR OFI 11 Page 9 of 35 ONIM., ,mom c fi,,, Ta kol, ..i �,itipi,- , www.�)nl<olighling.coo I 220 Bayshorc Blvd I San Francisco, CA 94124 I P 415.254.75/9 I I'::: 415.x522.3626 to the municipality, in that not only does it allow the municipality to control the management of the system within its geographic borders, but it also involves tremendous cost savings — particularly related to maintenance and energy (as many utilities charge exorbitant fees for energy and maintenance rates for the systems). Further, once a municipality acquires its system, it can reap additional savings benefits by converting to LED fixtures. Tanko Lighting has been working with several municipalities nationwide to assist in their streetlight acquisition strategies from investor-owned utilities. Tanko Lighting's experience with acquisitions includes providing valuation, field data collection, acquisition feasibility analysis, and acquisition negotiations with the utility on behalf of the client. Recent projects involving acquisition support include the following municipalities: o West Hollywood, CA (2,300 fixtures) o Buffalo, NY (33,00 fixtures) o Rancho Cucamonga, CA (15,000 fixtures) o Geneva, H (11 w7 0 fixtures) o Santa Ana, CA (11,500 fixtures) c.) Vemion, CT (1,700 fixtures) o Tustin, CA (3,500 fixtures) c) Bedin, CT (2,500 fixtures) o Orange, CA (6,000 fixtures) o East Lyme, CT (1=„500 fixtures) o Bell, CA (1,672 fixtures) o Rocky Hill, CT (1„600 xfuire ) o Stanton, CA (1,159 fixtures) o Warren, MA (� 3F0 fixtures) o Claremont, CA (1,500 fixtures) a Andover, ISA (1,500 frxtuires) o La Verne, CA (1,979 fixtures) 0 Wo[cott, CT (980, f:xtu res), o Simi Valley, CA (8,325 fixtures) :w Gila torlb,uiry, CT J f500, fixtures) o La Puente, CA (2,100 fixtures) D fien, CT (850 fi,xtuurels :'DataII nagei en[�[ Tanko Lighting believes that utilizing data collection and analysis throughout all stages of a project results in superior project management. Tanko Lighting has built its own in-house data team with the right blend of both streetlighting technical expertise and data analysis skills to collect and reconcile accurate project data. While competitors often subcontract data collection and management, Tanko Lighting retains these activities in-house to better inform the design and project management processes. Field staff are provided devices that track the Global Position System (GPS) coordinates and other characteristics of the existing fixtures for the audit phase, as well as for the installation phase (installers track this information in real-time during the LED installation), which, when compared with City data, streamlines the accuracy of the ordering and installation processes. Additionally, Tanko Lighting utilizes the most state-of-the-art technology with the highest degree of spatial accuracy, and utilizes the industry standard software — ESRI's ArcGIS — to process data and provide shape files that are fully compatible with clients' GIS records. Tanko Lighting's field auditors have accurately collected data on thousands of streetlight fixtures — ensuring that the City's audit will be conducted by highly qualified professionals with tremendous field experience. As a result, Tanko Lighting's projects are well-designed, streamlined, accurate, efficient and cost effective. Tanko Lighting's focus on data results in significant transparency throughout all phases of the project. :'Data II econcillla linin Reconciling the audit data with existing City records is critical to providing an accurate final existing inventory. In Tanko Lighting's experience, most initial utility inventory records are highly inaccurate, which can lead to overstating or understating the quantity of existing assets. In countless projects, Tanko Lighting has demonstrated its ability to reconcile audit data, as well as provide substantiated evidence to utility companies when field conditions vary from initial utility - provided inventory records. A Tanko Lighting Analyst performing a data reconciliation. OR OF'/ 11 Page 10 of 35 SMIM., ,mom c fi,,, Ta kol, ..i �,itipi,- , www.�)nl<olighling.coo I 220 Ba)yshorc Blvd I 3<)n Francisco, CA 94124 I P 415.254.75/9 I I'::: 415.x522.3626 linandi 11 nMy§ : Tanko Lighting has conducted hundreds of financial analyses for municipalities nationwide, representing thousands of fixtures, to ascertain the value of converting to energy efficient streetlight systems. Leveraging its vast industry knowledge to accurately estimate relevant costs and savings and integrating the information into the implementation phase of a project is a one of Tanko Lighting's core competencies. onvcu licn II:I)e§i n: Any consultant can select streetlight fixtures from a catalog, but only an expert can walk the City through its specific nuances and existing field conditions that warrant a customized approach to design. As a streetlight design expert, Tanko Lighting has developed designs for both turn -key LED streetlight conversion projects, as well as design -only streetlight projects, and is equipped to provide a comprehensive approach to the design process. Because Tanko Lighting is involved with turn -key LED streetlight conversion projects nationwide, it has tremendous context from which to base its LED design recommendations. Tanko Lighting is product neutral and has worked with all the major LED streetlight manufacturers, including cobra head, as well as decorative products. Yet, Tanko Lighting does not merely rely on manufacturers for information related to design, but has the knowledge and skills to interpret how manufacturer data impacts a client's needs. Tanko Lighting utilizes industry standards (including Illuminating Engineering Society (IES) RP8 standards) — which typically involves organizing the existing streetlight infrastructure by road classification (e.g. arterial, collector, residential streets) and applying standard LED replacement wattage recommendations based on the location of each existing HPS fixture. Additionally, Tanko Lighting obtains client feedback (from such stakeholders as safety coordinators and police officers), considers areas of concern that are currently over or under -lit, and applies customized solutions to these locations so that a municipality's conversion project results in a comprehensive re -design that improves public safety and meets the needs of the current system. Tanko Lighting appeals to the traditional aesthetics of municipalities' ill's. r decorative fixtures by utilizing a custom design approach for these specific fixture types, including unique designs for retrofit kits (which preserve aesthetics, improve light quality, and significantly reduce costs over entire replacement fixtures). Tanko Lighting believes that customized Tanko Lighting has significant experience approaches to design are so integral to successful projects that it employs with decorative fixture LED replacements. an in-house Design Project Manager to focus on this critical process. This is in contrast with Tanko Lighting's competitors, which often merely apply a cookie cutter approach to design that oversimplifies areas that are currently being over or under -lit. S6ec live S ulbconlu ding� : Tanko Lighting is highly aware of its core competencies. It thus retains the essential project activities (such as design, engineering, data collection/reconciliation, product procurement and project management) in-house to ensure that the project is run cost-effectively, efficiently and successfully. Tanko Lighting practices selective subcontracting, in that it sources out limited key project activities (such as installation and maintenance) to qualified streetlight experts local to the project to obtain competitive pricing and prevent the project from accruing unnecessary costs and change orders. Further, selective subcontracting allows Tanko Lighting the flexibility to obtain additional installation resources as needed, and allows the City to invest in the local economy and leverage local expertise by including local subcontractors in the project. OR V�� 11 Page 11 of 35 ONIM., ,mom c fi,,, Ta kol, ..i �,itipi,- , www.�)nl<olighling.coo I 220 Ba)yshorc Blvd I 3<)n Francisco, CA 94124 I P 415.254.75/9 I I'::: 415.x522.3626 Additionally, it is important to note that some of Tanko Lighting's competitors often team with contractors such that the firm responsible for project management or auditing is a subcontractor to the prime contractor. Tanko Lighting believes that this is not ideal, as the firm responsible for coordinating all project elements should be the one that is directly responsible for all tasks and contractually obligated to the City. Thus, Tanko Lighting has structured its team such that it is the prime contractor and its only subcontractor — Taft Electric — is focused on a narrow scope of work — installation services. xerieni,e \r1/i h Mainenanf,„e [IrojeclsTanko Lighting Tanko Lighting's Project in Oakland, CA has extensive experience with assisting municipalities with maintaining their recently acquired and/or converted streetlight systems over time. Whether assisting with warranty, HPS, or LED maintenance, Tanko Lighting's expertise and timely remedies ensure that its clients' systems are attended to and operating optimally. Some of Tanko Lighting's recent maintenance services projects include: Mansfield, CT, Groton, CT, Chester, CT, Berlin, CT, Meriden, CT, Vernon, CT, Wolcott, CT, Simi Valley, CA, Rancho Cucamonga, CA, La Puente, CA, Bell, CA, Darien, CT, and East Lyme, CT. It is important to note that one critical path aspect to performing quality maintenance services is controlling and managing the data. Contractors who can remedy the service ticket in the field are plentiful; however, to properly coordinate the logistics and accurately report results to the municipality, an experienced project manager with a healthy respect for data is needed. With its GIS software, baseline municipal GIS records from the LED conversion, and experience utilizing local subcontractors to respond to service tickets, Tanko Lighting is well-suited to maintain the City's streetlight system. es§l lilllty: As a mid-sized firm, Tanko Lighting provides its municipal clients with all the necessary resources to successfully accomplish complex streetlighting projects — without the challenges of a large, bureaucratic firm. This enables every client to receive personal attention, with a primary Tanko Lighting point of contact (the Project Manager) providing superior customer service through responsiveness, accessibility, and the agility to create expedited decisions and solutions leading to effective results. Further, Tanko Lighting's size enables all clients to have direct access to the company's President, Jason Tanko, at any point during the project — which results in clients having an industry expert available at their fingertips. Tanko Lighting's success lies in its unique passion for streetlighting, which translates into a drive to ensure that projects are successfully completed. Tanko Lighting is tremendously aware of how critical client satisfaction is to its success. Thus, Tanko Lighting strives to make every client an enthusiastic reference for future work. Clients are receptive to this drive, to the point that they frequently recommend Tanko Lighting to other municipalities. A few of Tanko Lighting's major successes include: Ginty of Went Ii NoI1 ood, : A current project for the City of West Hollywood, CA, which involves the acquisition of the streetlight system from Southern California Edison (SCE) and the LED conversion of the acquired fixtures. Tanko Lighting's significant focus on data management resulted in such an accurate audit that SCE opted to utilize Tanko Lighting's system data in its final system valuation — ultimately expediting the City's acquisition and ensuring that the valuation was based on actual current field conditions. Tanko Lighting is currently working with the City to develop a 01R 5Fv 11 Page 12 of 35 ONIM., ,mom c fi,,, Ta lo►/ ..i �,itipi,- , www.�)nl<olighling.coo I 220 Ba)yshorc Blvd I San Francisco, CA 94124 I P 415.254.7570 I I'::: 415.x522.3626 strategy to negotiate the City's purchase of the existing wood poles from SCE that may set precedent for other municipalities in the region. lit cfIluanc o CucaiTonga, : A current project for the City of Rancho Cucamonga, CA, which involves the LED conversion of the City's 16,000 fixtures, recently acquired from SCE. Tanko Lighting has expedited the installation process such that as soon as SCE releases each batch of purchased fixtures, the City is being converted to LED streetlights well ahead of the next batch — which has maximized the City's energy savings. Clity cfII�I3eii llk6e , : A turn -key project for the City of Berkeley, CA, which involved the LED conversion of not only 7,000 cobra head fixtures (for which Tanko Lighting provided design recommendations with tremendous savings), but also 1,100 decorative fixtures (which involved twenty different types of decorative fixtures for which Tanko Lighting recommended LED retrofit kits) — which saved the City approximately $500,000 in costs. Clity of II Modesto, : A turn -key project for the City of Modesto, CA, which involved the LED conversion of 9,800 cobra head fixtures. Tanko Lighting successfully convinced the City to segment the streetlight measure from a larger project with an Energy Services Company (ESCO) involving multiple measures in a Standard Performance Contract. This shift enabled the City to save $2.2 million in costs and expedite the LED conversion, such that the energy savings were more rapidly achieved. Clity of OMdand, : A project for the City of Oakland, CA, which involved in the LED conversion of 38,000 fixtures. Tanko Lighting was initially involved with the original team, orchestrating the strategy and project management approach for the awarded contractor. However, when the prime contractor defaulted on the project, its surety company hired Tanko Lighting directly to clean up the mistakes, and re -audit, label, and data reconcile the entire City's streetlight system. This resulted in the successful completion of the project and helped to settle the City's bond claims. Clity of II�I3ii c cu. The City of Brewer is the first municipal streetlight acquisition with Emera Utility in Maine. Tanko Lighting is working diligently with the City and Emera to develop a strategy for the acquisition. Tanko Lighting has completed a comprehensive GIS audit of the existing inventory and is cross-referencing that with Emera's records to confirm a complete data set that the City can refer to during the acquisition process. Tanko Lighting leverages the experience working with other utilities through acquisition to guide the City throughout the transfer of ownership to maximize potential savings. Once the City has acquired its system, Tanko Lighting will manage the design and installation of the LED streetlight conversion to enable the City to gain significant energy savings. Clity cfIl�l3eii lllin, C..i..: A turn -key project for the City of Berlin, CT, which involved an acquisition and LED conversion of the Town's streetlights from its utility. Tanko Lighting identified billing discrepancies involving overhead fixtures that the Town was being charged for by its utility at the underground (costlier) rate, resulting in significant cost savings for the Town. Further, Tanko Lighting's audit identified the current field conditions that substantiated the valuation that the utility provided to the Town, which enabled the Town to feel confident in the fair market value of the assets it acquired from the utility. i anKO ugnting s Lw wnversivn in penin, %_ i OR VFv 11 Page 13 of 35 GNIM., ,mom c fi,,, Ta kol, ..i �,itipi,- , www.�)nl<olighling.coo I 220 Bayshorc Blvd I San Francisco, CA 94124 I P 415.254.75/9 I I'::: 415.x522.3626 Clity of Il culiden, C..L.: A turn -key project for the City of Meriden, CT, which involved the LED conversion of 4,300 fixtures, as well as the maintenance of the system. Upon acquisition of its streetlight system from its utility, the City inherited significant deferred maintenance issues that quickly resulted in substantial outage reports and citizen complaints. Tanko Lighting successfully designed an approach that quickly addressed the maintenance needs of these locations, while simultaneously proceeding with the LED conversion. This diverted a potential public relations nightmare and ensured that the City's streets were safely lit. Clity of Geneva, IIWThis is a turn -key streetlight acquisition and LED conversion project that Tanko Lighting is implementing for the City of Geneva's approximate 1,800 fixtures. This is one of the initial acquisition and LED conversion projects in New York State Electric and Gas's (NYSEG) territory and is ground breaking for municipal acquisition efforts. Tanko Lighting's comprehensive GIS audit was so accurate that NYSEG was willing to accept it, and therefore reduce the timeframe for the acquisition completion by months. Clity of II�I3 uffMo, IIS : This completed project involved Tanko Lighting developing a feasibility analysis for the City of Buffalo to determine whether it was practical to acquire its 33,000 streetlight fixtures from National Grid and convert them to LED fixtures. This is one of the initial — and largest — acquisition and LED conversion projects in National Grid's territory in New York State and is ground breaking for municipal acquisition efforts. Tanko Lighting prepared dozens of financial analyses for this project, including high and low acquisition costs, maintenance options (internal vs. external maintenance), various tariff scenarios, and amortization schedules to determine the City's options and gained extensive experience with New York State utility tariffs through the course of this project. Please find Tanko Lighting's completed Reference Sheet in Appendix C. CIIIIII IIIIIIIIIIIIIII R°opo ,eel ohaU iflcl de a ote toa°wnt onuffining the pgiomo s unP"ombridving O the scope off' lvo�°k 1,Understandingf Scope f Work Fd{d nar tI rhhch addresses the scope dwork and A shoWs^Arlstandm of 4 rneeds reds aA Irpuhrrnen4ss of the ✓A df [anCla t a, Tanko Lighting understands that the City's goal is to partner with a qualified firm to assist with the turnkey acquisition, LED conversion, and ongoing maintenance of its streetlight system. Given its understanding of the scope of work, Tanko Lighting's objectives for the project include: • To provide accurate data on the City's existing streetlight infrastructure • To assist with the fair valuation and acquisition of the system from SCE • To provide a thorough design process that provides light level recommendations at a neighborhood level • To provide premium -quality, reliable products that meet or improve existing light levels • To provide technical and logistical support for the retrofit project • To coordinate the application process for any rebates and incentives for which the City is eligible • To provide thorough commissioning and reporting to finalize the LED conversion phase • To provide turn -key services throughout each phase of the project to reduce burden on City staff • To realize immediate, long-term savings for the City and its residents • To provide reliable and prompt ongoing service of the City's streetlight system • To improve the quality of night-time light and enhance safety on the City's streets OR VFX 11 Page 14 of 35 ONIM., ,mom c fi,,, Ta kol, ..i �,itipi,- , www.�)nl<olighling.coo I 220 Bayshorc Blvd I San Francisco, CA 94124 I P 415.254.75/9 I I'::: 415.x522.3626 o Work IPlan Descnbe the approach to completlng the tasks spe6fl6d 0 the scope of work The work plan shall be of such detafl to demonstmte the pmpooe�,s ab l�ty to ceeeompfish the project objectivice. Tanko Lighting recognizes the comprehensive nature of the City of Santa Clarita's LED streetlight conversion project and offers an approach that will streamline tasks and provide seamless deliverables. Utilizing superior products and tremendous technical expertise, Tanko Lighting's involvement will result in the successful implementation of this project. Please find below Tanko Lighting's proposed Work Plan for this project. Please note that Tanko Lighting's approach includes all the items contained in the Scope of Work in the City's RFP, but in a slightly altered order and with a few additional activities that Tanko Lighting deems necessary to ensure the efficient completion of the project. I ask 1: Comprehensive GIS Audit of Existing Streetlights Tanko Lighting will conduct a Geographic Information System (GIS) audit for this project. In Tanko Lighting's experience, a proper GIS audit is essential to equipping the client with a comprehensive and accurate understanding of its existing infrastructure. The GIS audit is pivotal, as the information it provides enables appropriate design and product procurement. The GIS audit also results in streamlined installation, as it identifies potential obstructions and other on-site challenges, as well as enables Tanko Lighting to effectively manage the installation by knowing which replacement fixtures need to be installed at every location — ahead of time. Having this data prior to the installation phase is crucial when coordinating multiple installation crews simultaneously. Further, by not subcontracting this critical service, Tanko Lighting minimizes costs. It should be noted that Tanko Lighting utilizes the most state-of-the- art technology with the highest degree of spatial accuracy, and utilizes the industry standard software — ESRI's ArcGIS — to process data and provide shape files that are fully compatible with clients' GIS records. Further, Tanko Lighting's reputation for quality is well- known in the industry. "At Graybar, we have worked with ESCOs around the country and there is no organization that is as professional, meticulous, and efficient as Tanko Lighting. We have serviced over 300,000 streetlights with Tanko Lighting and have had ZERO returns. Their audit is far more comprehensive than any other audits we have seen in the Tanko Lighting's approach to the audit is an in -field strategy (note marketplace and allows for municipalities to have a true that some competitors offer aerial audits with minimal in -field grasp on their lighting system. Utilizing Tanko Lighting analysis) that poses the following advantages: ensures that the job will be completed on schedule and all parties involved will be well informed. There is no • Tanko Lighting's initial audit has a 98% accuracy rate after organization that can implement a streetlighting solution the initial visit. Since Tanko Lighting identifies and rectifies the way that Tanko Lighting can." any missing data or errors, its final error rate is significantly Kristian Reyes, Manager less than 1 %- which is further rectified during the installation Lighting and PowerSmart Solutions and final commissioning phases of a project. Graybar • Using trained auditors in the field at the onset of the project enables Tanko Lighting to obtain the most definitive, up-to- date data set possible. While Tanko Lighting supplements its field data with digital data sources (e.g. aerial imagery, street -level imagery, and city/utility inventories), the integrity of its audit is never dependent on the age or accuracy of available digital data sources. • Tanko Lighting's in -field approach provides the greatest access to the pole and fixture. In person, Tanko Lighting can identify potential safety issues, such as leaning poles, exposed wiring, or structural damage, to the pole/arm/fixture. OR V�� 11 Page 15 of 35 www.�)nl<olighling.coo I 220 Bayshorc Blvd I San Francisco, CA 94124 I P 415.254.75/9 I I'::: 415.822.3626 Tanko Lighting can also verify pole numbers/labels and confirm any locations where numbers/labels are damaged or missing. • Comprehensive access to the pole and fixture allows for a more conscientious design. Because Tanko Lighting collects so much information that can only be gathered in person (e.g. fixture wattage, various height/distance measurements of the light and street, and factors that inform lighting levels and distribution patterns), Tanko Lighting can create a highly -customized design tailored to a city's specific lighting needs — and identify any concerns from the project start. • Collecting data in person gives Tanko Lighting the highest possible certainty of what is in the field. This precision means that Tanko Lighting does not waste money on extra fixtures, and does not waste time ordering more at the end of the project to make up for any shortfalls due to inaccurate data. This precision also minimizes sloppy design (and inherent lower energy savings) — which are more likely from a subcontracted audit. • Informing the City of which fixtures are eligible for purchase in the system and the quality of those assets, based on the pole conditions identified through the audit. Auditor Data Collection Screens 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 City staff to clearly define audit scope, including priority areas and/or City borders or other areas containing non -City -owned fixtures • Tanko Lighting developing and providing to City staff for approval a list of the characteristics (the "Audit Attributes") of the data that will be collected during the audit • City staff providing Tanko Lighting with all available City and utility records for existing inventory • Tanko Lighting reviewing these data records to determine which should be utilized for the data reconciliation phase • Tanko Lighting initiating rate change processes with the NF �l,ko Lighting's GIS auditing Refined over hundreds of situ AliJ , C°. utility • Tanko Lighting developing audit maps, scheduling and dispatching auditors to the field Once the preparation phase is complete, the audit will commence. Tanko Lighting will collect data on the existing inventory and identify attributes on-site, including: Lp'JellWl'bC7F� E e,�OdD� I>y v4bYll .Po.. a`p+aNn{ p�ixPd � n� t/'NYI"'X&R� 1«.kYa f+Rd poli Number 096-656-8061, 41WW Type A 1XIXNOI^I!YP Choose, .. ow wmlaul�p, ce„tee... Choose_ Cane... Not Yet O�nsani0ed Type A tef ylulge "dedicated tools, ar ftetlighting projects. Id,z,a • The horizontal Global Positioning System (GPS) coordinates (latitude, longitude) of each fixture location • Luminaire type • ID number • Approximate pole age (if determinable) • Luminaire wattage • Pole height, mounting type, and mast arm length • Pole type • Street or highway name • Approximate pole address • Physical attributes and/or issues — such as electrical hazards, graffiti, tree obstructions, etc. OR V�� 11 Page 16 of 35 ONIM., ,mom c fi,,, Ta lo►/ ..i �,itipi,- , www.l:anhrslighl:ing.com I 220 Bayshorc Blvd I San Francisca, CA 94124 I P 415.254.75/9 I F 415.822.3626 Tanko Lighting's auditors collect and transmit data points daily. Tanko Lighting will compile data weekly to provide the City with a Weekly Audit Report (a Sample Weekly Audit Report 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 project installation. Unlike other potential providers, Tanko Lighting is an industry expert focused solely on streetlighting. Tanko Lighting has built its own in-house data team with the right blend of both streetlighting technical expertise and data analysis skills to collect and reconcile accurate project data (note that Tanko Lighting never subcontracts out the audit services). Further, Tanko Lighting's field auditors have accurately collected data on tens of thousands of streetlight fixtures nationwide — ensuring that City's audit will be conducted by highly qualified professionals with tremendous experience. This renders Tanko Lighting as the most qualified to perform the GIS audit, as its staff is extremely experienced in the nuances and characteristics of all streetlight installations. Tanko Lighting understands that the City currently maintains ownership of approximately 300 decorative fixtures, as well as approximately 1,000 highway safety fixtures. Further, SCE currently owns approximately 1,062 poles that are not currently available for purchase. Tanko Lighting is recommending a complete audit of all fixtures in the City — both currently owned by the City and currently owned by SCE (regardless of purchasable status). This approach has been standard in all municipalities that Tanko Lighting is working with in Southern California Edison's territory. Tanko Lighting believes that this approach assists in billing corrections, as well as identification of additional acquirable assets that could result in additional savings for the City. Please note that Tanko Lighting's schedule and Cost Proposal (see separate, enclosed envelope) includes costs for the adder option of a complete audit of all fixtures currently owned by SCE. Please note that Tanko Lighting can assign additional auditors to the field to expedite the audit process if necessary. 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. I ask 2: Data Reconciliation Tanko Lighting has developed a methodology to capture every streetlight asset owned by the municipality. Using precise GPS technology and expert streetlighting GIS Analysts, Tanko Lighting reconciles every asset it locates in the field with each record in the utility's invoice/inventory to ensure that it has identified and converted all eligible assets. Tanko Lighting shares this information with its customers during the pre -conversion phases of the project so that the municipality knows exactly what they own, and exactly which fixtures will be converted. Simultaneously with the GIS audit, Tanko Lighting will conduct a thorough and detailed investigation of the City's existing records, including utility billing records and maps. Tanko Lighting 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 Tanko Lighting's 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. Tanko Lighting 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. The data reconciliation report will include the following items: • Analysis of locations confirmed during the audit OR OF'/ 11 Page 17 of 35 ONIM., ,mom c fi,,, Ta kol, ..i �,itipi,- , www.�)nl<olighling.coo I 220 Bayshorc Blvd I San Francisco, CA 94124 I P 415.254.75/9 I I'::: 415.x522.3626 • 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 Please note that Tanko Lighting understands that currently, SCE's cutover process involves a final comprehensive in -field audit to update its inventory records prior to the final transfer of assets to each city, as it is the final documentation upon which the acquisition purchase is based. As such, Tanko Lighting will need to reconcile against SCE's final, updated inventory data. Although this task was not required in the City's RFP, Tano Lighting will provide this extra reconciliation at no additional cost to the City. 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 of the project. • Reconciliation Report: A concise report detailing any discrepancies found between records during the data. Task I Cut Over Cosi Analysis Tanko Lighting will assess cut -over costs from the SCE system, including fees and physical cut -over requirements (i.e. id tags, lockouts, fuse kits, etc.). Tanko Lighting will use its extensive technical knowledge to ensure that any cut -over costs are equitable for the City. Deliverables: • Cut -Over Cost Report: A report validating any SCE cut -over costs with explanations as to how these costs were optimized. Task 4 1I )e ii in In Tanko Lighting's experience, a comprehensive LED streetlight conversion project is the ideal opportunity for a municipality to reassess its entire streetlighting design and ensure that field conditions are optimized for all applications in the design. To achieve this, Tanko Lighting routinely conducts municipal -wide design processes for each of its turn -key streetlighting projects. Recent Tanko Lighting projects in which design processes were implemented include Lodi, CA, Lowell, MA, Somerville, MA, West Hartford, CT, Alameda, CA, New London, CT, Berlin, CT, Meriden, CT, Fullerton, CA, Simi Valley, CA, Vernon, CT, and Malden, MA. This experience has led to Tanko Lighting's streamlined approach to design. Tanko Lighting utilizes Illuminating Engineering Society (IES) RP8 standards for roadways and right of ways. Additionally, Tanko Lighting utilizes Trade Manual 12-12 for direction on light level equivalencies between HPS and LED and maintains a working knowledge of all the latest publications and updates in the market. However, there are many instances when municipal customers need to alter these standards to best meet their specific needs. Thus, Tanko Lighting uses these types of industry accepted standards as guidelines, reviews the client's existing conditions and theoretic photometrics, and works closely with each municipality to develop customized proposed standards of comfort and functionality that match their needs. Tanko Lighting's goal will be to provide the City with an appropriate replacement design that includes the City's preferences on 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 OR OF'i0P www.�)nl<olighling.coo I 220 Bayshorc Blvd I San Francisco, CA 94124 I P 415.254.75/9 I I'::: 415.x522.3626 Page 18 of 35 streetlights that includes final cost, savings, and payback analysis. Tanko Lighting's approach to design includes the following elements: • Organizing the existing streetlight infrastructure by road classification (e.g. arterial, collector, residential streets) and applying standard LED replacement wattage recommendations based on the location of each existing HPS W ., , i q fixture. • Reviewing theoretical photometrics in relationship to existing m m field conditions to confirm baseline fixture light levels. compared to replacement fixture light levels. � % • Addressing distribution pattern needs for specific roadway 140` types and neighborhood characteristics (such as cul-de-sac � locations) to ensure a tight light distribution pattern and51 minimize backlighting. 0 • Conferring with City's safety coordinators and police officers ,. 0, to solicit feedback on areas that are currently over- or under - 10 1 �` lit and are public safety concerns • Reviewing additional data sets to identify potential areas in need of special consideration, including: '""° • Available data on pedestrian/vehicle and Ta ��� bicycle/vehicle crash data for areas where light P"nxh" levels and/or spacing have affected public safety A* T'".W 09K Z' A #W*To. E k' ei'llMe • Available data on important localized land uses (e.g. V�q'o'� fil MAW parks, schools, hospitals, etc.) Tanko Lighting's Municipal Overview Map shows an entire • Available data on relative volumes of pedestrian municipality with recommended replacement fixtures. and bicycle activity �W nru qp« c inn i • '°e'P4° a°°°°^ • Available data on unique neighborhood characteristics • Incorporating the analysis of the additional data sets into the design recommendations. • 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, 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. It should be noted that Tanko Lighting's photometric analyses consider existing fixture distribution patterns (see sample in Graphic 1 below), as well as replacement fixture distribution patterns (see sample in Graphic 2 below). 01R V)F/ 0P Graphic 1: Sample Photometric Layout of 50W HPS Existing Fixture Graphic 2: Sample Photometric Layout of 19W LED Replacement Fixture www.�)nl<olighling.coo I 220 Bayshorc Blvd I San Francisco, CA 94124 I P 415.254.75/9 I F 415.822.3626 Page 19 of 35 The overall benefits to Tanko Lighting's design approach include: • Standardization — The City is ensured that there is a consistent design method resulting in wattage continuity on its streets. Standardization also leads to a reduction in the variety of fixtures that the City must keep in its inventory • Safety — Based on the most updated field conditions, the City can be assured that the design matches the system's current needs and results in improved public safety from streets no longer being under or over lit • Efficiency — The process takes a very thorough approach by examining all relevant field factors and thereby maximizes the available savings by utilizing the most efficient design, while meeting light output needs • Streamlined Installation — The process allows for the development of a detailed scope of work (via a map of all replacements) by fixture for the installers to follow in the field — which enables more efficient materials gathering at the start of the day and results in more streamlined daily installations Deliverables: • Replacement Plan Map: City-wide map with recommended LED replacement wattages for the City to review and approve. Task 1I)evelopmelnt of City Tag INumbering System Tanko Lighting will develop a City pole ID numbering system and specify tag characteristics, material and location on the pole for approval by the City. For cost estimation purposes, Tanko Lighting is including its preliminary tag recommendation (see graphic to the right) that will consist of five to seven digits. Tanko Lighting will determine the most sensible numbering sequence and installation strategy in its recommendations to the City. Deliverables: • Pole Labeling Recommendation: Specific tag characteristics, pole location, and numbering sequence delivered to the City for approval. 1 i' 6 6 0 y 7 731 label Tanko preliminary Lighting's pole Task ° S reeflight Acquisition Support recommendation. Tanko Lighting will assist with City with acquiring its streetlight system from SCE. This work will involve Tanko Lighting facilitating the transfer of ownership of the streetlights, as well as providing support throughout the acquisition process, including cutover support and documentation. An additional item that is important to note as part of Tanko "Tanko Lighting did an excellent job for the City of Lighting's approach is that Tanko Lighting is currently working with Modesto. They were excellent to work with and the several cities to challenge SCE's current policy of only allowing the results were also excellent." acquisition of stand-alone streetlights so that they can purchase all streetlighting assets (including distribution pole -mounted fixtures). Jeff Barnes Because the distribution pole -mounted fixtures have significantly Traffic Engineer lower assumed acquisition costs (Tanko Lighting believes these City of Modesto, CA assumptions are accurate based on multiple examples in both California and in the Northeast under multiple utilities), including these fixtures in the City's acquisition will subsidize the entire acquisition cost and provide greater savings to the City over the next twenty years. If the City prefers this option, Tanko Lighting will provide support to pursue SCE on this issue and notify the City of progress with other cities at no additional cost to the City. OR OF'i0P www.�)nl<olighling.coo I 220 Ba)yshorc Blvd I 3<)n Francisco, CA 94124 I P 415.254.7570 I I'::: 415.x522.3626 Page 20 of 35 Task If=iiimimiil Analysis Tanko Lighting will utilize the reconciled data from the audit, as well as the City's preferences on fixtures, and/or other products, 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, and simple payback • 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 Tanko Lighting provides accurate financial analyses to enable sound project budgeting. 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 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. • Financial Analysis: A report outlining baseline conditions, as well as estimated project costs and savings. Task & IMaterials Il:::Iroc urernent Tanko Lighting will purchase the City's preferred fixtures from a manufacturer -authorized vendor and will stage the receipt of fixture shipments for installation in a manner that ensures the secured storage of materials at the designated storage location for the project. Tanko Lighting will be responsible for warranty work related only to materials and installation for a period of one year from the project acceptance date (please note that this warranty period can be extended at the City's request for an additional cost). 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, OR OFI 11 Page 21 of 35 ONIM., ,mom c fi,,, Ta lo►/ ..i �,itipi,- , www.�)nl<olighling.coo I 220 Bayshorc Blvd I San Francisco, CA 94124 I P 415.254.7570 I I'::: 415.x522.3626 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 as its maintenance subcontractor, Tanko Lighting will serve as first -responder to all outages, per the scope of work outlined in the System Maintenance section below. Deliverables: • Product Submittals: Upon approval of final project design, Tanko Lighting will provide the City with final product submittal sheets for final approval. Once submittal sheets have been approved, Tanko Lighting will order the materials. Task Community Outreach and III 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, Tanko Lighting will coordinate with the City's Public Information Officer 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, Tanko Lighting 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.). Ninh2 SOzies ora Getfiug Brighter iv Rancho Cncamo¢ga _ G fso�t1 .11A.Pgms���ers��,n LED"'_�9ht.��aI—...111 I— If LED 111.111ht o9A�9aL19n, - ,da of 11 IN 11 t,11 M1elp Vie CAy sPeledsV1el % ofnLID tacAn ly .1 "1 unlry's neetls llte dry NPI tlelm mvnersVtlp of hs ivote Nerc i5,©DO s�ree�llg Ms fmm SCE in Nl7—loops fo,v toe, 1019 chess impiov111111 Additionally, Tanko Lighting WIII coordinate the installation of City of RanchoCucamonga'swebsitefeatured Y g g Tanko Lighting's project messaging. demonstration fixtures at one or mo re locations to be determined by the City's representative for review. Tanko Lighting will conduct photopic/scotopic field light measurements before and after the conversion of the demonstration fixtures to confirm that the theoretical design is appropriately meeting field conditions. It is important to note that several of Tanko Lighting's competitors utilize vehicles to conduct the photometrics for the design phase of projects. While this approach is expedient, it is insufficient for collecting detailed field conditions because it only collects data from one location — the middle of the road. Proper design requires data collected from additional locations (including from curb lines and other critical roadway locations) for a deeper analysis of photometric layouts and actual field conditions. 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. • Light Measurement Reports: Pre- and post -conversion photopic/scotopic field light measurements at demonstration fixture locations. Task %9 11 logisfics Management emeint Tanko Lighting will ensure that all logistics are carefully coordinated for the project. Tanko Lighting 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, no -fee encroachment permits, waste disposal procedures (that comply with all applicable State and Federal laws), and installation and commissioning schedules as required to the City. OR 5Fv 110 Page 22 of 35 ONIM., ,mom c fi,,, Ta lo►) ..i �,itipi,- , wwwAanhrslighl:ing.com I 220 Bayshorc Blvd I San Francisca, CA 94124 I P 415.254.7570 I F 415.822.3626 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. Tanko Lighting 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. Tanko Lighting 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 l t Installation Tanko Lighting routinely partners with subcontractors for installation for its turn -key municipal streetlighting projects. Tanko Lighting believes that this is an ideal way to utilize local knowledge and leverage taxpayer dollars back to the local economy. As such, Tanko Lighting is very familiar with how to properly solicit, vet and manage qualified local subcontractors. For the City's project, Tanko Lighting will utilize its subcontractor, Taft Electric, to perform installation of the LED fixtures for this project. Taft Electric will provide installation, traffic control support, environmental disposal, and maintenance services for this project. Taft Electric's efforts will be directed by a Project Manager, who will be responsible for all logistics and field installation, including safety and traffic control, quality assurance, and all management of field staff. Taft Electric has ample local storage facilities from which to safely store all equipment and materials needed for this project. Further, Taft Electric has the necessary equipment, such as bucket trucks, traffic control signage, etc. necessary for a quality and safe installation. Finally, Taft Electric has the experience with municipal lighting projects, having completed the first conversion of acquired streetlights under SCE in the City of Lancaster, and qualified staff highly -trained in the nuances of electrical installation work and safety to ensure the success of this project. It is expected that each installation crew will install an average of forty to forty-five fixtures per day, and Taft Electric has committed to providing as many crews as necessary to meet the City's expected schedule. 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. Taft Electric will supply all incidentals necessary to a quality installation. Utilizing the data from the audit and design process, Tanko Lighting will develop installation maps and provide to installers and relevant City staff for accurate project tracking. Tanko Lighting will work with the installer to coordinate scheduling of police protection crews if necessary (actual cost for police protection will be the City's responsibility). An additional feature of Tanko Lighting's approach is that its GPS data collection On= activities are not limited to the auditing phase — but are integrated throughout project implementation — as a routine practice. Tanko Lighting can stay intimately involved with the daily installation phase via its data collection protocols that are Tanko Lighting's Winchester, MA project required of all installers. Tanko Lighting will ensure that installers are equipped with handheld GPS devices and train them in OR 5Fv 11 Page 23 of 35 GNIM., ,mom c fi,,, Ta kol, ..i �,itipi,- , www.�)nl<olighling.coo I 220 Bayshorc Blvd I San Francisco, CA 94124 I P 415.254.7570 I I'::: 415.x522.3626 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 daily to Tanko Lighting. Tanko Lighting's in-house data analysts will review the data, reconcile it against the audit data, as well as City and SCE records, which will result in a precise understanding of the project's progression. Tanko Lighting can track each crew's daily progress via time -stamped data on every fixture location. This not only enables Tanko Lighting to know every location where each crew has been, it also allows Tanko Lighting to track the routes that each crew has used and any inefficiencies in the process. Tanko Lighting reviews this information daily, which allows it to provide immediate instruction to crews on any course corrections necessary. Tanko Lighting's proven experience with managing installation crews through data collection activities routinely integrated into the installation phase ensures the accuracy and accountability of project partners. The diagram below describes the data flow for this project: Foa Iii Au.onuRotons i�,aw� irao u „oArcGIS 99999999�%r'� ����Y we fhJf,�a� Chert �n 1�. ��ata aad hrrl Tankol ,I6 (ht II"pC'j Forrmal Prima Prc cfuc.,& Tanko Lighting will use the installation data to provide Weekly Installation Reports to the City (a sample report can be provided upon request). Tanko Lighting will also ensure that the City is notified, should it become evident that common errors are being made routinely as part of the installation, and will develop a plan for addressing such issues. • Installation Route Map: An overview map identifying the planned installation route by region/neighborhood. • 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 1 ° IRe l cernent Tag Installation Based on the City -approved City Tag Numbering System, Tanko Lighting will procure the obtain the replacement tags and determine the most sensible numbering sequence. Tanko Lighting will ensure that its subcontractor, Taft Electric, installs the pole labels on each pole at the time of installation. Please note that Tanko Lighting will not instruct crews to remove any existing SCE labels (per the City's response to questions during the RFP phase). • Updated Database: At the conclusion of the project, Tanko Lighting will provide an updated database that includes the pole label numbers for each location. OR 5Fv 11 Page 24 of 35 ONIM., ,mom c fi,,, Ta kol, ..i �,itipi,- , www.�)nl<olighling.coo I 220 Bayshcarc Blvd I San Francisco, CA 94124 I P 415.254.7570 I F 415.822.3626 Task 11 Waste II:::)ii l o al Tanko Lighting will ensure that Taft Electric manages all project waste disposal in compliance with the City's Construction and Demolition Materials Management Plan and all applicable State and Federal laws. Documentation of waste disposal will be provided as part of the final project reporting documents. Task 14 Comm ii iioiniiin 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 "The project was completed without a hitch and we've had of installation. This is because Tanko Lighting can quickly validate zero complaints to date. The best Project I've been the installation data against the confirmed audit data (which is responsible for." validated against municipal records during the Data Reconciliation phase) and accurately identify any locations where both data sets do David rePE not match. This ensures tremendous precision that establishes a Town Engineer/Facilities es D Direcctor finite subset of the installation locations that require additional review. Town of Hopkinton, MA Final data collection is obtained during the commissioning phase, iiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiillillilillillillillillillillillillillillillillillillilliillillillillillillilliillillillilliillillillillillillillillillillillillillilliillillillillillillilliillillillilliillillillillillillillillillillillillillilliillillillillillillilliillillillilliillillillillillillillillillillillillillilliI which includes a field inspection to confirm installations. This process often includes capture of additional GPS locations and taking pictures at many locations to confirm installation status. 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. Tan ko 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 1 IRelbate & Tariff Change Coordination Tanko Lighting will comply with all requirements to ensure replacement LED luminaires receive rebates for which the City is eligible. Tanko Lighting has extensive experience working with utility rebate programs — and SCE programs in particular — to document and verify rebates for City streetlight conversion projects. Tanko Lighting will prepare all necessary and required documentation for the rebates and submit these to the appropriate departments within SCE. Tanko Lighting will follow up with SCE to confirm the materials have been received and are in process. As the City will be the recipient of the rebate, SCE will negotiate with the City directly regarding the timing and issuance of the funds. Therefore, if known, Tanko Lighting will provide the contact information for the SCE staff person processing OR VFI/ 0P Tanko Lighting assists with the project's rebate and rate changes. www.�)nl<olighling.coo I 220 Ba)yshorc Blvd I San Francisco, CA 94124 I P 415.254.7570 I I'::: 415.x522.3626 Page 25 of 35 the application for the City staff to secure the final payment. If there are any inquiries from SCE to the City regarding the submitted applications, Tanko Lighting will assist the City with responding to any questions. Tanko Lighting will also coordinate with SCE on changing tariffs to the newly -installed LED fixture rates. Tanko Lighting will prepare the necessary documentation, submit to SCE, confirm the materials have been received and obtain the timing for the modification to be processed. If known, Tanko Lighting will provide the contact information for the appropriate party addressing any rate changes for the City. Based on the timeframe provided by SCE, the City staff will need to confirm that the modification appears in the City utility bills. If there are any inquiries from SCE to the City regarding the submitted applications, Tanko Lighting 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 SCE regarding rebate applications and tariff changes. Task 1 ° Training of City Staff Tanko Lighting will develop and provide a training for City personnel in all aspects of installation, routine operation, maintenance, and safety of the LED fixtures installed. Training Materials: Documentation of training curriculum presented during staff training. Task 1 11:="iiinal Reporting Tanko Lighting will provide all necessary documentation to fulfill the requirements of the City's compliance and reporting for this project. This includes: • Required SCE documentation • Pre -and post -construction records of newly installed LED streetlights in the form of electronic GIS format (ArcMAP) records, including date of installation, new fixture installed, and updates on asset condition, as well as confirmation of the City's pre -conversion data (lamp type, wattage, pole type, etc.) • Environmental waste disposal documentation • 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. B. On -Going in n nc Depending on how the acquisition process unfolds with SCE, the City may have a lapse in time from when it acquires to when the fixtures are converted to LED. If pre -LED conversion maintenance services are needed, Tanko Lighting will provide them per the following approach. If pre -LED conversion maintenance services are required, Tanko Lighting will provide immediate assistance to ensure the functionality of the existing system, as well as the converted system, after the LED conversion takes place. Because there may likely be deferred maintenance that the City is inheriting once it acquires, the City must strike a balance between addressing its system needs while not unnecessarily devoting resources into the antiquated inventory prior to the LED conversion. Tanko Lighting understands this balance and has successfully assisted other municipalities facing OR 5Fv 11 Page 26 of 35 SNIM., ,mom c fi,,, Ta kol, ..i �,itipi,- , www.�)nl<olighling.coo I 220 Bayshorc Blvd I San Francisco, CA 94124 I P 415.254.7570 I I'::: 415.x522.3626 the same maintenance challenges of recently -acquired systems in such places as Mansfield, CT, Groton, CT, Chester, CT, Berlin, CT, Meriden, CT, Vernon, CT, Wolcott, CT, Simi Valley, CA, Rancho Cucamonga, CA, La Puente, CA Darien, CT, and East Lyme, CT. Please note that Tanko Lighting will also utilize Taft Electric for the maintenance services. This will leverage Taft Electric's knowledge of the City from the LED conversion and streamline dispatching and maintenance services. Tanko Lighting offers several Maintenance Services plans (please note that details of other plans can be provided, upon request), but based on the City's needs, is recommending the following approach for this project. Tanko Lighting's Sharon, MA project Tanko Lighting's On-going Maintenance services will include the following tasks: If ury ....11.....1[:::::I. Conversion Maintenance ieurvviic Given that it is not in the City's best interest to invest significantly in the maintenance of the system prior to the LED conversion, the Pre -LED Conversion Maintenance Services period, prior to the completion of the LED conversion, will merely serve as a stop -gap for the minimal number of repairs necessary until the LED conversion is complete. As such, Tanko Lighting will perform the following limited activities for this phase on a time and materials basis as per the provided cost sheet: oo16nateIl:�clep llu. Il:�eq uc t Tanko Lighting will coordinate repair requests through the following mechanisms: • Online Repair Requests: Tanko Lighting will provide the City with a link to a website that will allow a user to interface with an online form. The form will require the user to submit information about the location and observed issue(s). Tanko Lighting will review any online form submissions each working day. Further, Tanko Lighting will provide the City's Police Department dispatch center with contact information for stand-by personnel so that, if an emergency is reported, Tanko Lighting will immediately dispatch an installer to respond to the location. If an emergency is reported, Tanko Lighting will immediately dispatch an installer to respond to the location within two (2) hours of the received report (please note that the actual remedy may require a longer duration to complete and that response times only include the time to first arrive on scene, address any immediate obstructions/hazards, identify issues and develop either a temporary or permanent remediation). For any issues reported, Tanko Lighting will compile the daily submissions and provide an online work order management system (via an Arc GIS online link embedded on the City's website that opens to an interactive map showing the status of each reported location) that allows the City and general public to review the status of their service requests, view reports and the GIS data on a secure website portal. City staff will need to provide direction to Tanko Lighting on any locations for which it approves routine maintenance. For any location in which the City approves routine maintenance, Tanko Lighting will dispatch an installer to respond to the location within five (5) working days (unless the degree of repair dictates an alternative schedule to be coordinated and approved by the City on a case-by-case basis). OR 5Fv 11 Page 27 of 35 ONIM., ,mom c fi,,, Ta kol, ..i �,itipi,- , www.�)nl<olighling.coo I 220 Ba)yshorc Blvd I San Francisco, CA 94124 I P 415.254.7570 I I'::: 415.x522.3626 • Call Center Repair Requests: Tanko Lighting will provide the City with a toll-free phone number by which callers can reach a live operator at a Call Center twenty-four hours per day, seven days per week. Call Center staff will have access to the Online Repair Form and will guide each caller through the questions and submit the responses via the Online Form to Tanko Lighting. Tanko Lighting will review any online form submissions each working day. If an emergency is reported, Tanko Lighting will dispatch an installer to respond to the location within two (2) hours of the received report (please note that the actual remedy may require a longer duration to complete and that response times only include the time to Tanko Lighting works with local subcontractors to properly first arrive on scene, address any immediate install/maintain fixtures in the field A; *sin the local obstructions/hazards, identify issues and develop either a economy. temporary or permanent remediation). For any issues reported, Tanko Lighting will compile the daily submissions and provide an online work order management system (via an Arc GIS online link embedded on the City's website that opens to an interactive map showing the status of each reported location) that allows the City and general public to review the status of their service requests, view reports and the GIS data on a secure website portal. City staff will need to provide direction to Tanko Lighting on any locations for which it approves routine maintenance via a response to the Weekly Report. For any location in which the City approves routine maintenance, Tanko Lighting will dispatch an installer to respond to the location within five (5) working days. : eimedy of Il: cudlneIl: epa� u. Il: eq uc t The following characteristics will define a Routine Repair: • Replacement of a failed photocell Replacement of a failed lamp (Note that any failed High Pressure Sodium lamps will be replaced a temporary stop -gap LED fixture — note that the manufacturer and wattage will be dependent upon material availability — until the location is converted to its permanent LED fixture. When possible, Tanko Lighting will attempt to utilize the same LED fixture as per the design of the LED conversion, to mitigate the need to return to the location.) Repair of loose wire Upon receipt of the City's approval of a routine repair request, Tanko Lighting will: • Dispatch the installer to respond to the location within five (5) working days of receipt of the City's approved request and remedy the fixture issue with the appropriate parts and materials • Ensure that any time a fixture is serviced, it is cleaned as necessary, broken lenses and covers replaced, and the entire fixture assembly left in a clean, fully serviceable condition • Ensure that all waste materials generated from the maintenance services are properly disposed of in accordance with all applicable laws and regulations • Provide a record of the location, date of the visit, identified issue, remedy, date of remedy completion, and any additional notes • Respond to and abate graffiti on all streetlight components • Replace all damaged pull -box covers (assumed 10 per year) • Replace missing pole hand hole covers and repair damaged hand hole covers as needed • Replace pole identification tags as needed • Provide annual painting of portion of metal poles (assumed 30 per year) based on City -approved priority OR V�� 11 Page 28 of 35 GNIM., ,mom c fi,,, Ta kol, ..i �,itipi,- , www.�)nl<olighling.coo I 220 Ba)yshorc Blvd I 3<)n Francisco, CA 94124 I P 415.254.7570 I I'::: 415.x522.3626 • Submit request for house side shields to the City for review; and furnish and install shields as authorized by the City (assumed 10 per year) • Provide quarterly streetlight system reviews and reports, including a summary of all system activities and night checks It should be noted that when required to perform service, the making and breaking of the electrical connection to the electrical distribution network (whether for routine or emergency service) must be performed by the utility. Tanko Lighting will ensure that its subcontractor is responsible for all coordination with the utility if repair of a streetlight outage requires involvement by the utility. If Tanko Lighting's subcontractor is unable to complete a repair as the result of action or inaction by the utility, Tanko Lighting will so note on its monthly report and include the date and time of all verbal and written communication with the utility. : cu"med cfIl: imeii genIl: epa� u. Il: eq uc t The following characteristics will define an Emergency Repair: • Establishment of a safe and secure scene in the event of a pole knockdown or any electrical or other potential hazard resulting from the streetlighting equipment, including exposed or damaged wires that constitute a danger to the public (as determined by responding emergency personnel — e.g. Sheriff), equipment damage that may pose an immediate public danger (e.g. broken and hanging luminaire/mast arm). Upon receipt of an emergency repair request, Tanko Lighting will: • Dispatch installer to respond to the location within two (2) hours of receipt of the request (please note that the actual remedy may require a longer duration to complete and that response times only include the time to first arrive on scene, address any immediate obstructions/hazards, identify issues and develop either a temporary or permanent remediation) • Ensure that the subcontractor de -energizes streetlight fixtures that have been knocked down or conductors that have been severed; makes repairs or alterations to streetlight structural components to protect the immediate safety of the public • If possible, ensure the subcontractor remedies the fixture issue with the appropriate parts and materials • Ensure that anytime a fixture is serviced, it is cleaned as necessary, broken lenses and covers replaced, and the entire fixture assembly left in a clean, fully serviceable condition • Ensure that all waste materials generated from the maintenance services are properly disposed of in accordance with all applicable laws and regulations • Provide a record of the location, date of the visit, identified issue, remedy, date of remedy completion, and any additional notes • In the event of a knockdown of a pole, Tanko Lighting will ensure that its subcontractor coordinates with the utility regarding disconnection of power, removes and disposes of the pole and lighting fixture, retaining any salvageable components, and ensures the site is secured in a safe manner. Tanko Lighting will ensure that its subcontractor coordinates with the utility regarding the emergency cleanup and the retrieval of City -owned lighting components • Once any hazardous conditions are remedied, if additional work is needed to properly restore function to the fixture, within seven (7) working days following the date of emergency response, Tanko Lighting will supply to the City a detailed written quotation of the cost and time required to restore the affected light fixture to fully operable condition, including re -installation of the pole where applicable. Tanko Lighting shall commence such repairs following approval and notification to proceed from the City OR V�� 11 Page 29 of 35 GNIM., ,mom c fi,,, Ta kol, ..i �,itipi,- , www.�)nl<olighling.coo I 220 Bayshorc Blvd I San Francisco, CA 94124 I P 415.254.7570 I I'::: 415.x522.3626 It should be noted that when required to perform service, the making and breaking of the electrical connection to the electrical distribution network (whether for routine or emergency service) may be needed to be performed by the utility. Tanko Lighting will ensure that its subcontractor is responsible for all coordination with the utility if repair of a streetlight outage requires involvement by the utility. If Tanko Lighting's subcontractor is unable to complete a repair as the result of action or inaction by the utility, Tanko Lighting will so note on its monthly report and include the date and time of all verbal and written communication with the utility. Tanko Lighting provides seamless maintenance services. Tanko Lighting will ensure that the following traffic control activities are properly coordinated by the subcontractor: • Conduct operations to cause the least possible obstruction and inconvenience to public traffic. To the extent possible, all traffic will be permitted to pass through the work area. The subcontractor will furnish, erect, and maintain sufficient warning and directional signs, barricades and lights and furnish adequate warning to the public at all times of any dangerous condition to be encountered. The subcontractor's vehicles and equipment will be equipped with suitable warning lights and reflective markings for working in daylight and dark. • If police details are required, the subcontractor will notify Tanko Lighting and Tanko Lighting will coordinate with the City to obtain approval and schedule the details. Tanko Lighting will work closely with the City at the start of the maintenance services contract to confirm police detail requirements and to ensure that they are minimized while properly maintaining safe traffic control. Any costs resulting from police details will be the responsibility of the City. :ReIpoii fling Tanko Lighting will utilize the same live, online work order management system (via an Arc GIS online link embedded on the City's website that opens to an interactive map showing the status of each reported location) that tracks repair requests to include updates of the locations visited and remedies completed. The management system will be updated daily as feedback is received and will provide a record of the location, date of the visit, identified issue, remedy, date of remedy completion, and any additional notes. The advantage of the online work order management format is that it serves as virtually a real-time snapshot of the activities in progress and will be available for the City to access at any time. Further, this system will allow Tanko Lighting to make ongoing updates to the City's GIS mapping system. 1 ask : I:::'ost°(LED Conversion (Maintenance Services Once the City accepts the final completion of the LED conversion, Tanko Lighting will commence this task, which will include the following services that will be charged to the City based on a monthly fee (the fee does not include any activities listed in the Additional Services section below). It should be noted that if the City is interested in a higher level of maintenance services, Tanko Lighting can work with the City to include a more robust scope of maintenance work for an additional cost. OR OF'/ 11 Page 30 of 35 GNIM., ,mom c fi,,, Ta kol, ..i �,itipi,- , www.�)nl<olighling.coo I 220 Ba)yshorc Blvd I 3<)n Francisco, CA 94124 I P 415.254.75/9 I I'::: 415.x522.3626 oo16nateIl:�clep llu. Il:�eq uc t Coordination of repair requests will be handled the same way as in the Pre -LED Conversion phase, with the exception that the City will not need to pre -approve any routine maintenance reports, as Tanko Lighting will respond to all reports per the response times as outlined in the Pre -LED Conversion phase above. : eimedy of Il: cudlneIl: epa� u. Il: eq uc t Routine repair will be defined in the same way as in the Pre -LED Conversion phase and routine repair requests will be handled per the same protocols and response times as outlined in the Pre -LED Conversion phase above. : cu"med cfII: imeiigenIl: epa� u. Il: eq uc t Emergency Repair will be defined in the same way as in the Pre -LED Conversion phase and emergency repair requests will be handled per the same protocols and response times as outlined in the Pre -LED Conversion phase above. : eimedy cfuiiant Il: epa� u Tanko Lighting will serve as the First Responder and, if the repair issue is identified because of a warranty issue (related to the LED conversion, such as a fixture or photocell failure and issues related to the installation, such as incorrect mounting or wiring of fixture), Tanko Lighting will work with the manufacturer and installer to remedy the warranty issue. Further, Tanko Lighting will maintain appropriate records for components to preserve warranty terms for the duration of the maintenance agreement. �..ii affic Cono cll Traffic control will be handled in the same way as outlined in the Pre -LED Conversion Phase above. LLiiflon 11 Woii llk For any special and additional work not covered above by routine or emergency maintenance of fixture (including but not limited to arm transfer service on utility poles, pole knockdown replacements, foundation replacements, starting aids, wire inside pole, access hole covers, underground/overhead conductors and cables, tree trimming, loose anchor bolts, remedies related to acts of vandalism, leaning poles, fuse replacements, repair/replacements of streetlight equipment due to storm damage, police detail), Tanko Lighting will provide a detailed written quotation of the cost and time required to restore the affected light fixture to fully operable condition, including re -installation of the pole where applicable. Tanko Lighting shall commence such repairs following approval and notification to proceed from the City. tcu siMs l nagei ent Tanko Lighting will purchase and maintain a fixture inventory within sixty miles of Santa Clarita of sufficient quantity to be able to perform the routine service work described herein. Tanko Lighting warrants that products furnished conform to the requirements specified, are of good merchantable quality and suitable for the purpose intended. Tanko Lighting will access and store (if requested) the City -purchased inventory of spare fixtures to facilitate expedient fixture replacement in case of failure. Tanko Lighting will monitor spare fixture inventory and recommend that the City consider purchasing additional fixture stock as needed to maintain a sufficient fixture inventory. OR VFX 11 Page 31 of 35 ONIM., ,mom c fi,,, Ta kol, ..i �,itipi,- , www.�)nl<olighling.coo I 220 Bayshorc Blvd I San Francisco, CA 94124 I P 415.254.75/9 I I'::: 415.x522.3626 dim ins slu sflvc Ssll poiii"I Tanko Lighting will provide supporting documentation to assist the City with its pursuit of third parties for any insurance claims, including an itemized list of all relevant information regarding damages and repair costs as needed to process claims. ��Repoii fling Tanko Lighting will utilize the same reporting strategy as in the Pre -LED Conversion phase. I Quality Confirol, lBudget, and Schedulel for the prcoct #uality controlparamount i the successfuli- f i of .. project and be a critical path item for - Tanko Lighting on project. f o 1 `1 ?.pproach to managing costs and revenue for this project ensures that the City's project will be appropriately manag-i with the utmost responsibility. • Tanko Lighting follows Generally Accepted Accounting Principles (GAAP) for all corporate accounting activities a this project will be no exception. • Tanko Lighting's extensive experience with implementing municipal streetlight projects provides it with the appropria context from which to accurately determine costs and budgets associated with this project. • Tanko Lighting will leverage its knowledge of SCE acquisition projects to date to accurately forecast project schedu based • Tanko ALighting will precedent. maintain- i i eCity to providei i pd identify challenge and addressfconcerns. • Tanko - p i standards - drecommendationsiestimates i desi and i ensure .t -information provided by Tanko b n -i i be practices. • Tanko a proprietary keeping- fresourceallocation f iemployee activities. will ensure I invoicesareaccurate, and f . f . i efficient manner. ,, IPossible issues l en fy any eoeercel reeves, ,orobler s or nsks that are Ifl<ely to be encountered rr7 fts project and how the proposer would reconnend addressh7g there As with any comprehensive streetlight conversion project, potential challenges are bound to exist. However, Tanko Lighting has the experience and expertise necessary to minimize challenges and solve them should they manifest. Below are several potential issues that may arise and Tanko Lighting's approach on how to address each: • Challenge: Defective Products: This project's large scale makes it susceptible to a slight risk that defective products might be an issue. OR VFX 11 Page 32 of 35 ONIM., ,mom c fi,,, Ta kol, ..i �,itipi,- , www.�)nl<olir hlinr .coo I 220 Bayshorc Blvd I San Francisco, CA 94124 I P 415.254.7570 I I'::: 415.822.3626 o Solution: By utilizing products produced by reputable manufacturers with excellent reliability and warranties (who will be available long-term to support warranties), Tanko Lighting will enable the project to proceed with the highest -quality fixtures available, and thereby minimize the risk of defects. • Challenge: System Wiring Issues: Tanko Lighting has occasionally witnessed system wiring issues — such as faulty wiring, bad connections, high impedance faults, bad fuses and wire theft — because of installing new equipment on older systems. o Solution: Comprised of streetlight experts, the Tanko Lighting can provide prompt technical and engineering support to troubleshoot and accurately identify any potential system wiring problems and provide City staff with recommendations. Tanko Lighting will maintain close communication with the Project Manager, installer and City staff to provide expedited feedback if troubleshooting occurs. Finally, the Tanko Lighting will track equipment returns per pole, which will help indicate whether a problem is related to a system malfunction as opposed to an equipment malfunction. • Challenge: Rate Change and Rebate Delays: Any delays in rate changes or rebate payments could minimize the benefits to the City. o Solution: As previously noted, Tanko Lighting has extensive experience working with utilities and is very familiar with utility processes. Tanko Lighting will ensure that all applications are thorough and complete, inclusive of all supporting documentation, at the time of submittal and will promptly respond to any utility inquiries to minimize application delays. • Challenge: Negative Stakeholder Feedback: As with any large-scale streetlight conversion project, negative stakeholder feedback can be an impediment. o Solution: To minimize negative feedback about the project reducing light, Tanko Lighting will ensure that all literature and educational efforts include messaging about the project's benefits and what to expect prior to installations. If there are specific complaints about personal residences experiencing reduced light, Tanko Lighting will positively frame the response that this is due to the design of the light fixtures, which minimize unnecessary light pollution. Tanko Lighting will minimize the risk that stakeholders will complain about increased light by recommending products that have a tight light distribution pattern and result in minimal backlighting. Tanko Lighting will channel complaints to the appropriate City staff, work with City staff to educate team members on appropriate responses to complaints, and will provide messaging to the City in the event of escalated complaints. • Challenge: Significant Inherited Deferred Maintenance: Anytime a municipality acquires its streetlight system from its utility, it runs the risk of inheriting the liability of deferred maintenance, which can lead to citizen complaints. o Solution: Tanko Lighting will help the City develop criteria to prioritize responses to outage reports during the Pre -LED Conversion maintenance phase, as well as establish proper messaging to help manage citizen expectations about the level of effort that will be devoted to the Pre -LED Conversion maintenance phase. MOM Proposal shall rr7elu e ce detaked schedule whI rh bete l0eetonee and estunated eomplOon dates of each of the tasks r entrfre . 1,, Activities to CompleteYeses 5equentkil6/ outlrne the ceelrvrfres that would be un edaken rr7 completh7g the tasks and eoe6fy who would perform them OR OF' 11 Page 33 of 35 ONION,.. ,mom c fi,,, Ta kol, ..i �,itipi,- , www.�)nl<olighling.coo I 220 Bayshorc Blvd I San Francisco, CA 94124 I P 415.254.75/9 I I'::: 415.822.3626 Please find a full description of the activities to support the project tasks in the Work Plan section above. Please find below a table outlining the tasks and responsible parties. 6. Acquisition Support Jason Tanko (President), Ian Canada (Project Manager), Jacqueline Engler (Project Associate) 7. Financial Analysis Jason Tanko (President), Ian Canada (Project Manager), Jacqueline Engler (Project Associate) 8. Materials Procurement Ian Canada (Project Manager), Jacqueline Engler (Project Associate) 9. Community Outreach Ian Canada (Project Manager), Jacqueline Engler (Project Associate) 10. Logistics Management Nicole Kelner (Director of Project Management), Ian Canada (Project Manager), Jacqueline Engler (Project Associate) Jason Tanko (President), Nicole Kelner (Director of Project Management), Ian Canada (Project Manager), 11. Installation Jacqueline Engler (Project Associate), Drew Taylor (Lead IT/Data Analyst), Dave Norwine (Traffic Division Manager, Taft Electric), Brian Eberhard (Traffic Division Project Manager, Taft Electric) 12. Replacement Tag Installation Ian Canada (Project Manager), Jacqueline Engler (Project Associate), Drew Taylor (Lead IT/Data Analyst), Dave Norwine (Traffic Division Manager, Taft Electric), Brian Eberhard (Traffic Division Project Manager, Taft Electric) 13. Waste Disposal Dave Norwine (Traffic Division Manager, Taft Electric), Brian Eberhard (Traffic Division Project Manager, Taft Electric) 14. Commissioning &Final Punch List an Canada (Project Manager), Jacqueline Engler (Project Associate), Drew Taylor (Lead IT/Data Analyst), Dave Norwine (Traffic Division Manager, Taft Electric), Brian Eberhard (Traffic Division Project Manager, Taft Electric) 15. Rebate/Tariff Changes Ian Canada (Project Manager), Jacqueline Engler (Project Associate), Drew Taylor (Lead IT/Data Analyst) 16. City Staff Training Jason Tanko (President), Ian Canada (Project Manager), Jacqueline Engler (Project Associate) 17. Final Reporting Jason Tanko (President), Nicole Kelner (Director of Project Management), Ian Canada (Project Manager), Jacqueline Engler (Project Associate), Drew Taylor (Lead IT/Data Analyst) an Canada (Project Manager), Jacqueline Engler (Project Associate), Drew Taylor (Lead IT/Data Analyst), Dave On -Going Maintenance Norwine (Traffic Division Manager, Taft Electric), Brian Eberhard (Traffic Division Project Manager, Taft Electric) 2, I it j Ct Schedule urrvnsh ce project schedule for complebng the tasks 0 terms of elapsed weeks from the project eor r eneer ent date. Please find Tanko Lighting's proposed project schedule below. Please note that Tanko Lighting is recommending an aggressive schedule to maximize the City's ability to capture savings — which results in an installation schedule of two months from commencement, based on the abilities and pace of Tanko Lighting's crews. However, given that SCE does not typically allow a simultaneous acquisition of all fixtures, this schedule will be altered to match the monthly acquisition rate (e.g. if SCE allows the City to acquire 2,500 fixtures per month, then the schedule will be altered to install 2,500 fixtures per month for the duration of the acquisition). Please note that Tanko Lighting has recent experience with matching SCE's monthly assettransfer rate in its LED streetlight conversion project in the City of Rancho Cucamonga, CA — where Tanko Lighting is installing within a few weeks of acquisition. Ornh V)F/ 110P www.� )nl<olir hlinr .coo I 220 Bayshore Blvd I San Francisco, CA 94124 I P 415.254.75/9 I 1415.822.3626 Page 34 of 35 Task Estimated Completion Date 1 2 Installation 2 Months from NTP (includes time to gather existing City Substantial Completion = 2 months from commencement Commissioning & Final Punch List 4 weeks following Substantial Completion Rebate/Rate Changes and Final Reporting 4 weeks following Substantial Completion City Staff Training GIS Audit records; includes all City -owned fixtures and fixtures �pp�pp�pp�pp�pp OngoingCO uuum�4uuupm �uuum mi uuum uuuuuuum uuup ["uuuuumum "� p per, A /� Cost See L_..l4FRl�i'!R A forV✓eds Proposal Cal f V.FRplatV. A and B Please find Tanko Lighting's Cost Proposal in the enclosed, sealed envelope. • Appendix ......,,,,Completed IrCjpC ll Form purchasable from SCE) Addenda Acknowledgments Data Reconciliation 4 Weeks after Audit completion Cut -Over Cost Analysis 2 weeks after Data Reconciliation nitial Cobra Head Design Submission = 4 weeks after Design Data Reconciliation Development of City Tag Numbering System 2 weeks from NTP Acquisition Support Ongoing Financial Analysis 4 weeks after Data Reconciliation Submittals to City = 1 week after City approval of Design; Materials Procurement Ordering = 1 week after City submittal approval; Shipment of Fixtures = 2-4 weeks from order placement Loeistics Manaeement 2 weeks prior to Installation Community Outreach 2 —4 weeks prior to Installation Installation Commencement = 1 week from material receipt; Substantial Completion = 2 months from commencement Commissioning & Final Punch List 4 weeks following Substantial Completion Rebate/Rate Changes and Final Reporting 4 weeks following Substantial Completion City Staff Training 2 weeks following Final Completion On Going Maintenance �pp�pp�pp�pp�pp OngoingCO uuum�4uuupm �uuum mi uuum uuuuuuum uuup ["uuuuumum "� p per, A /� Cost See L_..l4FRl�i'!R A forV✓eds Proposal Cal f V.FRplatV. A and B Please find Tanko Lighting's Cost Proposal in the enclosed, sealed envelope. • Appendix ......,,,,Completed IrCjpC ll Form • Appendix ii I ......,,,,. Addenda Acknowledgments OR V)F/ 110P 3 4 5 6 7 8 www.�)nl<olii hlini .coo I 220 Bayshore, Blvd I San Francisca, CA 94124 I P 415.254.7579 I F 415.822.3626 Page 35 of 35 Ed � CITY OF SANTA CLARITA REQUEST FOR PROPOSAL INVITATION PROPOSAL # LMD-17-18-18 PROPOSALS ARE DUE BEFORE: 11:00 AM, Thursday, November 16, 2017 The City of Santa Clarita invites sealed proposals for'. Streetlight Turnkey Services 1. Return original of Proposal to: City of Santa Clarita Purchasing 23920 Valencia Blvd., Suite 120 Santa Clarita, CA 91355-2196 2. Prices shall be D.D,P. Destination or for the service rendered. I Proposer shall honor proposal prices for Ninety (90) days or for the stated contract period, whichever is longer. 4, Proposals must include this Proposal form and be signed by the contractor's authorized representative. This signature acknowledges the proposer has read and understands the requirements contained on pages 1 to 23 and, exhibit A, and attachments A to D. S. The last day for questions willl be 10:00 AM, Friday, November 3, 2017. Questions should be submitted electronkolly to: h �t 6, The contractor is responsible for the accuracy and completeness of any solicitation form not obtained directly from the City. [: j � 141 ISM 4 il FrOTITI-I U& I have, read, understood, and agree to the terms and conditions on all pages of this proposal. The undersigned agrees to furnish the commodity or service stipulated on this proposal as stated above. Company: Tanko Streq!!Atari g, Inc. Name (Print): Jason Tanko Company Phone No.: 415-254-7579 Address: 220Z BayAlv ME -,Zvd.,, San Francisco, CA 94124 Signature: 4' Title of Person Sign President PROPOSAL# LMD-17-1&1 8 2 EA :1 W A 0 101 as] ADDENDUM #1 For City of Santa Clarita Invitation to Bid LMD-17-18-18 Streetlight Turnkey Services This addendum must be acknowledged via PlanetBids and should be included with the bid response. The RFP due date is being changed to November 3, 2017. The last day for questions date remains the same. Sealed proposals must be received before 11:00 AM on November 3, 2017, by Purchasing of the City of Santa Clarita, 23920 Valencia Boulevard, Suite 120, Santa Clarita, California, 91355-2196. The last day for questions will be 10:00 AM, Thursday, October 19, 2017. Questions should be submitted electronically to: =1 4) Lo Y ......... . . ... ContracX6r's roresentative Date Tan b Streetlighting, Inc. ("Tanko Lighting") 0 - Company Name Bid#LMD-17-18-18 ADDENDUM #2 For City of Santa Cl'arita Invitation to Bid 1MRSEFUM Streetlight Turnkey Services October 17, 2017 This addendum must be acknowledged via Planet Bids and should be included with the bid response. There was a non-imandaitory, pre-bid meeting on October 10, 2017 beginning at 9:�00 AM. The meeting was located at City Hall, 23920 Valencia BI, Santa Claritai, CA 91355 - Council Chambers Conference Room, Suite 105. .............. ks- _JTPVtjRPP_k_ Attending staff: • Katie Knybel - Project Development Coordinator, Project Manager • Kevin Tonoian - Special Districts Manager • Heather Andrews — Buyer • Melody Avakian - PTS Purchasing Clerk • Adrian Silva - Project Development Coordinator • Michael Harne - Supervising Vehicle Mechanic • Cesar Ramo -Traffic Signal System Administrator • Ryan James' - IT Analyst • Philipp Sumaga,ysay - IT Business Analyst • Sue Lynch - Project Technician • Lance O'Keefe - Interim Human Resources Analyst The following vendors were in attendance: • Alex Valenti — Siemens • Javier Urrea — Holophane • Rosle Kang — Willclan Energy Solutions • Justin Cataldo — Bear Electrical Solutions • Robert Campbell — ABS • Chris Fall — LED • David Thieriault — Philips • Dave Norwine —Taft' Electric Co. • Kristie Ashby— Evari GIS Consulting INC • Brian Eberhard - Taft Electric Co. Bid # LMD-17-18-18 1 ADDENDUM #3 For City of Santa Clarita Invitation to Bilf Streetlight Turnkey Services October 25, 2017 This addendum must be acknowledged via: PlanetBids and should be Included with the bid response. The City has decided to extend the dates for this RFP to account for the remaining questions and updated forms that need to be released. Please see the revised schedule of events below: If. SCHEDULE OF EVENTS 17 - Last Day for Question Return of Proposals Gontractor)V representative Tanko eetlighting, Inc. ("Tanks Lighting") Bid # LMD-17-18-118 November 3, 2017 November 16, 2017 November 13, 2017 Date A) Criteria are in order of importance in the Statement of Work. Q) Edison is releasing the poles in, phases. Is the City waiting until all poles are released to start the retrofit? A) No, we will retrofit the poles incrementally as they are released to the City. Q) Will the City require engineered traffic control plans for all 1,600 lights or can we use a MUTCD? A) The City will consider this a moving operation; extra time will require a watchman. Q) Work Hours? A) The City anticipates all work will be completed during the day, between the hours of 8:30 am and 3:30 pm. No night work is anticipated for this project. Q) Is this a mandatory meeting? A) No. Q) Will these questioned be posted? A) Yes, as part of the pre-bid meeting addendum. Q) Will the Maintenance portion of the contract be five years? A) The City anticipates awarding an initial three-year contract for streetlight maintenance services with two incremental one-year renewals options. Attachments: Attachment A — Pre -Bid Meeting Agenda Attachment B — Labor Conwilance Information Sheet November 13, 2017 Contrac r esentative Date Tanko 7tr hfing, Inc. ("Tanko Lighting") Company Name Bid # LMO-17-18-18 4 ADDEND FM #4 For City of Santa Clarita RFI Streetlight Turnkey Services October 27, 2017 response. There have been, several changes and new documents added to this RFP. Please see the list below: • The Scope of work has been updated. See the revised version (attachment 4A) with changes highlighted in yellow. • Updated version of LIVID -1 7-18-18 (RFP documents) with an updated scope of work and dates has been added to the Documents and Attachments tab of PlanetBids. The previous version has been removed, • Updated version of Exhibit A - Cost Proposal sheets has been added to the Documents and Attachments tab of PlanetBids. The previous version has been removed. • Decorative Lighting Specifications have been added to the Documents and Attachments tab of PlanetBids. November 13, 2017 Contractor' Oresentative Date Tanko tre ghting, Inc. ("Tankc, Lighting") Lf= � � APPENDIX C REFERENCES PROPOSAL# LM D-17-18-18 Streetlight Turnkey Services City of Santa Clarita, California For your proposal to be considered, the firm must meet minimum qualifications. Contractor to have verifiable experience completing similar LED retrofit installation projects and/or managing municipal streetlight maintenance operations for at least three separate public agencies over the past two years. Project information to be provided on References Sheet and should include project description, year completed, client name, along with a person to contact and their telephone number 1 City of Fullerton, CA - 303 W. Commonwealth Ave., Fullerton, CA 92832 Name and Address of Owner / Agency Don Hoppe, Director of Public Works - 714-738-6864 Name and Telephone Number of Person Familiar with Project $181,500 (Phase 1) Audit, Design, Acquisition Support June 2017 Contract Amount Type of Work Date Completed 2 City of Modesto, CA - 1010 Tenth Street, Suite 5300, Modesto, CA 95353 Name and Address of Owner / Agency Jeff Barnes, Engineer - 209-577-5468 Name and Telephone Number of Person Familiar with Project $3.1 million Turn -Key LED Streetlight Conversion June 2015 Contract Amount Type of Work Date Completed 3 City of Berkeley, CA - PO Box 700, Berkeley, CA 94701 Name and Address of Owner / Agency Reeve Battle, Engineer - 510-981-6336 Name and Telephone Number of Person Familiar with Project $2.9 million Turn -Key LED Streetlight Conversion March 2016 Contract Amount Type of Work Date Completed PROPOSAL # LMD-17-18-18 22 0 A11111� APPENDIX D Bringing passion to light. Jason Tanko President and Founder, Tanko Lighting A life-long street light enthusiast, Jason Tanko created Tanko Streetlighting, Inc. (DBA: "Tanko Lighting") more than a decade ago with a focus on manufacturing, engineering and technical support for municipal street light projects. Given the need for street lighting -specific expertise, this quickly expanded into project management services. Today, Tanko Lighting functions as a full-service street lighting company, providing tailored, turnkey solutions for any street lighting project. Mr. Tanko continues to lead the company, serving as President, and provides oversight on engineering, product development, business development, and project management. Mr. Tanko's success with Tanko Lighting is a result of his extensive educational and professional background. Prior to founding Tanko Lighting, Mr. Tanko enjoyed a long career in energy efficiency and electrical engineering. As a Project Manager for Newcomb Anderson Associates, Mr. Tanko implemented the highly -successful Power Savers program — an energy efficiency program for small businesses in San Francisco. During his tenure as an Electrical Engineer for the Massachusetts Institute of Technology Lincoln Laboratory, Mr. Tanko designed energy efficient low and medium voltage power and lighting systems. As an Electrical Engineer/Project Manager with Wilson Construction Engineering Services, Mr. Tanko engineered and managed new construction and major electrical infrastructure projects. Mr. Tanko served as a District Engineer for Puget Sound Energy, in which he coordinated outage management, operations, budget and maintenance activities and supervised line crews for East King County, WA. As a Senior Engineer with Boeing Commercial Airplane Group, Mr. Tanko designed and drafted electrical systems for airplane equipment. During his tenure as an Electrical Engineer/Designer with Team Engineering, Inc., Mr. Tanko designed and drafted power distribution, lighting, and building control systems for commercial and public buildings. With a Bachelor of Science in Electrical Engineering (Seattle University), a Master of Business Administration (Seattle University), a C-10 Electrical Contractor's License in the State of California, and an A-17 Contractor's License in the State of Arizona, Mr. Tanko is well -versed in electrical principles and has remarkable acumen for business. Mr. Tanko has served on every Tanko Lighting project since the company's inception in 2003. The majority of these projects have focused on municipal street lighting. A small sample of successful projects involving Mr. Tanko include LED street light conversion projects for the Towns of Sharon, MA; Winchester, MA; and the Cities of New London, CT; Somerville, MA; Lowell, MA; Berkeley, CA; Santa Ana, CA; West Hollywood, CA; Vacaville, CA; Rancho Cordova, CA; Mountain View, CA; Pleasanton, CA; Napa, CA; Hayward, CA; Vallejo, CA; and Morgan Hill, CA. www,"taiiriIII(o111iglll,°i"tiiirig,coiirn 220 Bayshore Blvd I San Francisco, CA 94124 1 F" 415.254.7579 I If 415.822.3626 Tank► IIID I' Bringing passion to light. Nicole Kelner Director of Project Management, Tanko Lighting Ms. Kelner is a seasoned business and project developer, with more than eighteen years of experience in project management, operations and development. Her expertise is centered on compliance, energy, law, planning, cleantech, wireless and sustainability. Ms. Kelner directs all company projects, and is responsible for performance and client satisfaction. Prior to joining Tanko Lighting, Ms. Kelner served and a Project Manager and Market Lead with Sure Site Consulting, where she led and trained staff, was responsible for profit and loss, budgets, invoices, and managed multiple clients, vendors and consultants. As an Environmental Management Supervisor with Pacific Gas & Electric, Ms. Kelner managed a multi -disciplinary team of thirteen environmental professionals, implemented permitting for gas and electric projects, and strategically facilitated a portfolio of over 3,400 assigned projects with multiple consulting firms. As Director of Compliance with Solar Trust of America, Ms. Kelner managed all regulatory compliance for the development and construction of 2,000 MW of solar power, acquired timely agency approvals for the world's largest solar power project (budgeted at over $3 billion), and developed highly -detailed compliance trackers for over 800 complicated conditions in 21 fields. Ms. Kelner also held additional positions with Earth Zone Consultants (Principal), Sustainable Spaces (General Manager), WFI Consulting (Senior Planning Project Manager), Young & Associates (Senior Project Manager), and Vetrano & Bravacos (Attorney). Ms. Kelner holds a Bachelor in Business Marketing from George Washington University, a Juris Doctor from the Delaware Law School Widener, and is currently a candidate for a Master of Business Administration in Sustainability from the San Francisco Institute of Architecture. She also holds a Certificate in Environmental Management & Renewable Technology from Merritt College, and is a Leader in Energy & Environmental Design (LEED) Certified Green Building Professional. Ms. Kelner is responsible for all current company projects, including projects for the Cities of Leominster, MA, Everett, MA, Somerville, MA, Lowell, MA, Meriden, CT, Oakland, CA, and the Island of Kauai, HI. tounIIIc 111iiglll°°m°tiiung,c urn 220 Bayshore Blvd I San Francisco, CA 94124 1 F" 415.254.7579 I If 415.822.3626 Tank► IIID I' Bringing passion to light. Ian Canada Project Manager, Tanko Lighting Ian Canada's professional background is focused on organizational development, strategic planning, and project management. He manages projects and client deliverables for Tanko Lighting's turn -key professional services. Prior to joining Tanko Lighting, Mr. Canada worked in the logistics management, academics, and retail fields. He served as a Logistics Specialist for Restoration Hardware, in which he coordinated with cross -functional teams to investigate and resolve all inventory exceptions and negative performance drivers. As an International Transportation Analyst for Mast Global Logistics, Mr. Canada managed the logistics services from twelve countries to the domestic distribution centers for six companies in the United States. As a Project Leader for Hong Kong Polytechnic University, Mr. Canada led an international team of six to champion programs and events that prepared college students to meet the demands of and bridge the cultural gap with Western businesses. As a Recruiting Specialist for Designer Shoe Warehouse, Mr. Canada was responsible for the on -boarding process, from relocation to orientation, for all new home office employees and regional managers. As a Process Improvement Engineer with Baxter Bioscience, Mr. Canada led a project management team whose objective was to increase production and standardize processes. Mr. Canada holds a Master of Science in Organizational Development from the University of San Francisco, a Bachelor of Science in Industrial and Systems Engineering from the University of Southern California, and is a Certified Project Management Professional. Mr. Canada has served on a variety of Tanko Lighting's projects during his tenure with the company. Recent projects include the LED streetlight acquisition design, and/or conversion and maintenance projects for the Cities of Santa Clarita, CA, Fullerton, CA, LaVerne, CA, Meriden, CT, Darien, CT, and Montville, CT. to uc lllco 111 iiglll°°m°tii ucg, co urn 220 Bayshore Blvd I San Francisco, CA 94124 1 F" 415.254.7579 I If 415.822.3626 Tank► IIID I' Bringing passion to light. Jacqueline Engler Project Associate, Tanko Lighting Jacqueline Engler has extensive experience with energy efficiency feasibility analysis, project implementation, and logistics management. She currently assists with the management, implementation and coordination of projects. Prior to joining Tanko Lighting, Ms. Engler co-founded and served as Operations Manager for Nova Electric, in which she spearheaded the expansion of the electrical contracting company to include an energy efficiency lighting consulting and installation division. Her tenure included developing detailed energy usage, cost analysis, project payback, and cash flow feasibility analyses for LED lighting retrofit projects, conducted lighting energy audits, and coordinated utility rebate applications. Prior to this position, Ms. Engler served as Assistant Manager for Willis Management Group, in which she conducted feasibility analyses and coordinated project logistics. Ms. Engler holds a Bachelor of Science degree in Physics, with a Minor in Mathematics, from the University of Nevada, Reno. Ms. Engler has served on a variety of Tanko Lighting projects during her tenure with the company. Recent projects include the LED streetlight acquisition and/or conversion projects for the Cities of Santa Clarita, CA, Fullerton, CA, LaVerne, CA, Meriden, CT, Darien, CT, and Montville, CT. tounIIIc 111iiglll°°m°tiiung,c urn 220 Bayshore Blvd I San Francisco, CA 94124 1 F" 415.254.7579 I If 415.822.3626 Tank► IIID I' Bringing passion to light. Rebecca Rodriguez Lead GIS Analyst, Tanko Lighting Rebecca Rodriguez has extensive experience with Geographic Information Systems (GIS) focused on urban street infrastructure. She currently serves as Tanko Lighting's Lead GIS Analyst, responsible for overseeing the company's data management services. Prior to joining Tanko Lighting, Ms. Rodriguez served as a Research Fellow for the US Department of Energy's National Energy Technology Laboratory, where she performed lead mapping for a water quality monitoring project, analyzed environmental impacts of shale oil/gas development and hydraulic fracturing, and examined water management practices of the oil and gas industry. As a Teaching Assistant with the Virginia Tech Geoscience Field Observations, Ms. Rodriguez explained topographic and geologic map creation, and provided guidance to students with safety, as well as outcrop sketches, data collection and feature identification. As a Research Assistant with Duke University Geochemistry Laboratory, Ms. Rodriguez established the first-ever recycling program for plastic sample vials and bottles, managed laboratory data, samples, analytical equipment and supplies, supported climate reconstruction research via isotopic analysis of marine microfossils, and analyzed major and trace chemical components of water, soil, and rock samples. Ms. Rodriguez holds a Bachelor of Science degree in Earth and Ocean Sciences from Duke University and a Master of Science in Geosciences from Virginia Tech. Ms. Rodriguez has been involved in numerous projects during her tenure with Tanko Lighting, including the Cities of Berkeley, CA; Oakland, CA; Santa Ana, CA; West Hollywood, CA; Lowell, MA; Malden, MA; Meriden, CT; Warren, MA; Miami Lakes, FL; Simi Valley, CA; Geneva, NY; and Londonderry, CT. www,"taiiriIII(o111iglll,°i"tiiirig,coiirn 220 Bayshore Blvd I San Francisco, CA 94124 1 F" 415.254.7579 I If 415.822.3626 Tank► IIID I' Bringing passion to light. Selena Smith Field Services Manager, Tanko Lighting Selena Smith's professional background includes field surveying, administrative management, and customer service. She manages field Geographic Information Systems auditing, as well as in -field safety, commissioning and pole labeling efforts for Tanko Lighting's turn -key professional services. Ms. Smith's original role with Tanko Lighting was as a Field Auditor, in which she performed field surveys of existing municipal streetlighting inventories. Due to hertechnical knowledge, leadership skills and professionalism, she soon transitioned into the company's Field Services Manager. Prior to joining Tanko Lighting, Ms. Smith worked in the pharmacy, non-profit, and construction and customer services fields. She served as Program Assistant/Case Manager with Arriba Juntos, in which she assisted with administrative oversight for various programs for the non- profit agency. Ms. Smith served as a Pharmacy Clerk with Target, in which she filled prescription requests and provided ongoing customer service. As a Customer Service Specialist with Bedrosian Tile & Marble, Ms. Smith provided inventory oversight and material sales. Ms. Smith served as a Supply Specialist for the United States' Army National Guard when she was on Active Duty. Ms. Smith holds a High School Diploma from Cordova High School in Rancho Cordova, CA, as well as a Diploma from the High -Tech Institute Pharmacy Technician Program. Ms. Smith has been involved in numerous projects since her tenure with Tanko Lighting, including project for the following municipalities: Berkeley, CA, Oakland, CA, Simi Valley, CA, Sunnyvale, CA, Londonderry, NH, Ayers, MA, and Mansfield, MA. to uc lllco 111 iiglll°°m°tii ucg, co urn 220 Bayshore Blvd I San Francisco, CA 94124 1 F" 415.254.7579 I If 415.822.3626 Dave Norwine Traffic Division Manager Taft Electric Company 1694 Eastman Avenue Ventura, CA 93003 General Information High School Graduate— 1980 Laborers Union #585 — 1990 1 Year Member of IBEW Local #952 — 1991 to Current OSHA Courses —OSHA 10, Construction Safety & Health Misc Training Courses Employment Backj4round Employed with Taft Electric since 1990 Laborer 1990-1991 Journeyman Electrician 1991 — 1996 Superintendent— 1996-2001 Division Manager 2001- Present Prior to employment with Taft Electric Company includes Construction Manager for Comm Lill ication Company for 8 years Experience Current Projects Wagon Wheel Rd -Oxnard Blvd Traffic Signal, Oxnard, CA Arroyo Vista Park Lighting, Moorpark, CA Hwy 101 -Commerce Center Dr, Santa Clarita, CA Newhall Ranch Rd Bridge, Santa Clarita, CA Hwy 101-23 Interchange - Caltrans Ventura County Completed Projects: Lancaster LED Street Lighting Conversion Project, Lancaster, CA SR 126 @ Mountain View Rd Traffic Signal, Fillmore, CA Pleasant Valley Rd @ Sturgis Rd Traffic Signal, Oxnard, CA Rose Avenue @ Simon Way Intersection Improvements, Oxnard, CA North County ITS Project, PHI, PHII & PHIII, PHIV, Palmdale, CA Storke Road @ S/B Hwy 101 Ramps, Traffic Signal Improvements, Santa Barbara, CA Donlon Road Realignment, Somis, CA Los Angeles Rams Training Facility, Thousand Oaks, CA 23 Fwy Widening, Moorpark, CA 1-5 & SR 14, Sylmar, CA Hwy 101-Rincon — Ventura County, CA Rose Ave & Hwy 101 Interchange, Oxnard, CA Rice Ave & Hwy 101 Interchange, Oxnard, CA ITS PHI, Santa Clarita, CA Golden Valley Bridge, Santa Clarita, CA Seabridge Community Signals & Street Lighting, Oxnard, CA Lancaster Streetscape, Lancaster, CA At complete list of projects can be provided upon request Tian Eberhard Traffic Division Project Manager Taft Electric Company 1694 Eastman Avenue Ventura, CA 93003 General Information High School Graduate— 1992 Bachelor of Science - San Diego State University - 1998 Heavy Equipment Operator/Owner— 1998-2002 Member of IBEW Loacl 4413 2002-2006 OSHA Courses —OSHA 10, OSHA 30 SWPPP Workshop Training, QSP Training Mise Training Courses Employment Background Employed with Taft Electric Project Engineer / Project Manager 2006 - Present Prior to employment with Taft Electric Company includes: Donovan Electric -- IBEW 413 2002-2006 Gold Coast Boring Inc. — 1998-2002 Current Projects: Ave S "Traffic Signals at Parkwood Ave and The Groves Project - Palmdale, CA. Palmdale Blvd and 35'x' Street East Traffic Signal - Palmdale, CA. Ave H and BYD Traffic Signal — Lancaster, CA. Ave R and 40`x' Street East Traffic Signal Modification, Palmdale, CA. Experience Street/Highway/Signal Lighting 7ting Proiects Lancaster LED Street Light Conversion Project, Lancaster, CA Palmdale ITS Phase I — Phase 4, Palmdale, CA Avenue H & 10`x' Street West, Lancaster, CA Lancaster Blvd & 10`x' Street West, Lancaster, CA Lower Downtown Lighting Phase 1 & 2, Santa Barbara, CA Avenue S & 57`x' Street Widening, Palmdale, CA Outdoor Lighting Retrofit, Santa Clarita, CA Tierra Subida Phase I, Palmdale, CA 23 Fwy Widening, Moorpark, CA I-5 & SR 14, Sylmar, CA Golden Valley Bridge, Santa Clarita, CA Lancaster Streetscape, Lancaster, CA Traffic Signal Modification, Various Locations, Oxnard, CA At complete list of projects can be provided upon request �hV (rrHN'� November 16, 2017 Copyright November 16, 2017 pleo�n pp�umllN w ��p��NNpyy`mltis�i��oi���w iau m l�""moh� \1limim�t kN))u � � ����� I016s�i�� �oi��W ����� �i�i�ltitit�� Contents.... ......... ............w,.... ,..,.,,..... 1. Cover Letter .... .. ..................- ....,,,...... 2. Cost Proposal. .. ................. ......... ....... ,...,........,... .,,.,....... ............ ......... ................. ... 2 3 ......... 5 �ill��f nxMMNVV�riItlJ� ° �"pm "\��m�u{ I� \1 ¶¶1�' 1 TaI.k�l ��I'+111 �m�u� �v Ilu���� fll' �V�n IIIg www.tankolighting.com 1 220 Bayshore Blvd I San Francisco, CA 94124 1 P 415.254.7579 1 I' 415.822.3626 1. COVER idIfllWei LETTER City of Santa Clarita Purchasing 23920 Valencia Blvd., Suite 120 Santa Clarita, CA 91335 Dear City of Santa Clarita, November 16, 2017 Tanko Streetlighting, Inc. ("Tanko Lighting") appreciates the opportunity to submit for review this Fee Proposal in response to the City of Santa Clarita's Request for Proposals (RFP No. LMD-17-18-18) for Streetlight Turnkey Services. Please note the following regarding this Fee Proposal: o Tanko Lighting has provided the requested specified manufacturers listed on the City's Cost Proposal form. o Tanko Lighting has included a 9.5% sales tax rate (as per the RFP requirements) as a separate line item on Page One (1) of the Cost Proposal form for Tasks in Section III A.4-5. Given that the RFP did not specify which manufacturer option to provide sales tax on, for simplicity, Tanko Lighting has done so on its most competitive offer that is included in the three specified manufacturers — the General Electric offer. Additional sales tax values based on other product offers are available upon request. o Per the City's RFP, Tanko Lighting requested from all the proposed manufacturers the percentage of postconsumer materials in the products it is offering. Tanko Lighting did not receive any affirmative feedback from any of the manufacturers indicating that there was any post -consumer content in any of their products. o Tanko Lighting has provided a cost-effective photocell option with a six (6) year warranty. If the City wishes to explore a photocell with an extended warranty of eight (8) years, the cost would increase by $2.90 per photocell. o Tanko Lighting is providing the following table to demonstrate total project costs and twenty-year savings for potential alternative options as they compare to the City's currently -specified manufacturers. Tanko Lighting is currently conducting work within the Southern California region that involves Philips fixtures (the City of Fullerton). As a result, Tanko Lighting believes Philips is worthy of consideration by the City of Santa Clarita. The Philips alternative is in Option 4 and is designed with similar lumen output to that of the City's currently -specified manufacturers in Options 1, 2 and 3 (please find enclosed documentation supporting the equivalency of the Philips product). Individual line item pricing is available upon the City's request. Tanko Lighting Lumen Equivalency Alternatives Option Number Manufacturer Total Turnkey Cost* I Annual Projected Savin sProjected 20 Year Savin s 1 GE $3,499,190 $1,728,454 $33,483,245 2 Autobahn $3,598,373 $1,720,411 $33,306,131 3 4 Leotek Philips $3,799,696 $3,464,832 $1716,615 $1,751,435 $33,222,556 $33,989,255 *Total Turnkey Cost excludes sales tax o In Tanko Lighting's experience conducting conversion projects nationwide, lower wattages than those currently specified can be utilized and still exceed the current lumen conditions. As a result, Tanko Lighting is also providing the following table to demonstrate total project costs and twenty-year savings for potential alternative wattage replacements. Please note that Leotek did not provide an alternative in this regard. Individual line item pricing is available upon the City's request. „� Tanko i� .� �l � i www tankolighting com 1 220 Bayshore Blvd San Francisco, CA 94124 '' 415 254,7579 '' 415.822.3626 Tanko Lighting Lower Wattage Alternatives O on Number Manufacturer I Total Turnkey Cost Annual Projected Savin s Projected 20 Year Savings 5 GE $3,365,980 $1,775,152 $34511,488 6 Autobahn $3,555,149 $1,737,484 $33,682,067 7 Philips, $3,352,214 $1,775,787 $34,525,469 o The currently -specified NLS decorative retrofit kit fixtures are not DLC (Design Lights Consortium) listed and would not qualify for SCE rebates. As a result, Tanko Lighting is providing a single alternative for decorative fixtures in the table below: Fixture Tanko 240 N LES - Decorative Alternative Kit Part number 830 - HWD - EY02 - UNV - 4 57W Bridge* Decorative 1 62 LES - 57W443 - 830 - HWD - EY02 — UNV - 4 57W *The Decorative Bridge fixtures are listed as "Two light fixtures per pole" in the F provided is to replace both fixtures on each pole. o Please see Tanko Lighting's requested payment terms below: Unit Cost $293.60 1 1 as such, the pricing Mobilization Fee: Ten percent (10%) of the total contract value (less any contingency amount) will be billed within ten (10) calendar days of Notice to Proceed. Design Fee: Twenty percent (20%) of the total contract value (less any contingency amount) will be billed within ten (10) calendar days of submission of the initial Design deliverable. Installation Fee:, Remaining total contract value will be billed based on the per unit fee (as outlined in Exhibit C — Pricing Proposal) at the time of installation. o Please note that Tanko Lighting We appreciate the City's consideration of our Cost Proposal and believe that our submitting pricing provides the best value to the City fors$ is project. Regas ,baso ,Ta", , President En /osure W g f, ,,�,1 f �i r www tankolighting corn 1 220 Bayshore Blvd San Francisco, CA 94124 1 - 415,254.7579 1 - 415.822 3626 I R t N O O w O N O W ll� F' Ol O 00 O 2 10 Z 0 0 �_ 0 1 > O a 0 �_�_ 0 0 0 0 00 �_ 0 �_ 0 1 "g a O o 0 a v O O O n s O O O °s O O O a v r O O Z O Z s 9 O Z O 0 Z O Z O Z Z N Z O Z Z Z N z° O Z W Z N Z 9 ° O Z W N N ; ° O W N N O O O O a O o H o H o H o n H 0 c r 0 o� r w a r. 'm D r 0 a tin H Cp o m � m - CC d d » t0.— e < m C tom" » w < D ,� C � C7 C y C e = N e O p b x x 2 o 40 ? O 1; q S ? b 1p G W W \ < w W < W w < J7C W C JWC W O V W { K Z D Gl V W Gl 3 D Gvv1 0 W3 Gl � D ^ C)w N V z V N D ? D j ? V A O C W C N O m m g o O m a o m O Z a oZ C Z a A o N C Z C V niY'6 O O G e eb G G � ti H CDWW <A< lA0 0CC0 CV UCS CN CC W UC�i CN VI 000 OC CWC lfl lC0 COC CN v I ` (-nrW- 01 SJ7 W Q, tU l O O: V hP V W �p O �,�# O� �P 01 �1 ON �� N N W N O OV O� �p N aN "€ O O\ A O A z fi M � O O O < =' fit 0 o N v O 7 Q 2.- 7 0 7 0m fD ., ac Dc oo o a m 3 o m v 2 '............. Dai .N. — s 3CD M 3 3 fo m m a 5 o, a a d or or N CD n M n NCD M (D (D =•�+ fu O DOi O d O O N w N d N O1 O_ O 7 O fDOn d O d O cu + ri 7 d N 7 < O o (MD � < S M QD O O O n W CDr tu (DD N rDD m (SD , D- O M m O. m O_ O_ d C C 7 C 7 C 7 CL CL CL Q 'a 2. !D O1 7 n Ca C CL CA U) w s m �e m m rt 3 — — — T or fD y O w ori O Dpi y O DW p O 3 .Oi ,. O 3 3 M rDD O rOi m rD m � � N O > 3 O O O O R- fD fD fD 2 2 2 2 0 C C c ',..... OO O O O C Ooo O O O C C , << < < < N d N < < < C N N d M N M N N N r =r3 r r 3 N (D (D !-D N N .0UQ T T T fD 3 M O O O C C C m d m 3 3 3 m m m o 0 0 '09- Ql,V1U!). V N r- N~ O W N N N N �P O O 00 O Oo cn �-- Oopoo O W bo N W 0o N Vi O° O N V Vt O N '', 00 z fi