Efficiency – To seek the most cost-effective means of providing maintenance for 3,500 streetlights and poles and other requested lighting services including new or replacement installations.

Public Safety – Maintains lighted roadways within the community.

Key Considerations - This contract allows for a pre-determined annual cost for maintenance and service.

Subsidiary Decisions Points: None

The Streets section has requested $108,000 additional in Fiscal Year (FY) 2015 funding for this maintenance service. Increased costs were anticipated based upon discussions with previous contractors. New or replacement installations and other requested services will be charged appropriately as needed.

Maintains quality reliable infrastructure at the existing level of service to community. 

Yes, A previous award with Republic ITS expired on April 1, 2014. This previous proposal was presented to and approved by Council on May 17, 2011.

1. Accept bid from lowest responsive and responsible bidder, N.J. Shaum & Son, Inc.
2. Request staff to prepare a budget proposal to assume maintenance responsibility in the Streets section, including two (2) Full Time Equivalent positions (FTE's)  
 

In 1990, the City of Flagstaff purchased all streetlights within city limits from the Arizona Public Service Company (APS). Between 1990 and 2003, the City awarded maintenance services to APS. In 2004, APS did not respond to a renewed Request For Proposal (RFP) for streetlight maintenance, and the bid was awarded to Flouresco Lighting Services. In 2009, a renewed RFP was again awarded to Flouresco. In 2011, at annual renewal, Flouresco requested a price increase from $1.35 to $2.47 per pole. At this time, the bid was awarded to the next responsive and responsible bidder, Republic ITS at $1.35 per pole. The most recent award expired on April 1, 2014. Since April 1, Streets Section staff has been performing streetlight repairs as existing work loads allow.

Before RFP 2014-063 was advertised, staff evaluated the option of performing streetlight maintenance services using Streets personnel. This was determined to not be cost effective due to additional Full Time Equivalents (FTE's) required, with an estimated cost of $4.82 per pole.


 

Four bids were received in response to IFB No. 2014-63 for annual street light maintenance and other requested services. The most responsible, responsive proposal was received from N.J.Shaum and Son, an established Flagstaff commercial electrical contractor with over 70 years of experience. The initial term is for two years with annual renewals not to exceed three additional one year terms. In addition, the City unilaterally reserves the right to extend the proposal for ninety days beyond the stated expiration date. Services provided under this Bid include routine maintenance of existing City street lights, emergency response to damaged street lights, and equipment, labor and material for the installation of new or replacement street lights if necessary. The bid is based upon an estimated inventory of 3500 street lights at a monthly rate of $3.77 per light, with an annual cost of $158,340.
 

Inform

1. Accept bid from lowest responsive and responsible bidder, N.J. Shaum & Son, Inc..
2. Request staff to prepare a budget proposal to assume maintenance responsibility in the Streets section, including two (2) Full Time Equivalent positions (FTE's)