Resolution 70-12RECORD OF RESOLUTIONS
Dayton Legal Blank, Inc, Fonn No, 30005
Resolution No.
70 -12
Posed , 20
A RESOLUTION ACCEPTING THE LOWEST AND BEST
BID FOR THE 2012 LIGHT EMITTING DIODE (LED)
STREET LIGHT RETROFITTING PROJECT
WHEREAS, formal advertising and competitive bidding procedures have been
conducted, pursuant to Section 8.04 of the Revised Charter and Chapter 37 of
the Dublin Code for the 2012 Light Emitting Diode (LED) Street Light
Retrofitting project; and
WHEREAS, Council has determined that the bid submitted by Consolidated
Electrical Distributors, Inc., in the amount of $1,262,300.00, constitutes the
lowest and best bid.
NOW, THEREFORE, BE IT RESOLVED by the Council of the City of Dublin,
7 _ of its elected members concurring, that:
Section 1. The bid submitted by Consolidated Electrical Distributors, Inc. in
the total amount of $1,262,300.00 is hereby accepted.
Section 2 . The City Manager is hereby authorized to enter into contracts
with Consolidated Electrical Distributors, Inc. for performance and completion
of the 2012 Light Emitting Diode (LED) Street Light Retrofitting Project,
pursuant to the Advertisement, Proposal and Contract Documents for said
project on file in the office of the City Engineer.
Section 3. This Resolution shall take effect upon passage in accordance
with Section 4.04(a) of the Revised Charter.
Passed this ldq4_ day of A 2012.
ATTEST:
Clerk of Council
City of Dublin
Office of the City Manager
5200 Emerald Parkway • Dublin, OH 43017 -1090
Phone: 614 -410 -4400 • Fax: 614-410-4490
To: Members of Dublin City Council
From: Marsha I. Grigsby, City Manager \\
Date: December 6, 2012
Initiated By: Paul A. Hammersmith, P.E., Director of Engineering /City Engineer
Memo
Re: Resolution No. 70-12— 2012 Lighting Emitting Diode (LED) Street Light
Retrofitting — Bid Acceptance
Summary
On November 16, 2012, several proposals were received and opened for the Light Emitting Diode
(LED) Street Light Retrofitting Project, which involves the procurement of commodities for the
replacing the existing fixtures on City -owned street lights with new fixtures using LED technology.
The items to be acquired under this contract will be installed by Dublin Engineering staff, in
particular the Electrical Crew. The goal of the project is to provide a more consistent lighting
treatment with less frequent maintenance and reduced power consumption.
Staff anticipates the acquisition of materials to commence in January 2013, with the installation of
replacement streetlights to begin in the spring of 2013. Roadways will remain open to traffic for
the duration of the installation of materials with minor lane closures. Staff anticipates the work will
continue through 2013 until all standard -style street lights are upgraded.
Engineering plans to upgrade the streetlights in the Historic District and other non - standard
streetlights in Ballantrae, along Bristol Parkway and other areas in a separate project. Staff plans
to procure the LED lighting fixtures for these areas in 2013 with installation by staff beginning in
late 2013 and into 2014.
The Engineer's estimated cost of this project is $1,425,000. Funds for this project are budgeted
from the Capital Improvements Construction Fund. Staff and legal counsel have reviewed all of
the proposals submitted for the project and a summary of the top four proposals is listed below.
The bids included a Base Bid and an Alternate Bid for different commodities, consistent with the
types of LED fixtures installed elsewhere in the City.
Alternate #1
Bid as Read
Corrected
Bidder
Bid as Read
over ( +) or under ( -)
Bid
Engineer's Estimate
Branch Group, Inc. — DBA Rexel
$1,259,782.50
— $165,217.50
Consolidated Equipment Distributors, Inc. (CED)
$1,262,300.00
— $162,700.00
The Loeb Electric Company (Bid #1)
$1,313,739.94
— $111,260.06
The Loeb Electric Company (Bid #2)
$1,342,300.91
— $82,699.09
Memo re. Res. 70 -12 — LED Street Light Retrofitting
December 6, 2012
Page 2 of 2
The analysis of the submitted proposals for the "lowest and best" determination is summarized
below and is attached for reference.
Rexel Bid
Staff thoroughly reviewed the proposal submitted by Branch Group, Inc. DBA Rexel ("Rexel').
Unfortunately, Rexel failed to comply with the General Instructions for submitting its bid as
contained in the Contract Documents. Specifically, Rexel qualified its bid by submitting a list of
"Exceptions to City of Dublin LED Street Light Retrofit Bid 2012" that included conditional clauses,
alterations, and items not called for in the Contract Documents. This qualification, which is
expressly contrary to Section 2.4(D) of the Contract Documents prevents Dublin from considering
Rexel's proposal because it was not responsive to the solicitation. As such, Rexel's bid was
considered non - responsive and was removed from further consideration.
CED Bid
Staff also thoroughly reviewed the proposal submitted by Consolidated Electrical Distributors, Inc.
("CED'. The CED proposal was responsive to each inquiry made by Dublin in its solicitation and
contained no noticeable irregularities or qualifications.
Although the costs as read in the CED proposal were marginally higher than Rexel's proposal, CED
has similar experience in providing the type of products specified by Dublin in its solicitation. For
example, CED has performed on similar projects for Nationwide Children's Hospital for its Parking
Garage Retrofitting Project, the Scioto Mile Project, The Ohio State University, and the Midwestern
Auto Group for its Site Lighting Project -- all of which were performed in the Central Ohio area
within the past five (5) years. In addition to the foregoing projects, Dublin also has previous
experience with CED, all of which has been favorable, including these recent projects:
- 2011 Light Emitting Diode (LED) Lighting Retrofitting Project by the Facilities staff in
City parking lots and parks
- A demonstration project along Emerald Parkway this year by Engineering from north of
Woerner Temple Road to Shier Rings Road
Recommendation
Staff recommends selecting Alternate #1, which will provide uniform equipment and reduce the
need for additional training for City personnel making the installations. Based on the foregoing
analysis and the fact that the amount of CED's proposal is still $162,700 less than the Engineer's
estimated cost for this project, staff recommends accepting CED's proposal as the lowest and best
bidder for the Project.
Staff recommends Council approval of Resolution 70 -12, accepting as lowest and best the proposal
of Consolidated Electrical Distributors, Inc. in the amount of $1,262,300.00 and authorizing the
City Manager to enter into a contract with Consolidated Electrical Distributors, Inc. for this project.
Lowest and Best Analysis
Project Name: Dublin 2012 Light Emitting Diode Street Retrofitting Contract
The Bidder's financial ability to complete the Contract
successfully and on time without resort to its Surety.
Acceptable
Consolidated Electrical
The Loeb Electric Company
The Loeb Electric Company
Submission of annual volume of sales completed by Bidder for
Branch Group, Inc DBA Rexel
Bidder Name
Yes Acceptable
Distributors, Inc( "CED ")
(Bid #1)
(Bid p2)
Alternate #1 Bid Am ount(Selected)
$1,259,782.50
1 $1,262,300.00
$1,313,739.90
$1,342,300.91
The Bidder's financial ability to complete the Contract
successfully and on time without resort to its Surety.
Acceptable
Acceptable
Acceptable
Acceptable
Submission of annual volume of sales completed by Bidder for
role that is the required of it by these Contract Documents for
the past three (3) years acceptable to the Owner to deco onstrate
Yes Acceptable
Yes Acceptable
Yes Acceptable
Yes Acceptable
the current soundness of the Bidders financial position and its
and with activity in at least nine months each year.
prospective longterm profitability.
Whether the Bidder has participated in the role that is the
Experence
Whether the Bidder has experience under contracts in the
role that is the required of it by these Contract Documents for
at lea st the last fine yea rs prior Bid so bmission deadli re,
perien
Yes bidder has experience
Yes bidder has ex
experience
Yes bidder has ex
experience
Yes bidder has ex
experience
and with activity in at least nine months each year.
Whether the Bidder has participated in the role that is the
required of it by these Contract Documents in at least two
contracts within the last five years that have been successfully
and substantially completed and that are similar to the
Yes - Listed projects all
Yes Hated projects all
Yes - 4 of 5 listed projects
Yes - 4 of 5 listed projects
osed Works. Similarity hall be based on the physics
p ro p y s
p rit
occurred outside of Ohio
w ere perf i Central
performed in Ohio
pe
performed in Ohio
pe
Ohio area
size, complexity, methods, technology or other characteristics
as described in the Owner's Requirements section of the
Contract Documents.
W hether the Bidder has a record of consistent customer
satisfaction and of consistent completion of projects,
including projects that are comparable to or larger and more
Unknown
Unknown
Unknown
Unknown
complex than the Owner's Project, on time and in accordance
with the applicable Contract Documents.
The Owner may consider the Bidder's prior experience on
other projects with the Owner, includingthe Bidder's
demonstrated abilityto complete its work on these projects in
Prior prole
No Dublin projects
qua
Adequate
No Dublin projects
prior prole
No Dublin
prior projects
accordance with the Contract Documents and on time, and
will also consider its abilityto work with the Owner as a
willing, cooperative, and successful team member.
The Bidder's compliance with federal, state, and local laws,
rules, and regulations, including but not limited tothe
No issues discovered
No issues discovered
No issues discovered
No issues discovered
Occupational Safety and Health Act, Prevailing Wage laws,
and Ethics laws.
The Bidder's interest in the Project as evidenced by its
attendance at any pre- Bid meetings or conferencesfor
N/A
N/A
N/A
N/A
Bidders.
Whether the Bidder meets the requirements set forth in the
va rious provisions of the Specifications ind rood with the
Acceptable
Acceptable
Acceptable
Acceptable
Contract Documents.
The foregoing information with respect to each of the
Subcontractors and Suppliers that the Bidder intendsto use
N/A
N/A
N/A
N/A
on the Pro ect.
Prepared by Eagan Foster, P.E., PTOE Signed'. 2�