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Home My WebLink AboutPLN 15-18DICKERING cdpe,/ Report to Executive Committee Report Number: PLN 15-18 Date: June 18, 2018 From: Kyle Bentley Director, City Development & CBO Subject: Sole Source Purchase Whitevale (LED) Streetlight Replacement Project City of Pickering File: D-1100-063 Recommendations: 1. That the quote submitted by Holophane for 22 Radial Wave Luminaires and 22 Arms in the amount of $44,022.00 (HST excluded) be accepted in accordance with Purchasing Policy 09.04(d); 2. That the quote submitted by Langley Utilities Contracting Ltd. for installing the new Radial Wave Luminaires and Arms in the amount of $8,039.96 (HST excluded).be approved; 3. That the total project cost of $61,655.00 (HST included), including the amount of the luminaire quotation, installation quotation, and contingency, and the total net project cost of $55,522.00 (net of HST rebate) be approved; 4. That the Director, Finance & Treasurer be authorized to finance the net project costs of $55,522.00 as follows: a) the sum of $51,376.00, as provided for in the 2018 Capital Budget 5325 Streetlights & Signalization by a transfer from the Sustainable Initiatives Reserve; b) the additional sum of $4,146.00 to be funded from property taxes and be charged to 2325.5981 account; 5. That City staff be authorized to sign any agreements between the City and Holophane and Langley Utilities Contracting Ltd. in a form satisfactory to the Director, Finance & Treasurer; and That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Executive Summary: In 2017, Realterm Energy Corp. was retained by the City to replace the City's streetlight luminaires to energy efficient Light Emitting Diode (LED) streetlight luminaires. All 7,265 luminaires are now replaced with the exception of the Highway 407/Brock Road interchange area and Highway 7 as these luminaries are currently under the ownership of the Ministry of Transportation and the Region of Durham. Also, 17 wooden poles were replaced within the Bay Ridges and West Shore Neighbourhoods due to structural deficiencies. In addition, none of the luminaries located near high tension wires needed to be relocated resulting in funds not having to be spent. Report PLN 15-18 June 18, 2018 Subject: Whitevale (LED) Streetlight Replacement Project Page 2 Further, staff was directed by Council to consult with the Whitevale and District Residents' Association (WDRA) on the selection of a luminaire that best reflected the heritage character of the village. Several decorative and cobra head style fixtures were offered to the community as replacements. WDRA conducted a survey on the replacements and the respondents selected a LED luminaire that replicates the radial wave luminaire currently in place. The 2018 Capital Budget has included funding for the Whitevale LED luminaire and arm replacement from the Sustainable Initiatives Reserve: However, there is insufficient funds in the Reserve to cover the installation costs of the new LED luminaires and arms. Therefore, Council is requested to approve the use of property taxes to pay for these costs: Financial Implications: 1. Project Amount Radial Wave Luminaire and Arm Replacement HST (13%) Total $44,022.00 5,722.86 $49,744.86 2. Estimated Project Cost (Proposal + Other Costs) Summary Radial Wave Luminaire and Arm Replacement Installation costs Contingency (wiring, fusing) Sub Total HST (13%) Total Gross Project Cost HST Rebate (11.24%) Net Project Cost to City (incl. 1.76%) $44,022.00 8,040.00 2,500.00 $54,562.00 7,093.00 $61,655.00 (6,132.00) $55,522.00 3. Approved Source of Funds - 2018 Capital Budget Expenditure Account Source of Funds 5325.1803.6252 2325.5981.0000 Sustainable Initiatives Reserve Current Budget Property Taxes Budget $67,000.00 $ 0.00 $67,000.00 Required $51,376.00 4,146.00 $55,522.00 Report PLN 15-18 Subject: Whitevale (LED) Streetlight Replacement Project June 18, 2018 Page 3 Net projects (over) under approved funds $11,478.00 The funding for the Whitevale LED luminaires and arms is from the Sustainable Initiatives Reserve 7053. The additional funds required will be funded from the 2018 Current Budget — Street Lights Account 2325.5981.0000 — Other Fixed Assets. This account funded from property taxes provides an annual amount of $25,000 for miscellaneous streetlight installation. The Director, Engineering Services concurs with the use of these funds to cover the installation costs. 1. Background 1.1 In April 2017, Council endorsed staff recommendations to upgrade the City's streetlights to LED Following Council's approval, Realterm Energy Corp. (Realterm) proceeded to convert the City's streetlight luminaires to energy efficient LED streetlight luminaires over the summer and fall months of 2017. Highlights of the conversion program are as follows: • In total 7,265 streetlight luminaires were replaced with LED luminaires. There are areas where luminaires have not been converted, such as the Highway 407/Brock Road interchange area and along Highway 7, as these luminaires are not owned by the City. Ministry of Transportation staff have been advised of the City's preference for LED luminaires when these luminaires require replacing. 24 wooden poles were originally identified for replacement within the Bay Ridges and West Shore Neighborhoods due to structural deterioration. Upon further inspection, only 17 wooden poles were confirmed to require replacement. • Realterm recommended that the arms and luminaries located near high voltage lines may need to be relocated to a safer location on the hydro pole in order to enable future luminaire replacement. A budget of $100,000 was allocated for this work. However, Realterm's contractors were able to safely replace the luminaries at no additional cost. • City and Realterm staff have been working with 37 homeowners who expressed concerns with the brightness of the LED luminaire replacement. Solutions incorporated so far include: installing back shields to reduce light emissions, replacing luminaires, and adjusting the luminaire controls to dim the light slightly without sacrificing RP -8 levels. • Based on the actual 2018 utility bills for the period of January to March, the total energy savings were 782,042 kWh, which translates into a 52 percent reduction of our electricity consumption. The total cost savings were $111,971, which is a 49 percent reduction of our utility bill. Additionally, maintenance savings were $53,771, which is a 50 percent cost reduction from 2017. Report PLN 15-18 Subject: Whitevale (LED) Streetlight Replacement Project June 18, 2018 Page 4 1.2 Council directed staff to consult with the Whitevale District and Residents Association'on the selection of an appropriate replacement for the current luminaire Staff consulted with the Whitevale District and Residents' Association (WDRA) an the selection of an appropriate LED lighting luminaire that would best reflect the character of the Heritage Conservation District. Based on three luminaire options (standard coach, slender coach and radial) that City staff put forward for consideration, WDRA conducted a vote among the residents. After two weeks of voting, the residents' overwhelming choice was to retain the radial style of luminaire currently in place. 2. Discussion Staff spent considerable time canvassing manufacturers for the LED radial wave luminaire and were able to find only one manufacturer in Canada who can provide this style of luminaire. Holophane, a custom manufacturer of High Intensity Discharge (HID) and LED lighting systems, can provide 22 radial wave luminaires and arms at a cost of $44,622 excluding HST (see Holophane Quote, Attachment #1). Staff recommend that Council authorize the purchase from Halophone in accordance with Purchasing Policy ❑9.04(d) that allows the purchase involving goads or services for which there is no reasonable substitute or competitive product. These luminaires also have the ability of accommodating smart controls that could be installed at some future date. Adding controls to the street lighting system offers many benefits such as increased energy and maintenance savings and the opportunity to use the smart street lighting network as a platform for other smart city applications. 3. Project Costs In the 2018 Capital Budget, 5325 Streetlights & Signalization, the Whitevale (LED) Streetlight Replacement was approved. The project includes the provision for the replacement of existing decorative High Pressure Sodium (HPS) luminaires to decorative LED luminaires and the provision for replacement arms. Funds are available in the Sustainable Initiatives Reserve 7503 to cover these costs. As Langley currently provides repair and maintenance services to the City's street lights, staff approached Langley for a quote to replace and install the new lights and arms (see Langley Quote, Attachment #3). However, there are insufficient funds in the Sustainable Initiatives Reserve 7053 to cover the entire installation costs of the LED luminaires. Council is therefore requested to approve the remaining installation and contingency costs in the amount of $4,146.66 from property taxes. Report PLN 15-18 June 18, 2018 Subject: Whitevale (LED) Streetlight Replacement Project Page 5 Attachments 1. Holophane Quote, dated February 21, 2018 2. Langley Quote, dated April 17, 2018 Prepared By: Approved/Endorsed By: inctit0 Grant McGregor, MCIP, RPP Manager, Strategic Initiatives & Sustainability GM:Id „6, ox. Kyle le Bentle , P. Eng. . Y 9 Director, City Development & CBO Stan Karwowski, MBA, CPA, CMA Director, Finance & Treasurer Ida&1# J Rich. rd Holey rn, P. Eng. Dir- ctor, Engineering Services Recommended for the consideration of Pickering Cit Council Tony Prevedel, P. Eng. Chief Administrative Officer An'; : i y Bran Company Quoted To: ACUITY BRANDS LIGHTING GTA SAL 3513 MINTHORN BLVD THORNHILL, ON L3T7N5 EstimatedLea WEEttge'b t!Nl Notes * 120-277V V LL Catalog # 22 GRLF2 P20 30K AS 1 N L3 P7 PCLL Job Name: CITY OF PICKERING - WHITEVALE Quote #: 3029-17-11291-1 Quote Label: 1 Job Location: Issue Date: 2/21/2018 Bid Date: 9/27/2017 Quoted By: Ian Callaghan Ian.Callaghan@AcuityBrands.com Radial Wave GlassWerks LED GRLF2, 420mA Drive Current, 3000K, Auto -Sensing Voltage (120-277V), Arm, Green, Type 3 Asymmetric Full Cutoff LED, 7 Position dimming photocontrol receptacle, DTL long life twistlock photocontrol for solid-state lighitng, 120-277V. 22 FAMAW T20 US4 SA Aluminum Cantilever Arms, Wood Pole (FAMAW): FAMAW, 2 - 3/8" O.D. (2" NPS), 4•foot arm length, Satin Aluminum fl * MOUNTING HARDWARE FOR ARM (FSMAW T20 US4 SA) TO BE SUPPLIED BY OTHERS * TAXES EXTRA * SUBJECT TO APPROVAL (BOM TO BE CONFIRMED BEFORE ORDERING) * P.O. TO BE PLACED WITH GUILLEVIN INTERNATIONAL CO., OSHAWA (CONTACT: TIM JACOBS) * INSTALLATION BY OTHERS Terms HOLOPHANE: This quote is valid for 120 calendar days from date of quote unless otherwise noted on the quote. Shipment lead times begin the day after the order is released and are based on working days only. Shipments are FOB Shipping Point on all orders. Holophane shall pay freight on orders of $3,000 or more ($750 for replacement ballast kits) to all points in the continental United States and Canada. Upon release of your order, poles and non-standard material cannot be cancelled or. returned. Terms are subject to revision. Items with "Hold" status have not been allocated any labor, material, or scheduled production time. The lead time to shipment will begin when Holophane receives your clarification or approval to release your purchase order item(s) from "Hold" status. Prices in this acknowledgement are firm for release within a period of six months from the date of order. At the end of six months, Holophane, at its option, shall either increase prices by 3% or renegotiate pricing. Thereafter, escalation of 1-1/2% per three month period will be added. In the event of an extraordinary change in raw material costs, Holophane reserves the right to renegotiate pricing. Pricing will be reevaluated and confirmed upon receipt of your clarification or approval to release the purchase order item(s) from "Hold" status. ni $1,836.00 u', $40,392.00 $165.00 $3,630.00 and Total: 44,022.00 Quote #: 3029-17-11291-1 Page 1 of 1 City of Pickering One The Esplanade Pickering, ON L1V 6K7 ATTACHMENT #_s_TO REPORT PLN 15-1E3 CORPORATE OFFICE 71 Mearns Court, Unit 220, Bowmanville, ON L1C 4N4 Tel. 1-800-836-6665 Fax: 1-905-623-0735 QUOTE # Q3601 Job # 1128 DATE: 17 -Apr -18 O 905.420.4660 ext. 2064 C 905.767.6154 E mpelzowski@pickering.ca F Attention: Mike Pelzowski Job Site(S): Whitevale Street Scope of work: Replace existing combination of various luminaires with City supplied luminaires in the hamlet of Whitevale Street 1 2 3 4 Remove and replace the existing heritage style luminaire with City supplied LED Remove and replace the existing cobra style luminaire with City supplied LED Remove and replace the existing coach style luminaire with City supplied LED Remove and replace arms with the City supplied mast arms Each Each Each 9 204.01 1836.09 7 204.01 1428.07 4 204.01 816.04 Each 20 146.44 2928.8 Transport the existing heritage bonnet lights and heritage 5 Lumpsum 1 225 225 arms to City's Operations Centre for storage 6 Transport the exiting aluminum channel conventional arms Lumpsum 1 225 225 to City's Operations Centre for storage 7 Disposal of the existing cobra and coach light fixtures Each 20 25 500 complete with a certificate of disposal 8 Return the mogul base trial LED bulb to Engineering/Mike. Lumpsum 1 80.96 80.96 Total Unit Price Amount $8,039.96 NOTES: 1) Please fax or email a signed purchase order or quote prior to work commencing 2) Please contact Langley Utilities Contracting Ltd Head Office to arrange work schedule @ 1-800-836-6665 Total Quote: Plus HST#133922807 --13% TERMS: Terms Net 30 days Pricing Valid for 60 Days