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CC - CONSENT ITEM: (1) Approval of a Professional Services Agreement with Willdan Engineering for the Design of the Citywide High Voltage Streetlight Conversion, Project No. PL016 in an Amount Not-to-Exceed $655,615; and (2) Authorization to the Public Works Director/City Engineer to Approve Amendment(s) to the Agreement, in an Additional Amount Not-to-Exceed $65,560 (10%) to Cover Contingency Costs.
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Meeting Date: March 17, 2025
Contact/Dept: Hong Wang, Public Works Department/Engineering Division
Phone Number: (310)253-5604
Fiscal Impact: Yes [X] No [ ] General Fund: Yes [ ] No [X]
Attachments: Yes [ ] No [X]
Public Notification: E-Mail: Meetings and Agendas - City Council (03/12/2025)
Department Approval: Yanni Demitri, Public Works Director/City Engineer (03/04/2025)
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RECOMMENDATION
Staff recommends the City Council (1) approve a professional services agreement with Willdan Engineering for the Design of the Citywide High Voltage Streetlight Conversion, Project No. PL016 in an Amount Not-to-Exceed $655,615; and (2) authorize the Public Works Director/City Engineer to approve amendment(s) to the agreement, in an additional amount not-to-exceed $65,560 (10%) to cover contingency costs.
BACKGROUND
The City of Culver City owns and maintains most of its street light system, which is presently comprised of 2,699 parallel circuit voltage streetlights, 970 high voltage series circuit streetlights and additional 67 Southern California Edison owned and maintained streetlights.
The City received a $17 million grant from California Energy Commission (CEC) to upgrade the high voltage streetlight series circuits and replace High Pressure Sodium (HPS) fixtures with energy-efficient L.E.D. light fixtures. The Project would include replacing the high voltage series circuits with low voltage multiple circuits and adding smart nodes to some services pedestals or streetlights, which allow for Web based monitoring and control, sensors, and dimming control.
On August 12, 2024, the City Council accepted the award of $17 million to the City of Culver City through California State Assembly Bill No. 179 for Streetlight Replacement and Upgrades (CIP Project PL016) and approved a budget amendment appropriating the grant funds to CIP Project PL016.
DISCUSSION
On January 23, 2025, the City released a Request for Proposals (RFP #2541) on PlanetBids seeking proposals from qualified vendors for engineering design services for the Citywide High Voltage Streetlight Conversion, CIP Project PL016. One Question and Answer list was issued. No addenda were released. A total of five proposals were received by the February 13, 2025, submission deadline. The proposers are listed below in alphabetical order:
1. Asplundh Engineering Services, LLC
2. Cornerstone Utility Engineering
3. Hampton Tedder Electric
4. Psomas
5. Willdan Engineering
In accordance with Culver City Municipal Code section 3.07.065, the proposals were evaluated based on the firm’s understanding of the project scope of work; firm’s qualifications and experience with similar project; schedule; and cost effectiveness. Staff approved a final list of three top ranked firms: Cornerstone Utility Engineering, Psomas, and Willdan Engineering. Upon interviews with all three top ranked firms, staff unanimously determined Willdan Engineering to be the best qualified and the most cost effective.
Willdan Engineering is a full services civil engineering firm with extensive experience and expertise in designing and implementing similar streetlighting projects. Recent relevant experience includes street lighting design services for multi-year street lighting conversion program (conversion of over 900 high voltage streetlights) for the City of Santa Monica, parking lot lighting design services for the City of Paramount, and street lighting design service for other local agencies.
Staff negotiated with Willdan to clarify the scope of services and fees. Staff recommends that City Council approve a professional services agreement with Willdan Engineering for engineering design services for the Citywide High Voltage Streetlight Conversion, CIP Project PL016 in an amount not-to-exceed $655,615. Additional 10% contingency in the amount of $65,560 is requested to cover additional services that may be requested by the City or other unforeseen conditions.
FISCAL ANALYSIS
The Revised Budget for Fiscal Year 2024-2025 includes sufficient funding for the engineering design services in the amount of $655,615 and a contingency of $65,560 in CIP Account No. 423.80000.730100.PL016 (Streetlight Replacement and Upgrades). Since the City Council formally accepted the $17 million grant award on August 12, 2024 after budget adoption, CIP Project PL016 is not included in the Adopted Budget book.
ATTACHMENTS
None
MOTION
That the City Council:
1. Approve a professional services agreement with Willdan Engineering for the Design of Citywide High Voltage Streetlight Conversion, Project No. PL016 in an Amount Not-to-Exceed $655,615; and
2. Authorize the Public Works Director/City Engineer to approve amendment(s) to the agreement, in an additional amount not-to-exceed $65,560 (10%) to cover contingency costs; and
3. Authorize the City Attorney to review/prepare the necessary documents; and
4. Authorize the City Manager to execute such documents on behalf of the City.