AGENDA CAPTION:
Title
Consider approval of Resolution 2016-126R, approving the procurement of lighting components and installation from Inception Innovations, LLC on a sole source basis in an amount not to exceed $115,000.00; authorizing the City Manager or his designee to execute the appropriate procurement documents on behalf of the City; and declaring an effective date.
Body
Meeting date: September 20, 2016
Department: CMO - Kevin Burke, Economic Development & Downtown Administrator; Cheryl Pantermuehl, Purchasing Manager
Funds Required: $115,000.00
Account Number: FY 2017 Budget
Funds Available:
Account Name:
CITY COUNCIL GOAL: Goals #3 Continue Downtown redevelopment; Goal #4 Economic Development; Goal #7 Maintain Fiscal Responsibility
COMPREHENSIVE PLAN ELEMENT(s): N/A
BACKGROUND:
The City of San Marcos has traditionally installed temporary holiday lighting in and around the downtown area. In 2015, this included architectural accent lighting on buildings around the square, wrapped trees around the square, and lights strung above the street on LBJ Drive between Hopkins Street and Hutchison. Based on positive feedback from Council and the community, and the anticipated recurring cost of temporary holiday lighting installation, staff has taken the initiative to explore opportunities for the installation of permanent architectural accent lighting in and around downtown.
Inception Innovations, LLC, (dba Inception Lighting) is a sole source provider for the Inception Lighting System which uses color-changing, energy-efficient LED lighting in place of standard incandescent or fluorescent lighting. The Inception Lighting System includes additional features, one of which is the use of a cloud-based lighting control system that can be accessed remotely and can sync multiple locations and properties. The vendor has worked with IT Department staff to devise means of connecting the lighting system to City’s technology infrastructure that will not compromise the security of the City’s network.
The estimated cost for purchase and installation of the lighting components is $111,820. Depending on the condition of the buildings on which the system will be installed, some additional cost may be incurred. For this reason, the contract is structured with a not to exceed amount of $115,000. Staff also anticipates additional costs (less than $5,000) for electrical work to be performed by a third-party that is not included in the contract amount.
The contract does not include a maintenance provision. Inception Lighting will provide an Optional Annual System Operation Insurance Plan (maintenance agreement) at a cost of $4,421 per year. Due to the high cost of this plan, staff does not recommend inclusion of a maintenance provision in the contract; however, the City retains licensed electrical contractors who can be employed to make repairs or perform maintenance as needed.
Council previously stated a preference for lighting the buildings around the Courthouse Square and deferred a decision regarding installation on City-owned facilities. Council also requested that staff explore options for installation on the Hopkins Street Bridge across the San Marcos River. While technically possible, Inception Lighting recommends against this option for two reasons: 1) poor adhesion of the lighting system to the concrete structure, and 2) risk of damage or vandalism associated with installation at pedestrian level.
Staff recommends approval of the contract for Lighting Components and Installation as presented here. If approved, installation will commence immediately upon execution of the contract and is expected to take 3 - 4 weeks. A downtown lighting ceremony is scheduled for November 26th on the Courthouse Square.