Item Coversheet
City of Independence
AGENDA ITEM COVER SHEET
Approved

Agenda Title:

Council action is requested to issue a purchase order to R.F. Fisher Electric Company, Inc. for installation of the LED lighting at the Silverstein Eye Centers Arena.

Recommendations:

Council action to issue a purchase order
Executive Summary:


Background:

Council approved ordinance 18916 in August 2018, to fund improvements at Silverstein Eye Centers Arena (SECA), including the purchase and installation of LED lighting.  The LED lighting equipment has already been purchased and will be delivered December 7, 2018.  This request is for the installation of the lighting.  The installation schedule for this project is very aggressive requiring installation between December 9 and December 20, 2018.  The Kansas City Mavericks will not be playing during that window of time, so it is critical that the work be done in that window of time with no exceptions.

 

The Procurement Division issued a Request for Proposals (RFP) on October 17, 2018, specifically for the LED installation in the Main Bowl Arena and the Community Ice Rink at SECA.  Two onsite pre-proposal conferences were held to allow the vendor community the opportunity to ask questions and view the site.  The RFP closed November 6, 2018, with proposals received from Capital Electric Construction Company, Inc., Mark One Electric Company, Inc., and R. F. Fisher Electric Company, Inc.  All three proposers attended the onsite pre-proposal conferences.

 

Proposals were evaluated by City and SECA staff using the evaluation criteria published in the RFP: 1) evidence of experience with similar projects; 2) expertise of firms/personnel; 3) responses to RFP requirements and project narrative; 4) installation schedule; and 5) pricing. 

 

The proposal from R. F. Fisher received the highest score and provided the lowest price, meeting all minimum requirements of the RFP, with no exceptions.  The proposal demonstrated clear understanding of the criticality of the installation timeline.  Staff verified price to ensure accuracy.  R. F. Fisher provided evidence of completing indoor LED lighting conversion projects similar to the scope of this project, one of which was the Sprint Center in Kansas City. The City has used R. F. Fisher in the past with success.  

 

The proposal from Capital Electric Construction demonstrated less experience with LED lighting installation than R. F. Fisher, and the pricing was higher than R. F. Fisher.

 

The proposal from Mark One Electric revealed no indoor LED lighting installation experience.  Proposed project schedule provided did not adhere to the timeline requirement; no exceptions can be taken to the timeline due to the Mavericks game schedule. The proposal refused to dispose of old fixtures and equipment removed during installation according to EPA (Environmental Protection Agency) requirements for disposal of hazardous materials with regard to fixture disposal.  The pricing was the highest received.

 

Approval authorizes the Procurement Manager to issue change orders up to a total of ten (10) percent of the original authorized amount, provided appropriations are available.

Emergency Justification:




Fiscal Impact:

Req. No.:             20191860                                                                       

Acct. No.:            7045-5406                                                                                

Fund:                   Events Center Capital Projects                                                           

Amount:              $101,205.00




Department:          Parks DepartmentContact Person:          Eric Urfer


REVIEWERS:
DepartmentAction
Purchasing Division (Finance Department)Approved
Parks | Recreation | Tourism DepartmentRejected
Purchasing Division (Finance Department)Approved
Parks | Recreation | Tourism DepartmentApproved
Finance DepartmentApproved
Law DepartmentApproved
City Managers OfficeApproved
City Clerk DepartmentApproved

Council Action:          Council Action:          Accepted

ATTACHMENTS:
DescriptionType
20191860 - Scores and PricingBackup Material