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HomeMy WebLinkAboutAppoint BPW Oversee Traffic Signals - LEDRESOLUTION 3705-07 Passed by the Common Council of the City of South Bend, Indiana February 12, 20 07 Attest: City Clerk President of Common Council Presented by me to the Mayor of the City of South Bend, Indiana February 13, 20 07 Approved and signed by me February 1 ~ 20 ~~ City Clerk RESOLUTION NO. 3 ~ ~ S - ~~ A RESOLUTION OF THE COMMON COUNCIL OF THE CITY OF SOUTH BEND, INDIANA, TO APPOINT THE BOARD OF PUBLIC WORKS AND THE DEPARTMENT OF PUBLIC WORKS AS ITS AGENTS FOR OVERSEEING THE GUARANTEED ENERGY SAVINGS CONTRACT FOR TRAFFIC SIGNALS WHEREAS, the City of South Bend has approximately 226 intersections with electrical traffic signals; and , WHEREAS, the City is interested in upgrading these traffic signals by using LED technology to conserve energy and energy costs and to improve traffic safety; and WHEREAS, a contract to implement these energy saving measures would be let according to I.C. 36-1-12.5, which statute stipulates that it is the Common Council of a second class city which would enter a contract for such a program; and WHEREAS, the Common Council of the City of South Bend does not have its own staff with the technical expertise and experience to evaluate potential proposals, and to supervise a Guaranteed Energy Savings Contract for the traffic signals throughout the City of South Bend. NOW, THEREFORE, BE IT RESOLVED BY THE COMMON COUNCII. OF THE CITY OF SOUTH BEND, INDIANA that: Section I. It is in the best interest of the City of South Bend, Indiana to enact the following guidelines and policies: The Board of Public Works and the Department of Public Works of the City of South Bend shall be the authorized agents for the South Bend Common Council for purposes of meeting the provisions required byI.C. 36-1-12.5 and other Indiana laws leading up to the final review of and the execution by the South Bend Common Council of a Guaranteed Energy Savings Contract for the use of LED technology in its mechanized traffic signals. Such authorization would include without limitation the preparation of specifications, evaluation criteria, advertisement for proposals, opening of proposals, rejecting non-responsive proposals, evaluating the proposals, and making advisory recommendations to the Common Council. 2. The Board of Public Works and the Department of Public Works shall make an advisory recommendation to the South Bend Common Council concerning the selection of a company to contract with for an Energy Savings Contract, with the South Bend Common Council retaining the sole and exclusive authority to enter into such a contract. 3. The Board of Public Works and the Department of Public Works are authorized to supervise all work done on the Guaranteed Savings Contract concerning traffic signals, including the power to authorize change orders. 4. The Board of Public Works and the Department of Public Works shall report to the South Bend Common Council prior to the first regular Council meeting each month and at such other times as requested and shall invite the Chairperson of the Public Works and Property Vacation Standing Committee, or his designee, to any scheduled meetings between any company that submits a proposal and a member of the Board of Public Works or Department of Public Works employee. Section II. This Resolution shall be in full force and effect from and after its adoption by the Common Council and approval by the Mayor. Adopted this ~~ day of ~~-~Yv.u,vy , 2007. Member, South d Common Council Att ity C rk Presented by me to the Mayor of the City of South Bend, Indiana on the ~_ day of e br ~:rtv , 2 ooZ , at (L'-`~~ o'clock ~. m. ~ . ~~~ City C1eI 1 t~~ w1~-~ -~ Approved and signed by me on the /~ day of ~ =~ h'"~, 2 O0~ , at Z'~~ o'clock ~. m. N+~ Mayor, City o outh Bend, Indiana PRESENTED "Z`~Z'-~~ ~.S ~4~ NOT APPROVED ADOPTED y-\Z- ~~ QS ~~ Filed !n Clerk's 0#fice FEB 7 2CC7 JO~iN UOORDE CITY CLERK, S0. EJEivD, IN. TO THE COMMON COUNCIL OF THE CITY OF SOUTH BEND: Your Committee of the Whole, to whom was referred: BILL NO. 07-31 A RESOLUTION OF THE COMMON COUNCIL OF THE CITY OF SOUTH BEND, INDIANA, TO APPOINT THE BOARD OF PUBLIC WORKS AND THE DEPARTMENT OF PUBLIC WORKS AS ITS AGENTS FOR OVERSEEING THE GUARANTEED ENERGY SAVINGS CONTRACT FOR TRAFFIC SIGNALS Respectfully report that they have examined the matter and that in their opinion, this bill is being recommended to the full Council with a favorable recommendation. Karen L. White Chairperson Schedule for LED Traffic Signal Energy Saving Contract Process South Bend, IN ATTACHMENT B Schedule for Contractor Selection Activity Issue Public Notice and RFQ Qualifications Due Written Qualifications Reviewed and Interviews (provider list shortened) Provider Recommended Approval of Selected Provider Contract Negotiations 6/6/07 Date 2/23/07 3/2/07 4/2/07 4/9/07 4/23/07 5/14/07 5/14/07 - Contract Presented and Signed 6/11/07 Filed in Cierk'~ Office >:Ea 1 3 2001 JOH~J YOORDE CITY CLERIC, S0. BIrND, IN. 1316 COUNTY-CITY BUILDING 227 W. JEFFERSON BOULEVARD SOUTH BEND, INDIANA 46601-1830 PHONE 574/ 235-9251 Fax 574/235-9171 TDD 574/ 235-5567 CITY OF SOUTH BEND STEPHEN J. LUECKE, MAYOR DEPARTMENT OF PUBLIC WORKS February 6, 2007 GARY A. GILOT, P.E. DIRECTOR OF PUBLIC WORKS Mr. Timothy Rouse President, Common Council Of the City of South Bend 400 County City Building South Bend, Indiana 46601 Subject: Proposed Resolution Authorizing Initiation of Guaranteed Energy Saving Contract Approach to Light Emitting Diode (LED) Traffic Signals Dear Council President Rouse: The City of South Bend is excited to be ready to initiate this energy saving contract. City Attorney Thomas Bodnar and Council Attorney Kathy Cekanski Farrand have collaborated on the attached resolution drafted pursuant to the relevant statute for this creative contracting approach. The capital improvements to the traffic signals will self fund through energy savings repayments of private lease capital. The project will help lower future energy cost, help the environment and public safety. I would ask that the presentation materials supplied at the January 18 Public Works Committee work session on this project be made a part of the record. We have attached a suggested schedule that would be in line with the Common Council taking action at its February 12 meeting to initiate the Request for Proposals process. I will be present February 12 at Committee and regular Common Council meeting to present briefly and answer any questions. The ultimate contracting authority for this rests with the Common Council and I will keep you briefed monthly as required in the resolution. We welcome Council oversight throughout the selection and scoping process as outlined in the resolution. The Common Council will receive annual audits demonstrating the guaranteed energy savings. Thanks for your time in the January work session. I think this will be a great project for the City. Sincerely, Gary A. Gilot, P.E., Public Works Director City of South Bend ~~~F`~ Ali a~~E`~~'~ ~~$t~G' F E 3 7 2007 JCi~°a v~cs~e CITY C! ~€;tC, SQ, f ENf?, !y. ENGINEERING ENVIRONMENTAL SERVICES CARL LIT"I'RELL, P.E. JOHN J. DILLON, PH.D. 574/235-9251 574/277-8515 Ax 574/235-9171 CENTRAL SERVICES STREETS WATER WORKS MATT CHLEBOWSHI SAM HENSLEY ~~" ,JOHN F. STANCATI 574/235-9316 574/235-9244 ~ 574/235-9322 FAx 574/277-8980 FAx 574/235-9007 FAx 574/235-9272 ~ FAx 574/235-9728 Building a ~l~ • I m p rove Safety •Save Energy •Help the Environment •Save Taxpayers Money •Efficiency-Minded Local Government Services ~,. .~,ca}, ~ ~ -~ _. - ~~~ ~~ ~.r~. ~ _~~ ~ ~'' Napr 6bw L~rGr Guaranteed Energy Saving Contract Applied to South Bend Traffic Signals Conversion to LED Lights The Project -Change over 200 traffic signals from incandescent bulbs to LED, with Count Down Walk-Waits and battery backup power at strategic intersections. Why Do This -Explain Improved Safety, Energy Savings, Helps Environment, Savings of Money for Taxpayers, and providing for efficient local government services. Contracting Mechanism -There is a specific state statute for guaranteed energy saving contracts in Indiana that we will follow with help from Tom Bodnar and Kathy Cekanski-Farrand (see separate detailed memos). Council must authorize and award this contract. BPW will provide the process staff support. • Project Scope - an RFP or Request For Proposals has been prepared by City Engineering staff with input from Traffic & Lighting there mirrors the format found in the guidance Tom and Kathy outlined (handout RFP and map). Budget Implications -This improvement project will self fund through energy savings. We will not ask for internal City capital funds for this equipment and installation (No big capital request). We will fund the improvement through private lease capital repaid out of energy savings. Once the lease is satisfied the energy savings continue to accrue to the benefit of City taxpayers (lower future operating budget expense). Reallocation of annual bulb changing labor to other traffic improvements (efficient and effective use of resources). See Project Economics Sheet. ~it0. pp I i ~~ 4 ~ ~' Y ~ ... ~ f ,: ~ X' ( k ~N~ sw~q. `r ~ ~~~ 1.) Request Resolution of Council authorizing advertisement of RFP, 2.) Name committee, 3.) Committee follows steps in law, 4.) Council is final contracting authority in about 3 months, 5.) Work gets completed in 8-12 months, 6.) Council receives annual audited report documenting the guaranteed savings. }... { f _ n~ '~' wA. ar.. u..r South Bend LED Traffic Signal Project Economics We have 227 signals that have incandescent bulbs and cost us $159 per month for power each....$440,000 per year for energy. Over the 10 year life of an LED lighting approach we would replace incandescent bulbs 10 times and pay $ 4.4 million for traffic signal power. If we convert to LED, we reduce the energy by 85 % saving almost $ 3.75 million over the ten years....reducing our signal power bill to about $ 660,000. The city will invite a substantial list of energy savings contractors to submit proposals to undertake the conversion project with private lease capital repaid out of the energy savings. The payback out of energy savings will be less than 10 years and then the lease will be paid off and the ongoing savings will belong to South Bend. It's guaranteed....if the energy savings fall short of the guaranteed contract the contractor writes a check for the difference---not South Bend taxpayers. Improved traffic safety, energy savings and environmental benefits, saving taxpayers money, and allowing us to practice effective and efficient local government services. A clear economic winner for South Bend. We acknowledge the help of the Notre Dame professor and class who studied this concept and have been strong technical and public policy advocates for South Bend undertaking this project. ~. ~~~,- r~=f„ ~`.:.~zs ~~._~ ,, ~- ~.~. 1~~~~ Fi1~d In Cl~rk'S OfitiCe F E B 7 2007 ao;~aa vo~~oE ... CITY C~ Er~l~, S0. BrFt~, !N. ~~ ..~: a,~a ~~~~ ~. S ~~~ ~ ~1, L~o~ Schedule for LED Traffic Signal Energy Saving Contract Process South Bend, IN ATTACHMENT B Schedule for Contractor Selection Activity Issue Public Notice and RFQ Qualifications Due Written Qualifications Reviewed and Interviews (provider list shortened) Provider Recommended Approval of Selected Provider Contract Negotiations 6/6/07 Date 2/23/07 ~, , 3/2/07 ~~t. ~~~:.?'., `~..r.,, P - _..-,~,'J~c~r~ -' ~. -- 3/26/07 4/9/07 4/23/07 5/14/07 5/14/07 Contract Presented and Signed 6/11/07 F!!~d In ~letl~'~ ®fflce F E B 7 2007 JDHN VOORDE CIl'Y CLERK, SQ. 6END, IN.