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APPROVE A MOTION TO ENTER INTO A COOPERATIVE PURCHASING AGREEMENT FOR SOLAR LIGHTING
recommended action
RECOMMENDATION
It is recommended that the City Council approve a motion to:
1. Approve findings pursuant to Stockton Municipal Code section 3.68.070 in support of an exception to the competitive bidding process.
2. Approve the use of a Cooperative Purchase Agreement through BuyBoard National Purchasing Cooperative, Contract No. 725-24, to purchase solar lights.
3. Authorize the City Manager to execute a contract in the amount of $387,527 with Fonroche Lighting America of Fort Worth, TX, to purchase solar lights for the Weston Ranch Greenbelt, within Weston Park, and Van Buskirk Park sport courts.
It is also recommended that the City Manager be authorized to take appropriate and necessary actions to carry out the purpose and intent of this motion.
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Summary
The proposed Cooperative Purchase Agreement (COOP) with Fonroche Lighting America is for the purchase of 100 solar lights to be installed along the Weston Ranch Greenbelt, within Weston Park, and Van Buskirk Park sport courts (Attachment A). The Fonroche Lighting America agreement was established through a competitive bid process conducted by BuyBoard National Purchasing Cooperative (BBNPC), based in Texas.
It is recommended that Council approve a motion authorizing the City Manager to execute a COOP through a BBNPC contract with Fonroche Lighting America, in the amount of $387,527, for the purchase of solar lights (Attachment B).
DISCUSSION
Background
The City is responsible for the operation and maintenance of approximately 63 parks, 159 courts (tennis, basketball, and handballs), and approximately 717 lights within the City’s parks and public spaces. The copper wires that conduct electricity to the lights are accessed by pull boxes located next to the light. Wire thieves break into the pull boxes to steal wire and sell it to recyclers as scrap metal. Light wire theft has increased dramatically in the last decade, coinciding with the increase in copper value. This is not unique to Stockton; it is an issue that other agencies and industries must contend with nationwide.
In August 2024, staff installed 17 solar streetlights along March Lane Underpass median between Bianchi Road and Fred Russo Drive as a test pilot. The project is roughly four months underway and appears to look promising in terms of providing ample light during inclement weather and proving to be less attractive to theft and vandalism.
The Fonroche Lighting America agreement was established through a competitive bid process conducted by BBNPC. The BBNPC is a cooperative based in Texas formed to streamline the purchasing process for public agencies and leverage volume purchasing for better prices. All BBNPC contracts are competitively solicited nationally, reviewed, evaluated by a committee, and recommended to the BBNPC board for consideration of award. The use of these contracts is available to BBNPC members, including the City of Stockton.
The Procurement Division of the Administrative Services Department confirms that participation in cooperative purchasing programs provides cost savings and reduces staff time in developing bid specifications or hiring an outside consultant to write and review all bids since COOPs have been established through a competitive bidding process. The Procurement Division has determined that the process used to establish the BBNPC COOP was awarded through a competitive process and meets the City’s procurement requirements.
Present Situation
Due to vandalism and copper wire theft, numerous lights need to be repaired or replaced along the Weston Ranch Greenbelt, within Weston Park, and Van Buskirk Park sport courts. In an effort to combat the vandalism and reduce maintenance costs, Public Works is recommending the installation of solar lighting within these locations (Attachment A).
Fonroche Lighting America provides 100 percent off-grid solar lighting systems, removing the need for copper wire. This project will complete the second phase of evaluating the use of solar lighting throughout the City. Phase two is specific to pathways, parkway, and sport courts areas. New light poles will be installed using existing concrete foundations and solar modules will be assembled on the tops of the poles, making them difficult to access and vandalize.
Standard lead time for materials is four to six weeks upon issuance of the contract. City staff will begin installation of the solar lighting once all material arrives. Work is anticipated to begin spring 2025 and should be completed by summer 2025.
It is recommended that Council approve a motion authorizing the City Manager to execute a COOP through a BBNPC contract with Fonroche Lighting America, in the amount of $387,527, for the purchase of solar lights (Attachment B).
Findings
Stockton Municipal Code (SMC) section 3.68.070 (A)(5) provides an exception to the competitive bidding process where the City accesses the terms of a competitively bid and negotiated cooperative purchase agreement, and where the City Council has approved findings that support and justify the exception. The following findings support and justify an exception:
1. Procurement staff confirmed that the BBNPC contract was solicited and awarded by a lead public agency through an open and competitive process and meets the City of Stockton’s procurement requirements.
2. Participating in the BBNPC agreement is in alignment with the City’s standard procurement practices.
3. Utilizing the BBNPC contract simplifies the procurement process and reduces administrative time and cost associated with the solicitation, evaluation, and award process.
FINANCIAL SUMMARY
There are sufficient funds in the Weston Ranch Area Improvements, Project No. WP18004, to award a contract to Fonroche Lighting America of Fort Worth, TX, in the amount of $387,527.
There is no additional impact to the City’s General Fund or any other unrestricted fund as a result of taking the recommended actions.
Attachment A - Project Vicinity Map
Attachment B - COOP with Fonroche Lighting America