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Home My WebLink About9/17/2003 - STAFF REPORTS (2) DATE: September 17, 2003 TO: CITY COUNCIL AND COMMUNITY REDEVELOPMENT AGENCY FROM: DIRECTOR OF THE DOWNTOWN DEVELOPMENT CENTER PURCHASE OF FIFTEEN "UPTOWN" DECORATIVE LIGHT FIXTURES FOR HERITAGE DISTRICT LIGHTING PROGRAM RECOMMENDATION: Approve Resolutions authorizing the purchase of fifteen additional "Uptown" decorative light fixtures from Delta Lighting Systems, Inc.,at the total cost of $22,978.13, to be installed on foundations being constructed by the Agency in conjunction with participating property owners in the "Uptown Heritage District". SUMMARY: The Agency needs to purchase fifteen additional standard "Uptown" lighting fixtures for installation within the "Uptown Heritage District". These decorative lighting fixtures are to be installed in conjunction with private property owners in the Heritage District area who have requested to be included in the lighting program for that area per the terms and conditions of the City's standard "Reimbursement Agreement". The City will actually own, operate and maintain all of these fixtures in a manner consistent with the rest of the "Downtown" and "Uptown" decorative lighting programs. BACKGROUND: In August of 1992, the City/ Agency entered into a competitive bid process for the purchase of themed, decorative light fixtures in "Downtown" Palm Springs. As a result of this process, City Council awarded the contract for the production and delivery of these fixtures to Delta Lighting Systems, Inc. of Corona, CA. The unit price for these fixtures has been held constant by Delta since the initial award in 1992. Subsequently, the City requested Delta to slightly modify the selected Downtown street lighting fixture for additional use as: 1) "Downtown" parking lot lighting fixtures; and 2) "Uptown" street lighting fixtures. Since then, the City has continued to specify the original and the two (2) slightly modified versions of this fixture for use in "Downtown" and "Uptown", and Delta has continued to hold unit prices constant for each version. C �� - Q.- Page Two Now, several property and business owners in the "Uptown Hereitage District" have requested that additional standard "Uptown" fixtures be acquired and installed adjacent to their properties, and they have agreed to sign the City's standard Reimbursement Agreement in the amount of $1,620.00 per fixture in this regard. • The Director of Procurement and Contracting for the City of Palm Springs recommends that this specific purchase of "Uptown" decorative lighting fixtures be approved on the basis of declaring Delta Lighting Systems, Inc. a "sole source" provider of these fixtures. The reasons for this recommendation are summarized as follows: • The Director of Procurement and Contracting has checked with other manufacturers of lighting. They could make fixtures identical to Delta's, but they say they will not for the type of quantities of fixtures we are requesting because the cost of retooling is too high to justify the effort. Also, there is a concern that if they duplicate Delta's design, Delta will also duplicate theirs. • There are roughly similar products available which can be powder coated to match the existing fixtures, but they are noticeably different and more expensive. Delta won the competitive bid in 1992, and has held unit prices constant since the initial bid process. • The purchase of the lights is not a net drain on general fund money. The City is basically acting as an aggregator to achieve economies of scale and standardization to benefit the appearance of Uptown and the private businesses located there. As summarized above, there is a current need to purchase an additional fifteen standard "Uptown" lighting fixtures in order to implement the Heritage District lighting project scheduled for the current Fiscal Year. The total cost of the fifteen standard "Uptown" fixtures (Model DJ 2224) from Delta is $22,978.13 including sales tax and delivery charges. There are sufficient funds in the Merged Project Area Number One Capital Projects Account for the "Uptown Decorative Lighting Program" in the FY 2003-04 CRA Budget (Account 811-8191-65116) to cover this purchase. The Agency will actually fund the purchase of the lighting fixtures from Delta Lighting Systems, Inc. In the case of the fifteen private property owner requested fixtures, per the terms and conditions of the City's standard Reimbursement Agreement, the City will collect the payments from the "Uptown" property owners involved and then reimburse the Agency. The City will actually own, operate and maintain all of these fixtures in a manner consistent with the rest of the "Downtown" and "Uptown" decorative lighting programs. Page Three e JF R GB N �JHN RAYMOND ,e for o Downtow Development Redevelopment Director HAROLD E. GOOD Director of Procurement and Contracting APPROVED"''-"' City Manager ATTACHMENTS Resolutions (2) Concurring Minute Order REVIEWED BY DEn OF FINANCE ra .� - 3 FROM FAX NO. Aug. 25 20003 02:51PM P1 s� U014TINQ SYSTIMMS, INC. 165 9USINESS CENTER ORNE, CORCNA, CA, 91720 Pho 900-280-1950 .. .,_ Fay: 909-279-6606 Emad De.1fWg,;:1ac1 com August 25, 2003 City oCPalni Sprints Downtown Development Center 109 South Tndia.n Canyon Drive Palm Springs, CA 92262 Attention: .terry Oghurn Sutjject: Uptown Lighting Dear Jerry, Following is the nu.rrcnt pricing for the Uptown Lighting,per your request: 47ty. Descripti Oil Unit Price Extension 15 DJ2224-1OONlV-120-(Finish) @ $1,425.00 — $21,375.00 -With Lainps -Finish: Sherwin Williams #SW2810- Preservation Palette Aookwood Sash Green Powder Coat 7.5% Sales Tax — - 1,603.13 Total = $ 22,975.13 Delivery is approximately eight to ten weeks after receipt of the purchase order, l.f we can be of further assistance, please do not hi:sitatc to call. 1-Sloe rely, Delta 1, Ming System , s. irk M, Shecho� president TMS/mis cc, RESOLUTION NO. OF THE COMMUNITY REDEVELOPMENT AGENCY OF THE CITY OF PALM SPRINGS, CALIFORNIA AWARDING THE ACQUISITION OF FIFTEEN ADDITIONAL STANDARD "UPTOWN" DECORATIVE LIGHTING FIXTURES TO DELTA LIGHTING SYSTEMS, INC. IN THE AMOUNT OF $22,978.13. ---------------- WHEREAS, the Community Redevelopment Agency of the City of Palm Springs ("Agency") has been coordinating the redevelopment of project areas along Palm Canyon and Indian Canyon Drives within the City; and WHEREAS, as part of the redevelopment process, standard "Uptown"decora- tive light fixtures have been and continue to be installed along Palm Canyon Drive and Indian Canyon Drive within the "Uptown"commercial area; and WHEREAS, such light fixtures are purchased by the Agency and reimbursed at the rate of$1,620.00 per fixture to the Agency by the City of Palm Springs; and WHEREAS, the City of Palm Springs is reimbursed the $1,620.00 per fixture by the property owner requesting the fixture(s) pursuant to the City's standard Re- imbursement Agreement, in the amount of$1,620.00 per fixture;and WHEREAS, there is a need to acquire fifteen (15) additional standard fixtures pursuant to requests from property owners within the"Uptown Heritage District'. NOW THEREFORE BE IT RESOLVED by the Community Redevelopment Agency of the City of Palm Springs as follows: S cte ion 1. That the purchase of fifteen (15) additional "Uptown"decorative light fixtures from Delta Lighting Systems in the amount of $22,978.13 is hereby approved. Se i n 2. That the Agency shall be reimbursed by the City of Palm Springs at the rate of$1,620.00 per fixture, pursuant to the City's collec- tions from property owners in accordance with the terms and con- ditions of the standard Reimbursement Agreement between the City and the property owner. ADOPTED this 17th day of September, 2003. AYES: NOES: ABSENT: ATTEST: COMMUNITY REDEVELOPMENT AGENCY OF THE CITY OF PALM SPRINGS By Assistant Secretary Chairman /� REVIEWED AND APPROVED AS TO FORM ( a mQaw- 6