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Exhibit 1 - Agenda Information Sheet City of Denton _____________________________________________________________________________________ AGENDA INFORMATION SHEET DEPARTMENT: Procurement & Compliance CFO: Antonio Puente, Jr. DATE: September 17, 2019 SUBJECT Consider adoption of an ordinance of the City of Denton, a Texas home-rule municipal corporation, authorizing the City Manager to execute a contract with Techline, Inc., for LED luminaires for street lighting, providing for the expenditure of funds therefor; and providing an effective date (RFP 6991 – awarded to Techline, Inc. in the five (5) year not-to-exceed amount of $4,000,000). The Public Utilities Board recommends approval (7 - 0). RFP INFORMATION/BACKGROUND The technology surrounding Light Emitting Diode (LED) street lights has come to a level of substantiation that their use is now a practical, and cost reducing, option for many cities to consider. A program to retrofit every luminaire in Denton with LED is a large project. Proper research, preparation, and planning are imperative prior to implementation to achieve needed results as efficiently and cost effectively, as possible. On June 6, 2016 Denton Municipal Electric (DME) was given approval from the Committee on the Environment for a 2 to 3-year study of LED lighting technologies in preparation for a city-wide retrofit project to replace all the high-pressure-sodium (HPS) and mercury vapor (MV) street lights in the City of Denton with LED technology. This study was to provide DME with performance evidence related to LED technologies and available products. During the initial lighting study, DME reviewed luminaire offerings from eight (8) manufacturers that participated in the evaluation through the City of Denton Purchasing process. The evaluated luminaires were based on the luminaire’s equivalency to the current lighting values now in use in Denton: 100-watts, 250-watts, and 400-watts. A total of thirty-six (36) luminaires, covering all three lighting equivalencies, were provided to DME. The luminaires were installed in a controlled area and data was collected related to each luminaire offering. Each luminaire’s performance was scored based on numerically based parameters such as actual power used vs. specification power, efficacy, lumens calculated vs. lumens recorded, warranty, expected life in hours, weight, availability of products to meet all three lighting equivalencies, and other functionality such as the ability to be dimmed. From the controlled area study three (3) manufacturers were selected as acceptable vendors to be included in RFP 6991. A second study, the LED Pilot, was implemented to garner input from the citizens of Denton as to what lighting levels the citizens deemed appropriate, plus gain input related to color rendition, color temperature and effectiveness of the proposed lighting. The LED Pilot, which was in place from December 11, 2018 to January 15, 2019, utilized three roadways, shown in Figure 1, which have street lighting close to the current code light spacing. Due to concerns received from TWU students, Bell Avenue had two additional lights City Hall 215 E. McKinney Street Denton, Texas www.cityofdenton.com installed. This action increased the lighting along Bell Avenue through the TWU campus. Each roadway had low, medium, and high levels of lumens for each light equivalency installed. The LED Pilot helped identify the lighting needs based on the current Denton street lighting standard of one light at approximately 300-foot spacing. This one-size-fits-all, 300-foot spacing, may not supply “acceptable” lighting for today’s needs of Denton’s citizens. This spacing was considered acceptable when it was approved as part of the City Municipal Code; and in fact, the 300-foot spacing is still a standard in several cities that have not updated older codes. The purpose of the LED retrofit program is to replace all non-LED lights in Denton; however, changing and adjusting the current spacing of the luminaires is not considered part of the LED retrofit project. Redo of the current streetlight pole spacing now, would be too costly and would prevent the City of Denton from quickly taking advantage of LED streetlight in a timely manner. DME Engineering is working with the City of Denton Engineering to establish new lighting levels and street lighting design standards. These new standards will be brought to the Council at a future meeting for consideration and approval. The LED Pilot focused on a few more technical aspects of luminaire and lighting quality; therefore, a short primer on lighting terms and concepts may be helpful. Lumen vs. Lux: When the light leaves the luminaire, it is known as lumen; when light hits the ground, it is known as lux. Correlated Color Temperature (CCT): The Illuminating Engineering Society of North America defines CCT as a specification of the color appearance of the light emitted by a lamp, relating its color to the color of light from a reference source when heated to a particular temperature, measured in degrees Kelvin (K). CCT ratings provide a “warmth” or “coolness” measure of its appearance. CCT measurements are counter-intuitive to the temperature scale in the sense that the lower the temperature (i.e. 3000 K), the “warmer” the light is considered; whereas, the hotter in temperature (i.e. 5000 K) the “cooler” the color. CCT is a good indicator of a lamp’s general appearance but does not give data on a lamps spectral power distribution. What this means is that even though the light from two lamps may appear to be the same, their effects on color can be very different. Figure 1 Color Rendering Index (CRI): The color of the light, or CRI, that LEDs emit is much higher than provided by HPS; therefore, the eye’s ability to render color is better. Blues appear to be blue, etc. Lighting Patterns: Manufacturers of luminaires produce products with several standard lighting patterns (Table 1). Each lighting pattern has both its advantages and disadvantages. DME currently uses a type III lighting pattern. Light Pattern Typical Use Type I distribution is generally for lighting walkways, paths, and sidewalks. This lighting should be placed near the center of the pathway. Type II distribution is used for wide walkways, on-ramps, entrance roadways, as well as other long narrow lighting. It is meant for lighting larger areas and is usually installed near the roadside. Type III distribution is meant for roadway lighting, general parking areas, and other areas where larger lighting requirements exist. The lighting is placed on the side of the area, allowing light to project outward and fill the area. Type IV distribution produces a semicircular light meant for mounting on the sides of buildings and walls. Type V produces a circular distribution that has the same intensity at all angles. Table 1 To provide for study standardization, all luminaires in the LED Pilot were from a single manufacturer, a CCT of 4000 K, a CRI of 70, and a type III lighting pattern. Research has not identified any purely quantifiable perfect combination of lumens, CCT, and CRI. DME worked with Jessica Rogers to place a map on the city’s website with a link to a Survey Monkey questionnaire. The map and link were available through the end of the survey period. DME reviewed the survey responses and made appropriate design and RFP purchasing decisions for the lumen levels most favored in the survey. Please see Exhibit 2 for a report of the Survey Monkey responses. Responses given through input from the City of Denton Facebook page, and through articles published in the Denton Record Chronicle were also considered. Before and after pictures were taken along the LED Pilot roadways (Exhibit 3). The advantages related to the retrofit of the current luminaires in Denton to LED is very identifiable. Citizen input from three (3) feedback sources (Survey Monkey, Denton Record Chronicle, and Facebook) provided DME Engineering solid direction on design and light level considerations. 1. Even though white light (4000 K) is preferred at a near 3:1 ratio in the Survey Monkey, there was concern this brighter white, at some levels of equivalency, may be too much for some areas of Denton – namely the residential areas. 2. Medium to high lumen values appears to be preferred. Review of the comments led DME to believe 400-watt equivalencies for Sherman Dr. were too much. A lesser equivalency, such as 250 would likely be more appropriate for this area. ***A subsequent field check of Sherman Dr. identified some of the poles with LED luminaires were leaning such that the homes across the street were getting light from angles not intended to be pointed towards houses. DME maintenance personnel straighten poles and re- leveled luminaires, so the proper angle associated with the light would be in place. A quick check with this customer disclosed he was happy with the changes which were made.*** 3. The Type III lighting pattern, which disperses light further forward and less horizontally, may trespass into areas where some citizens do not want additional lighting. 4. There was an overall positive reaction that LED lighting will provide benefits and safer roadways. LED Street Light Design Recommendations 1. The Type III illumination pattern, which is currently in use by DME, is a bit broader in relation to light going to the front and back of the luminaire. This distribution is meant for roadway lighting, general parking areas, and other areas where larger lighting requirements exist. The luminaire is placed on the side of the area, allowing light to project outward and fill the area. As a response to concerns conveyed in the comments regarding light trespass, DME recommends moving to a Type II illumination pattern. Type II illumination is a bit more elongated to the sides of the luminaire and is typically used for wide walkways, on ramps, entrance roadways, as well as other long narrow lighting. This pattern lessens the light throw to the front of the luminaire thus minimizing light trespass; but, also extends the horizontal light from the luminaire farther down the roadway to help fill in additional dark areas on the street between existing luminaires. 2. As mentioned, there were three (3) different equivalencies studied including 100-watt, 250-watt, and 400-watt. a. DME recommends 400-watt equivalents at 4000 K luminaires with a Type II illumination pattern be utilized only on major thoroughfares such as IH-35, US380 (University), Loop 288. Many of these roads are directly adjacent to areas where there is high pedestrian traffic as well as people crossing these major thoroughfares. The width of these roads, and for the provision of safety to traffic other than vehicular, requires the additional light provided by 4000 K luminaires. Also defined for this class of thoroughfare is Ft. Worth Dr./Carroll Blvd., US 77 (Dallas Street – IH-35 to railroad bridge, and north of Loop 288 to IH-35), and McKinney St. b. DME recommends 250-watt equivalents at 4000 K luminaires with a Type II illumination pattern for minor thoroughfares such as Dallas Dr., Sherman Dr., Bell Ave., Mingo Rd. and Bonnie Brae. c. DME recommends 100-watt equivalents at 3000 K luminaires with a Type II illumination pattern in all residential areas. The warmer, 3000 K color temperature will provide a more subdued light. 3. All new cobrahead luminaires will have an uplight rating of zero (0) which means light traveling upward is clipped off (dark sky). 4. DME knows some luminaire poles will need to have additional work done on them to minimize issues associated with light into areas it is not intended to be going. DME will include funding in the project so maintenance crews will be able to replace and/or repair poles and arms such that the light installations are level. This will assure light, intended for the streets, hits the streets and minimize light trespass into yards. Deployment Denton Municipal Electric maintenance crews will be the primary implementers of the retrofit project. Use of DME crews was deliberate in order to keep the overall project cost reasonable. Retrofitting over 7,800 street lights and 2,085 security lights (nearly 10,000 lights) is a large, multi-year project which must be managed carefully to assure the work is completed timely and completely; while being fiscally responsible of the millions of dollars in material and labor costs. To facilitate the everyday process of maintaining street lights in Denton, a grid map was developed that partitions DME’s service territory into segments. Maintenance crews have been assigned territories based on these segments. If a street light needing maintenance falls within a grid segment, the assigned crew is responsible for repair or replacement. During retrofit implementation, the use of the grid map will allow for a manageable, well-planned, and logical execution of the retrofit project. Retrofitting street lights will provide the most impact and benefit to the citizens of Denton; therefore, street lights are the priority for the retrofit project. Deployment of the LED retrofit for street lighting is currently being planned to start at the core of the City (the square area), then move – based on the segments – in a circular fashion until all the street lights have been retrofitted with new LEDs. As mentioned at the Council meeting on August 13, 2019, there are specifically identified corridors (IH-35 and Carroll) that will be separated and completed as a coordinated “project” on their own. By completing the project by the organized segments, good record keeping for DME’s GIS data, project deployment status, and asset inventory can be maintained. Security lights are planned to be replaced. Security lights will initially be replaced if they no longer function and routine maintenance action is required. New installations of security lighting will be LED. Replacement of security lighting is scheduled to be done after the completion of the street lights to maximize the highest number of LED lights deployed across Denton in the shortest timeframe. Parks Lighting DME queried its GIS database to obtain a count of street lights and security lights maintained by DME and within the polygons which identify the City of Denton Parks. The result of this query identified 27 lights as street lights and 132 lights as security lights for a total of 159 lights. These 159 lights will be included in the retrofit program and will be replaced based on their position within the lighting retrofit segments used to manage the large project. It is known, Parks has more lights than the 159 mentioned previously. However, these lights are not maintained by DME, but are maintained by Parks Department staff or through their contracts. The contract amount DME is requesting will provide funding for replacement of the 7800 plus LED street lights and allows for purchase of luminaires for major planned street lighting installations such as University, Loop 288, and FM 2499 as examples. Security lighting is included in the LED luminaire contract request. DME has no issue with Parks utilizing the contract for LED lights to perform any appropriate retrofit for the lights under their control; however, there is a caution that should be brought forward. If Parks decides to utilize this contract for their lighting replacement, thoughtfulness and coordination should be taken to not check out all the warehouse LED light inventory levels, or over burden the contract value, such that the street light retrofit project and major lighting projects are put in jeopardy from cost and/or timeline perspective. Areas covered by Home Owners Association: Denton has several neighborhoods under a Home Owners Association (HOA) with street lights. Even though an HOA exists, many of the street lights are still maintained by DME. Therefore, the street lights in HOA areas are included in the 7,800+ street light count and will be retrofitted by DME during the project. Other areas, where the street lights are under private ownership, will not be changed out by DME. Areas with street lights provided by other electric utility suppliers: Denton has areas and developments which get their electric service from other providers such as Oncor or CoServ Electric. One example is Robson Ranch which is served by CoServ Electric. Unless DME maintains the street lights in these areas, the HOA will need to work with their electric provider to replace street lights with LED technology. For consistency, DME will be happy to work with either Oncor or CoServ electric by providing them with the LED luminaire technical standards for the LED lighting to be used within Denton. Security Lighting Another query of the GIS database identified 2,085 security lights on the DME system. It is estimated that a service call for the replacement of a security light cost approximately $375.00 per incident. If only 25% of security light customers ask for early replacement of their light, this would add nearly $200,000 to the cost. This does not include cost of lost time or additional inefficiency that may be a result of pulling a maintenance crew off their schedule and expected productivity for the street light retrofit. Considering this, DME recommends replacement of security lighting only be done on an as-needed basis or after the completion of the retrofit of the street lights. DME recognizes, and supports, the Council’s desire to replace all mercury vapor and high-pressure-sodium lighting products with more efficient LED options. With close to 10,000 lights included in the project, implementation needs to be managed carefully so that minimal issues are experienced. DME believes that maintaining its current deployment plan will provide the best opportunity to achieve project success while also providing fiscal responsibility from both asset and staff aspects. ESTIMATED PAYBACK (LUMINAIRE RETROFIT ONLY) Estimated Project Cost: $3,933,645 Annualized Savings1: $643,014 per year 1 Based on 10-year life-cycle cost including energy savings, materials, and labor of anticipated maintenance for HPS vs. LED lighting. Requests for Proposals was sent to 849 prospective suppliers of this item. In addition, specifications were placed on the Materials Management website for prospective suppliers to download and advertised in the local newspaper. Ten (10) proposals were received and six (6) proposals meeting specifications were evaluated based on published criteria including delivery, compliance with specifications, probable performance, and price. Based upon this evaluation, Techline, Inc. was ranked the highest and determined to be the best value for the City. $- $2,000,000 $4,000,000 $6,000,000 $8,000,000 $10,000,000 $12,000,000 Yr 1 Yr 2 Yr 3 Yr 4 Yr 5 Yr 6 Yr 7 Yr 8 Yr 9 Yr 10 Yr 11 Yr 12 Yr 13 Yr 14 Yr 15Cost Year HPS to LED Conversion Est Project Cost Annualized Savings PRIOR ACTION/REVIEW (Council, Boards, Commissions) On September 9, 2019, the Public Utilities Board (PUB) recommended this item to the City Council for consideration. RECOMMENDATION Award a contract with Techline, Inc., for the supply of LED Luminaires for street lighting, in a five (5) year not-to-exceed amount of $4,000,000. PRINCIPAL PLACE OF BUSINESS Techline, Inc. Fort Worth, TX ESTIMATED SCHEDULE OF PROJECT This is a five (5) year contract. FISCAL INFORMATION These items will be funded from DME Department account 645082645. These products and services will be ordered on an as-needed basis. The budgeted amount for this item is $4,000,000. The bid included four (4) different sections (A – D) for luminaire options: 1) CCT of 4000 with high lumen output, 2) CCT of 4000 with medium lumen output, 3) CCT of 3000 with high lumen output, and 4) CCT of 3000 with medium lumen output. Each section included lighting with type II and type III patterns, as well as for gray and bronze/black luminaires. Quantities often included repeats of luminaires requirements based on possible combinations of CCT, pattern, and color. These multiple combinations added provided the value calculated as a total of sections A – D. DME limited its budget to the lighting required for the retrofit; plus, additional luminaires which would be needed to provide future lighting projects such as University/US 380, Loop 288, FM2499, and subdivisions or other developments that will require new lighting during the five-year period of the contract. However, if needed, the additional bided products gives DME the additional flexibility to purchase them if a need becomes evident. EXHIBITS Exhibit 1: Agenda Information Sheet Exhibit 2: Survey Monkey Results Exhibit 3: Before and After Pictures Exhibit 4: Pricing Evaluation Exhibit 5: Ordinance and Contract Respectfully submitted: Lori Hewell, 940-349-7100 Purchasing Manager For information concerning this acquisition, contact: Jerry Fielder, 940-349-7173. Legal point of contact: Mack Reinwand at 940-349-8333.