23-002 Service Order #2 dated 9-5-23 Tanko LED Streetlight Transition - PO 2024-179 CITY OF CUPERTINO
MASTER AGREEMENT CONSULTANT SERVICES
SERVICE ORDER NO. 2
MASTER AGREEMENT NO#:M.A. Date:
Maximum Compensation: June 30, 2024
Consultant:Firm Name:
Address:
Contact: Phone:
Email:Jason@tankolighting.com
Project Name:LED Streetlight Transition
X
City Project Management
Managing Department: Public Works Project Manager: Jo Anne Johnson
Fiscal/Budget :
Amount
$175,000
$9,190
Minus Liquidated to Date $0
$164,187
$1,623
P.O. # TBD
Date:
Approvals:
Consultant:Date:
CIP Manager:Date:
Appropriation Certification: I hereby certify that an unexpended appropriation is available in the above fund
for the above contract as estimated and that fund are available as of this date of signature
City Finance:Date:
Management Analyst
Master Agreement Maximum Compensation:
2023-07 January 1, 2023
$175,000.00 M.A. End Date:
Tanko Streetlighting, Inc.
220 Bayshore Blvd., San Francisco, CA 94124
Jason Tanko 415-254-7579
Project Description: Design and CM services for LED streetlight transition
See attached Scope of Services.
Total Previously Encumbered to Date:
Encumbrance this Service Order:
Balance:
S.O. Acc't No.: 420-99-258 700-702
Project #: ST 058.02.02
Tanko Streetlighting Master Agreement Page 1 of 1 Service Order No.
09-01-2023
Jason Tanko Sep 1, 2023
Sep 5, 2023
Sep 5, 2023
Page 1 of 6
Service Order No. 2 to Master Service Agreement Consultant Services – City of Cupertino & Tanko Streetlighting, Inc.
Service Order No. 2 – Scope of Services
Task 1.0: Pre-Construction Phase
Task 1.01: Comprehensive GIS Audit of Existing Streetlights
CONSULTANT shall perform an in‐field Geographic Information Services (GIS) audit of the existing
streetlights throughout the CITY. CONSULTANT shall:
• Work with CITY staff to define audit scope, including priority areas, municipal boundaries, and any
areas outside of the right‐of‐way that should be included.
• Develop and provide to CITY staff a list of the attributes that will be collected at each light during
the audit.
• Obtain available CITY and utility records for streetlights from CITY staff and review to determine
which should be utilized for the data reconciliation phase.
• Develop audit maps, scheduling, and dispatch auditors to the field.
• Audit and collect data on all of the existing inventory and identify attributes on‐site, including (but
not limited to):
o Global Positioning Service (GPS) coordinates (latitude, longitude) of each fixture location
and date of capture
o Fixture type
o Lamp type and wattage
o Pole material, mounting height, and arm length
o Pole ID number
o Street width and configuration (e.g., intersection, crosswalk, cul‐de‐sac)
o Electrical feed (overhead, underground)
• Visible issues (e.g., pole leaning, fixture damage, tree obstruction).
• Ensure to inspect every fixture and pole specified by the City and will provide City staff with access
to an interactive, online dashboard that will display the daily and overall progress of the audit,
any issues encountered, and a map that can be explored.
Deliverables:
• Audit Dashboard: An online, interactive dashboard listing the locations completed during the data
collection phase, along with a description of any issues that the municipality or utility would need
to devote immediate attention to – including electrical hazards, tree trimming needs, etc.
• Audit Data: Record of fixtures found in the field audit and their associated attributes, to be
provided in geodatabase, shapefile, or spreadsheet form (this deliverable will be provided after
the completion of the project).
Pricing – Task 1.01: Comprehensive GIS Audit of Existing Streetlights
Position Hourly Rate Estimated Hours Extended Price
Principal $250 5 $1,250
Project Manager $188 46 $8,648
Project Associate $156 30 $4,680
Data Analyst $156 65 $10,140
Auditor $125 363 $45,375
Total Not to Exceed Price: $70,093
Page 2 of 6
Service Order No. 2 to Master Service Agreement Consultant Services – City of Cupertino & Tanko Streetlighting, Inc.
Task 1.02: Data Reconciliation
CONSULTANT shall reconcile each asset located in the field with each record in the utility’s billing
inventory to ensure that all eligible assets have been identified.
•CONSULTANT shall identify any discrepancies via a Data Reconciliation Report, which will include
the following:
o Analysis of locations confirmed during the audit
o Analysis of locations appearing in the utility records but not in the confirmed
o audit records
o Analysis of locations confirmed in the audit records but not in the utility records
•As needed, CONSULTANT shall revisit specific locations to collect additional audit points (note this
may involve additional costs for the CITY, for which CONSULTANT can provide estimates once the
Audit Punch List is developed). CONSULTANT shall inform the CITY beforehand if there is a need
for an Audit Punch List, as well as potential remedies.
Deliverable:
•Reconciliation Report: A concise report detailing any discrepancies found between field data and
utility billing records, as well as where records tied out cleanly. Note that any locations where
discrepancies exist will be discussed prior to including them in the design phase. Further,
addressing these discrepancy locations with the utility will be the responsibility of the City, unless
it requests our team to do so (which will require an additional cost that can be provided upon
request).
Pricing – Task 1.02: Data Reconciliation
Position Hourly Rate Estimated Hours Extended Price
Principal $250 5 $1,250
Project Manager $188 36 $6,768
Project Associate $156 13 $2,028
Data Analyst $156 160 $24,960
Total Not to Exceed Price: $35,006
Task 1.03: Design
CONSULTANT shall conduct a constructability review of construction documents for the various projects.
The review will include an evaluation of the brand of fixture, photocell, replacement wattages, color
temperatures, distribution patterns and other appropriate settings and options to optimize the LED
streetlight retrofit. CONSULTANT’s approach to the constructability review may include:
•Organizing the streetlight infrastructure by roadway classifications (such a residential, collector
and arterial) and conducting a minimum of three theoretic photometric renderings for
replacement fixtures of the CITY’s preferred fixture brands and lines.
•Developing theoretic photometric renderings for one typical existing fixture per main roadway
classification (one for residential, one for collector and one for arterial) to demonstrate baseline
conditions and aid in fixture and manufacturer selection.
•Applying standard LED replacement wattage recommendations based on the location of each
existing fixture.
•Coordinating an optional pilot project installation, including selecting appropriate fixture(s) to
pilot, identifying locations to pilot in, obtaining fixtures and coordinating with an installer.
Page 3 of 6
Service Order No. 2 to Master Service Agreement Consultant Services – City of Cupertino & Tanko Streetlighting, Inc.
• Reviewing additional data sets (upon request and only if there is readily‐available data) to identify
potential areas in need of special consideration (such as available data on important localized land
uses (e.g. parks, schools, hospitals, etc.), pedestrian, vehicle use and crash data, relative volumes
of pedestrian and bicycle activity, unique neighborhood characteristics) and incorporating the
analysis of the additional data into the recommendations.
• Selecting appropriate wattages and distribution types for replacement fixtures to meet the CITY’s
needs, while maintaining the objective of providing a simplified approach that standardizes
inventory (so that the system has consistency and can be more easily maintained over time).
• Applying the CITY’s preferred products, typical models and special considerations to the design
maps of the type and wattages by location.
• Reviewing cost estimate and value engineering for various projects.
• Presenting the options and total cost/incentives/savings/payback to the CITY and relevant
stakeholders has directed by the CITY, and obtaining the CITY’s final approval.
• Guiding the CITY through how to interpret the photometrics, reviewing how the results indicate
the products’ spread of light, the distances the fixtures reach, how much back light is present
(which is wasted light), how much light is distributed directly under the fixture, and the general
containment of light in the road/right‐of-way.
• Work with the City to develop a pole-tag replacement plan, if needed.
• Providing an interactive map to facilitate the design and construction process.
• Participation in CITY Council meetings to present findings and answer questions.
Deliverable:
• Replacement Plan Maps: City-wide maps with recommended LED replacement wattages for the
City to review and approve.
Pricing – Task 1.03: Design
Position Hourly Rate Estimated Hours Extended Price
Principal $250 14 $3,500
Project Manager $188 102 $19,176
Project Associate $156 49 $7,644
Data Analyst $156 30 $4,680
Total Not to Exceed Price: $35,000
Page 4 of 6
Service Order No. 2 to Master Service Agreement Consultant Services – City of Cupertino & Tanko Streetlighting, Inc.
Task 1.04: Financing Options
CONSULTANT shall identify and assist with coordinating financing for the project, including identifying
third‐party financing, On‐Bill utility financing, etc. options.
Deliverable:
• Financing Assistance: Our team will deliver up to 2 financing options that meet the City’s
individual needs at the most competitive price possible with consideration to debt and financial
reporting.
Pricing – Task 1.04: Financing Options
Please note we are providing this Task at no additional cost to the City.
Position Hourly Rate Estimated Hours Extended Price
Principal $250 N/A N/A
Project Manager $188 N/A N/A
Project Associate $156 N/A N/A
Total Not to Exceed Price: N/A
Task 1.05: Fixture Selection
CONSULTANT shall assist with identifying product options for the CITY, including:
• Needs Assessment: Conducting initial conversations with the CITY to assess its current knowledge
of nuances, options and available products – as well as any brand/product preferences and
specific needs it may have. CONSULTANT shall present a list of specific questions the CITY during
the discussions (e.g. cost as a weighted priority and/or fixture specification, and/or twenty‐year
savings, etc.), as well as a matrix of comparative product information by major product brands.
• Product Recommendations: CONSULTANT shall explore the marketplace for available products
that meet the CITY’s needs/interests, and will recommend brands with the following elements
considered: Fixture efficiency, light distribution, country of origin, fixture flexibility (dimmable
drivers, color temperature, shields, distribution types, lighting levels, etc.), product quality (Design
Lights Consortium listed, proven product, etc.), cost, and historic performance/longevity.
Deliverable:
• Recommended Product Submittals: Technical specification submittal sheets for recommended
products.
Pricing – Task 1.05: Fixture Selection
Position Hourly Rate Estimated Hours Extended Price
Principal $250 4 $1,000
Project Manager $188 16 $3,008
Total Not to Exceed Price: $4,008
Page 5 of 6
Service Order No. 2 to Master Service Agreement Consultant Services – City of Cupertino & Tanko Streetlighting, Inc.
Task 1.06: Bid Documents
CONSULTANT shall assist with installation contractor solicitations by developing appropriate qualifications
and requirements via the following approach:
•Product Submittals: Prepare the product submittals based on the CITY’s preferences and submit
for final CITY review and approval.
•Installation Specifications: Develop the bid documents for the installation/materials bid to ensure
they include:
o Description of work
o Required installation schedule
o Reference standards
o Submittals
o Quality assurance
o Warranty
o Installation
o Field quality control
o Adjusting and cleaning
o Disposal
o Requirements for handling any potential field issues, including no power, missing wire,
etc.
o Safety standards
o Equipment requirements
o Licensing/reporting requirements
o Pricing requirements/templates
o Communication requirements, including pre‐construction and regular project progress
meetings, as well as data collection, training, documentation, and reporting requirements
o Minimum qualifications
•Procurement Coordination: Upon release of the bid, CONSULTANT shall:
o Conduct a pre‐bid conference with prospective bidders.
o Develop responses to questions and any necessary addenda documents.
o Review bid documents and assist the CITY in evaluation of bidders’ Statement of
Qualifications for responsible low bidder and assist in analyzing bid protest as may be
necessary.
o Tabulation and evaluation of bid results.
o Assist in the evaluation of bid alternatives and make recommendations on award.
o Assist in review and processing of substitution submittals during bid and construction
phase.
Deliverable:
•Bid Documents: Draft language and supporting materials for the City’s installation/materials bid.
Pricing – Task 1.06: Bid Documents
Position Hourly Rate Estimated Hours Extended Price
Principal $250 30 $7,500
Project Manager $188 47 $8,836
Project Associate $156 24 $3,744
Total Not to Exceed Price: $20,080
Page 6 of 6
Service Order No. 2 to Master Service Agreement Consultant Services – City of Cupertino & Tanko Streetlighting, Inc.
Summary of Services:
Task Not to Exceed Price
Task 1.01: Comprehensive GIS Audit of Existing Streetlights $70,093
Task 1.02: Data Reconciliation $35,006
Task 1.03: Design $35,000
Task 1.04: Financing Options N/A
Task 1.05: Fixture Selection $4,008
Task 1.06: Bid Documents $20,080
Total Not to Exceed Price: $164,187
Tanko SO 2 LED Streetlight Transition
Final Audit Report 2023-09-05
Created:2023-09-01
By:Jindy Garfias (jindyg@cupertino.org)
Status:Signed
Transaction ID:CBJCHBCAABAALV4EvrOOzToA1adt72dha62eQ02FrlJt
"Tanko SO 2 LED Streetlight Transition" History
Document created by Jindy Garfias (jindyg@cupertino.org)
2023-09-01 - 6:56:59 PM GMT
Document emailed to jason@tankolighting.com for signature
2023-09-01 - 6:58:15 PM GMT
Email viewed by jason@tankolighting.com
2023-09-01 - 7:46:49 PM GMT
Signer jason@tankolighting.com entered name at signing as Jason Tanko
2023-09-01 - 8:14:14 PM GMT
Document e-signed by Jason Tanko (jason@tankolighting.com)
Signature Date: 2023-09-01 - 8:14:16 PM GMT - Time Source: server
Document emailed to Chad Mosley (chadm@cupertino.org) for signature
2023-09-01 - 8:14:17 PM GMT
Email viewed by Chad Mosley (chadm@cupertino.org)
2023-09-05 - 3:21:13 PM GMT
Document e-signed by Chad Mosley (chadm@cupertino.org)
Signature Date: 2023-09-05 - 3:22:04 PM GMT - Time Source: server
Document emailed to Julia Kinst (juliak@cupertino.org) for signature
2023-09-05 - 3:22:06 PM GMT
Document e-signed by Julia Kinst (juliak@cupertino.org)
Signature Date: 2023-09-05 - 3:59:40 PM GMT - Time Source: server
Agreement completed.
2023-09-05 - 3:59:40 PM GMT