Agenda Item Wording:
title
Award Sports Lighting Contract - Award sports lighting construction contract and authorize City Manager to enter into an agreement with Musco Sports Lighting, as a sole-source provider, in the amount of $819,755.39; and to appropriate $964,000 from the Baseball Fund if and when the situation warrants some or all of the contract moving forward.
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Deadline for Action: 7/15/2024
Submitting Department: Community Development
Contact Name and Phone Number:
Rebecca Keenan, Senior Civil Engineer, 713-4541
Jason Huckleberry, Engineering & Building Director, 713-4495
Department Recommendation:
Staff recommends that the City Council award a sports lighting construction contract and authorize the City Manager to enter into an agreement with Musco Sports Lighting, LLC, as a sole-source provider, for turnkey services related to the LED retrofit of the existing sports lighting at the Recreation Park Ballpark, in the amount of $819,755.39; and to appropriate $964,000 from the Baseball Fund which is subsidized by the General Fund (001). It should be noted that the contract will not be signed unless or until Major League Baseball (MLB) approves the design plan. The plan was developed by Musco Lighting, a company that works closely with MLB, and generally understands their specifications. Approval is expected, but work will not proceed until the plan receives the appropriate approval. Also, portions of the contract will not be authorized by the City Manager unless or until an agreement is reached with First Pitch Entertainment. There are portions of this plan that are intended to meet the MLB requirements if there is an agreement reached with the company that owns the team and signed an agreement with MLB to meet the MLB facility requirements. Approval for the entire project is requested by City staff in an effort to keep the project moving ahead so it can be completed during the off-season if warranted.
Background Discussion:
This project will retrofit eight (8) existing sports lights at the Recreation Ballpark, to comply with new Minor League Baseball LED lighting requirements. The existing system does not meet the new illumination requirements. This is the third phase of the Recreation Park Lighting Project. In April 2013, Phase 1 of the project installed two Musco lights & poles behind the grandstands to light the infield (A1 & A2 poles). Phase 2 of the project installed Musco lights & poles along the outfield fence to light the outfield, and was completed in April 2015 (C1, C2, D1, D2 poles).
There are also two existing light towers (B1 & B2 poles) located near the 1st Base and 3rd Base lines. Those two lights are original to the park and were not previously updated. Pole B2 is located in a well, nestled into the stadium seating and it would be very challenging to replace it with a new Musco pole & footing. For this reason, the City hired 4Creeks, Inc. to perform a field investigation and analysis of the two existing light towers and footings to determine if they could be retrofitted with new LED light fixtures. 4Creeks’ subconsultant, Krazan, performed Sonic Echo testing on the existing foundations and anchor bolts. The information obtained from this testing was used by 4Creeks to perform an analysis of the two light towers. Based on their analysis, they found that the two towers are acceptable for re-use and installation of the proposed lighting upgrade. Re-using the two existing light towers will help to keep the construction cost down, since removing them and replacing them with new Musco poles would require an extensive amount of demolition and construction accommodations due to the surrounding seating & buildings.
This Phase 3 project will retrofit all eight poles/towers with new LED light fixtures (A1, A2, B1, B2, C1, C2, and D1, D2). The six existing Musco poles, and two existing ‘B’ towers will remain in place, and Musco will install the new LED fixtures. The ‘B’ poles will require customized fixtures that are fabricated to attach to the towers. All eight (8) new LED fixtures will be covered under the Musco assurance and warranty program that includes materials and onsite labor for 25 years. The six previously installed Musco poles will continue to be warrantied under their original 25-year warranty, however, the two existing ‘B’ towers will not be covered under the Musco warranty program since they are not a Musco product. In addition to the LED retrofit, this project will also include accent lighting on the 4 outfield poles (C1, C2, D1, D2 poles). The accent lighting will allow highlighting of the poles in a variety of colors.
Staff recommends award of this contract to Musco as a sole-source provider since the existing lighting system, including the A, C, and D poles/lights are Musco equipment, and include remote electrical components. Opening up the retrofit to a new manufacturer would cause issues with compatibility since the two different systems may not function together. That could potentially lead to having to replace many more of the existing components in order to have them operate cohesively. In addition, combining the existing Musco system with another could impact the warranty coverage.
Fiscal Impact:
The total budget for completion of Phase 3 of the light project is estimated at $964,000. This budget amount includes the $819,755.39 to be awarded to Musco, plus contingency, staff, permitting, and consultant costs. Award of this project will require an appropriation of $964,000 from the Baseball Fund which is subsidized by the General Fund. The budget is further broken down in the Table 1:
TABLE 1
|
Budget |
|
MiLB Lighting Upgrades |
|
LED upgrade 8 poles + Accent Lighting 4 poles |
|
|
|
|
Design |
Cost |
|
Project Management |
$12,335 |
|
Consultant - Structural for B1 & B2 |
$10,700 |
|
Consultant Electrical Contingency |
$16,190 |
|
Design Subtotal: |
$39,225 |
|
Construction |
|
|
Musco Total |
$819,755.39 |
|
Construction Contingency (10%) |
$81,975.54 |
|
Construction Subtotal: |
$901,731 |
|
Construction Support |
|
|
Construction Management |
$13,106 |
|
Construction Building Permit & Inspection |
$9,251 |
|
Construction Support Subtotal |
$22,358 |
|
|
|
|
Total Budget |
$963,314 |
|
Appropriation Request |
$964,000 |
Prior Council Action:
July 6, 2015: City Council authorized staff to file a Notice of Completion for the Rawhide Stadium Outfield Lighting Improvements project for a final contract price of $147,331.82.
Alternatives: None recommended.
Recommended Motion (and Alternative Motions if expected):
recommendation
I move to award a sports lighting construction contract and authorize the City Manager to enter into an agreement with Musco Sports Lighting LLC, as a sole-source provider, as described in this staff report, and to appropriate $964,000.00 from the Baseball Fund if and when the situation warrants moving forward with some or all of the contract.
end
Environmental Assessment Status: None required.
CEQA Review: None required
Attachments:
1. Location Map
2. Pole Map