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Home My WebLink About10/19/2004, C7 - EL CHORRO REGIONAL PARK LIGHTED SOFTBALL FIELDS SPECIFICATION NO. 90269 j r council °� October 19,2004 agenda REpoRt O'�? CITY OF SAN LUIS O B I S P O FROM: Jay Walter, Acting Public Works Director Prepared By: Michael J. McGuire, Assistant Engineer(NILK SUBJECT: EL CHORRO REGIONAL PARK LIGHTED SOFTBALL FIELDS SPECIFICATION No. 90269 CAO RECOMMENDATION Authorize the sole-source purchase of sports field lighting equipment for the El Chonro Regional Park Softball Fields from Musco Sports Lighting, LLC, in the amount of$120,000. DISCUSSION On February 19, 2002, the City of San Luis Obispo entered into an agreement with San Luis Obispo County to provide improvements to the softball fields at County operated El Chorro Regional Park in exchange for the use of the softball fields by the City Parks & Recreation Department's Adult Softball League. The main improvement to the fields is for the installation of field lighting at both fields to allow for league games in the evenings. Staff requests a sole-source purchase of the lighting equipment from Musco Sports Lighting for the following reasons: 1. Purchase of the lighting directly from Musco Sports Lighting will result in a cost savings to the City of approximately$65,000. The electrical budget for purchase and installation of the field lighting represents almost two-thirds of the entire project budget of $500,000 in the conventional bid process. Representing such a large portion of the project budget allows very little funding left to achieve the other improvements necessary for adequate softball fields and provide a construction contingency for unforeseen costs. While this sole-source purchase does not include the lighting installation and ancillary equipment costs, it still provides a substantial cost savings by eliminating the distributor's and contractor's profit markup. 2. All of the City of San Luis Obispo's parks that utilize sports and field lighting are currently equipped with Musco lighting. Since the City will be responsible for all lighting maintenance, from a maintenance standpoint, all lights, replacement parts and servicing can be obtained from a single source. 3. Musco Sports Lighting is a leader in the sports lighting industry. They have provided lighting for numerous sports facilities across the United States and internationally. Musco is also the official lighting supplier for the Amateur Softball Association. They provide excellent and competitively priced lighting products. Other municipalities in California are so impressed with Musco's lighting products and service that they have entered into sole- source agreements for all their sports field lighting projects.. EI Chorro Regional Park Lighted Softball Fields Page 2 CONCURRENCES Sole-source purchasing of the field lighting from Musco Sports Lighting has the approval of Parks &Recreation, Parks Maintenance and Public Works. FISCAL IMPACT This project was approved in the 2001-03 Financial Plan (see pages 291-292 of Appendix B). Bid Process Sole-Source Purchase Design $37,000 $37,000 Field Lighting 225,000 160,000* Lighting Electrical 92,000 92,000 Other Improvements 106,000 106,000 Construction Contingency 38,000 38,000 Construction Costs 2,000 2,000 TOTAL $5009000 $4349000 * $110,400 equipment, $9,600 sales tax and$40,000 estimated installation. ALTERNATIVES Proceed with releasing the entire project (equipment and labor) for bid. This is not recommended. As construction costs continue to increase it may require some of the field improvements to be constructed of lesser-quality materials requiring more maintenance, or not be constructed at all. All of the improvements slated for this project are essential for softball fields that will be used and enjoyed by the adult softball leagues. ATTACHMENTS 1. Musco Lighting Cost Estimate. 2. El Chorro Park Cost Estimate. l://-Council Agenda Reporw7004 agenda reponsBugineetmg and Mwmmumce Services(Walw)/Capital Pmjeus Design(Lynch)/Shumut to 90269-CAR Lighting Attachment 1 Musca Lighting West Region Ilgl] TE Phone:9491/54-0503 Light-StructureVm System 800/659-0117 toll free F-mc 949754-0637 DATE: August 19, 20M 153118arranea Pkwy TO: Mike McGuire—City of San Luis Obispo Irvine,CA 92618 Fax: 805/542-9868 WWW.musco.cem FROM: Greg Winchell-Musco Sports Lighting, LLC PROJECT: EI Chorro Regional Park—San Luis Obispo, CA PROJECT M 104854 The following is our preliminary Cost Estimate for lighting your ballfields for the above subject project. EQUIPMENT DESCRIPTION Poles: Two(2) LS2-80A-(5)P One(1) LS2-80B{14)P One(1) LS2-80B-(13)P One(1) LS2-80A-(8)P One(1) LS2-80B-(9)P Four(4) LS2-70Ag6)P Includes - Galvanized steel tapered pole sections; pole top assembly with galvanized tubular steel cross arms factory welded to the pole tops;wire harness with plug-in connections from the top of the pole to the electrical enclosure box located down the pole; electrical enclosure box pre-wired and pre-assembled with ballasts, capacitors, fuses, terminal block, landing lugs and manual disconnect device. Includes the pre-stressed concrete column bases with handhole access. 'All pole structural calculations and footing design are provided and included for submittal purposed verified by a California licensed structural engineer. Soils survey to be provided by others, if necessary. Fixtures: Seventy-Eight(78) Musco SportsCluster®2, Total Light ControlTM Glare Control 1500 watt metal halide luminaire assemblies complete with factory wiring through the cross arms and factory pre-aiming. Includes lamas. WARRANTY 7 Year Warranty: The entire units from the precast concrete column to the top of the pole are UL listed with all UL listed components. Musco guarantees the entire assembly for a period of seven (7)years to be free from defects in material and workmanship. Musco will provide labor and material during the first two (2) years of warranty period. Lamp failures the first twelve (12) months will be replaced and installed by Musco at no cost to the owner. Musoo will replace lamp failures the second year to be installed by others. NOTES Electrical: To be provided by others. °f2 mu 'n -3 Attachment 1 Light Performance: Musco assumes all responsibility for field light level requirements and the off-site glare-spill light control requirements per the project plans and specifications. Specifications: Includes providing all of the lighting performance specifications, as well as, the structural design. (Pole structural calculations and footing design stamped by a licensed California Structural Engineer). Technical Consultation: Musco will provide technical on site assistance as required by the City or Installing Contractor. All fine tune aiming, if necessary, will be Musco's responsibility. This service is provided as a courtesy. Delivery And Terms: Material is FOB job site and does not include off-loading or pre- shipment of bases. Prices do not include any applicable taxes. Normal delivery to the shipping address is 4 to 6 weeks after submittal approval or release of order if later. Standard terns are 25% down for Design/Engineering Services rendered due Net 30 from approval of submittals, balance due Net 30 from shipment. Building Codes & Uniformities: All materials quoted are based on 80 m.p.h.winds as defined by 2001 CBC-C criteria. BASE PRICE Musce's L.fight-Structure2TM as described above and all aforementioned products and services: ESTIMATED COST: $110,400.00 *We will provide 5% extra lamps, 5 extra fuses, and delivery to the job site, which is included in the quoted price. Sales tax, labor, wholesale and contractor mark-ups, and unloading►of the equipment arenot included. If you have any questions or concerns, please feel free to contact me. I will be happy to meet with you at your convenience. Thank you for your interest in Musco Sports lighting. Page 2 of 2 _ _. Attachment 2 EL CHORRO REGIONAL PARK LIGHTED SOFTBALL FIELDS SPECIFICATION No. 90269 Total Budget Amount $500,000 Design Encumbered Spent Surveying (Triad/Holmes) $1,900 $1,900 Lighting Design (Thoma Electric) 16,290 10,800 Field Irrigation Design (CJP Productions) 2,750 2,993 Environmental Study (Morro Group) 12,993 10,037 Geotechnical Testing (GSI Soils) 2,600 2,890 TOTAL $36,533 $28,620 Construction Estimate Field Lighting $317,000 Barrier Netting 31,500 Field Irrigation 19,000 Parking Lot Paving/Stdping 9,500 Access Roads Improvements 10,000 Field Improvements 29,000 Fence Repairs/Field Gate 7,000 TOTAL $423,000 Summary Estimate Design $37,000 Construction 423,000 Construction Contingency @ 9% 38,000 Construction Costs (advertisement, printing, testing, etc.) 2,000 TOTAL $500,000 The following items will be purchased if sufficient funds are available: Estimate Field Prep Tractor (used) $5,000 Storage Building 5,000 (Estimates as of August 12, 2004) C ��