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HomeMy WebLinkAbout01 - CC-5 - Purchase of Sports Lighting Equipment - 3/15/2011CITY COUNCIL AGENDA REPORT MEETING DATE: MARCH 15, 2011 ITEM NUMBER: SUBJECT: PURCHASE OF SPORTS LIGHTING EQUIPMENT FOR DAVIS FIELD AT LIONS PARK DATE: MARCH 3, 2011 FROM: PUBLIC SERVICES DEPARTMENT/ENGINEERING DIVISION PRESENTATION PETER NAGHAVI, DIRECTOR, DEPARTMENT OF PUBLIC SERVICES BY: FOR FURTHER INFORMATION CONTACT: ERNESTO MUNOZ, CITY ENGINEER, (714) 754-5335 RECOMMENDATION: Authorize the sole source purchase of sports lighting equipment for the lighting of Davis Field at Lions Park from Musco Sports Lighting, 4 Jenner, Ste. 100, Irvine, CA 92618 for $150,075.00. BACKGROUND: Davis Field at Lions Park is currently used as a multipurpose facility that allows the City's Recreation Manager the flexibility to program different user groups, and utilize the site as a ball field or the outfield as a utility field. The City intends to continue using the site in the same fashion to satisfy the demand for games and practice fields throughout the year. The facility is well maintained, but the flood lighting and controls have reached the end of their useful life and need to be replaced. A design contract was awarded to Design West Engineering to design a new lighting system that is more energy efficient, similar to the lighting systems that were installed at the TeWinkle Park Athletic Complex and the Farm Sports Complex. The proposed lighting system includes the latest lighting control equipments designed to not only program hours of operation, but are also equipped to control the light fixtures so that only those needed for a specific activity are activated. The new lighting system is designed to provide a higher quality of light on the fields while reducing the amount of spill light and glare projected onto adjacent properties. Staff anticipates the City will realize energy savings in the range of $39,000 over a 25 year period resulting from this installation. The construction documents for the installation of sports lights on Davis Field have been completed and a contract for the installation of the lights has been advertised with an anticipated bid opening date of April 4, 2011. ANALYSIS: The Public Services Department has submitted a sole source request for the purchase of the sports lighting equipment for the following reasons: ➢ The electrical system and wiring was designed based on Musco Light Structure Green's low electrical power demands. ➢ Musco's Light Structure Green fixtures provide the required light levels on the field with fewer fixtures while at the same time reducing light spill and glare outside of the field (additional information is provided in attachment No. 1). ➢ Musco Light Structure Green equipment and controls are also being used at the TeWinkle Sports Complex, Farm Sports Complex, Volcom Skate Park and Bark Park. ➢ The approval of this purchase will expedite the procurement and delivery of the equipment; thus, allowing for its installation to occur within the "rest and renovation" period that follows the Costa Mesa Fish Fry and prior to the start of the fall season. ➢ The purchase of the equipment directly from the manufacturer saves 10% to 20% of the total cost that general contractors typically add to cover general conditions and profit. Musco Lighting has submitted a quotation (Attachment 2) for the purchase of the specified lighting equipment and reflects an 11 % discount from previous quotations. The award of the contract for the installation of the lights will be processed independent of this purchase pursuant to the adopted purchasing procedures for public works contracts. ALTERNATIVES CONSIDERED: There are no alternatives that would result in lower costs or faster installation. FISCAL REVIEW: Funding for this purchase is available from prior year appropriations from the Costa Mesa Redevelopment Agency Capital Improvement Projects budget. LEGAL REVIEW: There is no legal review required for the proposed action. CONCLUSION: Staff recommends the City Council approve the sole source purchase of sports lighting equipment from Musco Lighting in the amount of $150,075.00. ERNESTO MUNOZ City Engineer PETER NAGHAVI, DIRECTOR Department of Public Services COLLEEN O'DONOGHUE Assistant Finance Director ATTACHMENTS: 1. Justification for Sole Source Request 2. Musco Lighting Quotation DISTRIBUTION: City Manager Assistant City Manager City Attorney City Clerk Staff File E ATTACHMENTI JUSTIFICATION FOR SOLE SOURCE REQUEST Date: 02-16-2011 Department/ Division: PS/Eng Phone:5291 Req. No.: Contact: Bart Mejia Description of Services/Item/Supply Requested: Light Structure Green Sports Lighting System Recommended Vendor: Musco Sports Lighting, LLC. Address: 4 Jenner, Ste 100, Irvine, CA 92618 Phone: 949-754-0503 Check reasons for sole source request: 1. Sole Source: No other items are known to exist which perform the same function. n Proprietary: The item is held under exclusive title, trademark or copyright by a private n person or company; a proprietary distributorship would also apply. Standardization: The City requires the item(s) to standardize parts, design, quality, etc. (explain in more detail below) IX 2. Is the product or service available from other sources? Yes No n If YES, list names of vendors: If N0, explain why the product/service is available from only one source: Musco's product has unique values and features that other sports lighting systems do not offer. These include: ✓ Energy Efficiency: Lower kW consumption per fixture. Musco's 1500W fixture draws on average 1.564kW. Compared to other fixtures which draw 1.62kW. Musco's advanced technology in fixture optics and housing and their Smart Lamp technology have resulted in more light on the field, and reduced energy consumption per fixture. This equates to fewer fixtures, over'prior technology, necessary in the lighting of a facility. ✓ Musco's 'Z' lamp is manufactured by Phillips per Musco's specifications. These lamps are available in 1000W and 1500W with an offset arc tube. The combination of the offset arc tube and the geared leveling mechanism, allows for increase lumen output and longer lamp life. Coupled with Musco's Smart Lamp technology, the lamps have a useful life of 5,000 hours, compared to 3000 hours for a standard metal halide fixture used by other manufacturers. ✓ Musco is the only known supplier of the Smart lamp technology. Through timed power adjustments, Smart Lamp allows a constant light guarantee. Light levels are guaranteed to be with +- 10% (per IESNA RP -601) through the 5000 hours of the lamp. ✓ Musco's revolutionary segmented reflector system, cast aluminum housing, "Z" lamp, and precise factory aiming per Musco engineers results in industry leading, superior spill and glare control for off field areas as well as spectators and players. ✓ Musco is the only sports lighting manufacturer that employs and trains field technicians to perform fine tune adjustments after installation to ensure maximum performance on -field and off-site. This is part of Musco's performance guarantee that ensures all photometrics and components of the system meet the customer's specifications. ✓ Musco's warranty is for 25 years and covers all parts and labor, as well as 2 group relamps, spot lamp outages, and guarantees the specified constant light levels and performance for the entire life of the system, for 25 years. The warranty is backed by Musco's in-house Field Service Department/staff. ✓ Musco's product is manufactured and shipped direct from the factory. ✓ The City is currently using Musco's Light Structure Green equipment and controls at the following facilities: Farm Sports Complex Fields 1 thru 6, TeWinkle Park Sports Complex, Volcom Skate Park, and Bark Park. 3. Can your reg11. ments be modified so that competitive products or services may be used? Yes ( No) Please explain: n ✓ The existing electrical service and switch gear have been designed utilizing Musco's Green product, which utilizes less kW consumption per fixture and uses fewer fixtures than other manufacturers. The additional fixtures required by other manufacturers to achieve the same Lighting performance standards may result in overloading of the electrical system. ✓ The lighting performance standards currently specified should not be modified for playability and safety reasons. 4. How does recommended vendors prices or fees compare to the general market? Musco's pricing and product comes direct from the factory. When purchased directly, no sales commissions, contractor or wholesaler mark-ups or contract/agency fees are applied. Musco will ensure the pricing is fair and competitive in the market based on the values and features offered. Musco has also provided an 11% discount on this purchase. Department/ Division: Department/ Division Head Signature: Purchasing Supervisor: Purchasing Agent's Signature: FOR PURCHASING DIVISION USE ONLY: Date: Date: Date: (5120-22.W)CS Rev. 4.1002 Davis Field at Lions Park Costa Mesa, California Prepared for: Bart Mejia, City of Costa Mesa 22 -Feb -11 Typical Floodlighting CXDQ0 Equipment mus5C0 ;uiijYour Savings Hoursi 12500 1 2500 —� Average kW 1 92.3 1 53.2 Energy Group Relamp Lamp Maintenance Controls - Energy Controls - Labor $92,340 $53,176 $39,164 $29,688 $0 $29,688 $3,750 $0 $3,750 $4,617 $0 $4,617 $0 $0 $0 25 -Year Life -Cycle Cost $130,395 $53,176 $77,219 Customer Provided Energy Data: Energy Cost per kWh Annual Operating Hours Technology Specific Data: Green Generational Fixture Qty. Average kW demand per fixture Useful lamp life (hours) Typical Floodlighting Fixture City. Average kW demand per fixture Useful lamp life (hours) NOTE: Life -cycle costs are based upon the assumptions given by the customer above. Any variation in this data will change the life -cycle cost proportionately. Musco guarantees the average Green Generation system kW per hour and useful life of the lamp. 02005, 2009 Musco Lighting SD -7155-5 Patent Pending \_ICCO mus. We Make It Happen Controls Information: $0.080 Controls Energy Savings 5% 500 Labor Rate per Hour $0.00 # On/Off Cycles per Year 0 Labor Hours per Cycle 0 34 1.564 Lamp Maintenance Data: 5000 Lamp replacement cost $125 57 including parts, equipment & labor 1.62 3000 NOTE: Life -cycle costs are based upon the assumptions given by the customer above. Any variation in this data will change the life -cycle cost proportionately. Musco guarantees the average Green Generation system kW per hour and useful life of the lamp. 02005, 2009 Musco Lighting SD -7155-5 Patent Pending \_ICCO mus. We Make It Happen 0000 MUS �W. SOLE SOURCE - GENERAL INFORMATION The following is a list of criteria that address most sole source agreement requirements. QUALITY: 1) Single Manufacturer of entire system Musco is the only manufacturer that produces entire lighting systems at their fabrication plant. Other lighting companies "outsource" their steel pole fabrication needs to third party manufacturers, thereby losing quality control of a major component in the sports lighting system. 2) Complete UL Listing as a system " not an assembly of UL Listed parts. 3) Welded steel cross arms Musco is the only manufacturer that welds all crossarms to the steel pole top section. This provides the highest quality of construction as well as unsurpassed durability. All other manufacturers use bolt -on connections. DURABILITY: 1) Pre -cast Concrete Base This eliminates welded base plates with anchor bolts or direct burial steel, which are often associated with corrosion and potential failure issues. Musco is the sole manufacturer of this critical component in a quality lighting system. 2) Remote Electrical Component Enclosure ("ECE") The ECE is constructed of aluminum, allowing the coolest operation possible of lighting ballasts located inside. All other manufacturers use a steel construction (either painted or galvanized). Musco employs a unique ballast mounting design which utilizes the inside walls of the ECE to efficiently transfer heat out of the enclosure. We also use a unique patented connection system to the steel pole allowing efficient transfer of enclosure weight to the pole as well as threadless hub wire way access into the pole. All other manufacturers use a bolt -on connection with threaded hub connections which gives corrosion a place to develop. AVAILABILITY: Standard delivery time of all Musco products is four weeks. For the Light Structure System, this includes everything from pre -cast concrete bases to factory wired and pre -aimed fixtures that are ready to install. Standard delivery time for steel pole production and delivery by other manufacturers is typically 12 to 14 weeks. FITNESS FOR A PARTICULAR USE: 1) Lighting Performance/Spill & Glare Light Control Musco is the industry leader in providing quality lighting on the field as well as being able to reduce spill light from off-site residential areas, this, in addition to the keeping unwanted glare from players and spectators is more of what separates Musco from other manufacturers. These Musco advantages, in part, are based on Musco's Sports Cluster Green (SCG) fixture and it's revolutionary reflector system. The SCG fixture c/w it's cast aluminum housing, it's segmented reflector system and the 1500 watt "Z" lamp all contribute to Musco's ability to control spill light and glare. 2) Reflector System Musco's Sports Cluster Green (SCG) fixture and it's revolutionary reflector system produces more light on the field(s) and less off the field(s) while reducing glare both on and off the Field(s). The SCG fixture has a cast aluminum housing (other manufacturers use a spun aluminum reflector) and it's segmented reflector system give us the flexibility to direct light where we want to, contributing to Musco's ability to lead the industry in controlling unwanted spill light and glare. 3) "Z" Lamp The lamps used in the SCG fixtures are a 1500 Watt Phillips "Z" lamp and have a rated life of 5,000 hours as compared to other manufacturers 3,000 hour lamps. The arc tube in this lamp has been offset by 30 degrees for increased lamp output and efficiency. 4) Energy Savings Light Structure Green (LSG) using Musco's unparalleled photometric capabilities, Musco's "Z" lamp and "Smart Lamp" technology, translates into substantial energy savings. The "Smart Lamp" regulates the amount of power used by the lamp in order to maintain light levels on the field(s) while reducing energy consumption by as much as 40%. ACCOUNTABILITY: 1) Post Installation System "Fine Tuning" 2) Warranty Musco Lighting is the only manufacturer that provides factory technicians and field sales/service representatives to perform any fine tune adjustments after installation to assure maximum performance on -field, and more importantly, off-site. This service is part of the Musco performance guarantee that ensures all components of the lighting system are to the customer's specifications. The 25 year (5000 hr) Warranty is a comprehensive warranty and maintenance program, providing all parts and labor, including one complete lamp replacement after 5000 hours of operation (entire lamp life). The Warranty guarantees specified light levels will be maintained for the entire life of the lamp. If you require further specific information on any components of the Musco system, please contact our office. 0000 MUS W. SOLE SOURCE - CONTROL -LINK'" The following is a list of criteria that address most sole source agreement requirements TECHNICAL FEATURES: Remote Equipment Controller 1) Entire assembly is UL916 listed, factory wired, programmed and tested. 2) Internal time clock has a battery for backup if power failure should occur. 3) Database memory is protected from power outages/Fluctuations. 4) Up to 8 zones can be controlled per remote equipment controller. Enclosures 1) NEMA Type 4X, 5052 H32 2) Powder -coat painted after fabrication 3) External mounting feet 4) Lockable, 3 -point latching assembly 5) Door electrically bonded to enclosure Manual Off/On/Auto Switches 1) Allows for emergency schedule override and onsite manual control. 2) Manual off -on -auto switch is keyed, maintain position. 3) Make -Before -Break contacts 4) Factory wired to terminal blocks 5) Legend plate clearly identifies zone and status 6) Switches Mounted to maintain NEMA Type 4X rating OPERATIONAL FEATURES: Flexible Control 1) Scheduling can be done via Internet, e-mail, phone or fax, All of these options are available to the customer for scheduling on the Control -Link system. 2) Password access can be provided to authorized users to prevent unauthorized use of lighting on sports fields. 3) Control -Link is designed to allow for both long-term scheduling and immediate On/Off controls. 4) Control -Link Central's team of trained operators are available 24/7 to monitor and ensure your schedules and transmit any last minute schedule changes. Control -Link Central'°' Control -Link Central provides two options for management and control of your facilities: 1) Direct control of the Control -Link Central computers and systems via an easy-to-use web site. 2) Contact Control -Link Central's team of trained operators 24 hours a day, 7 days a week to monitor and enter your schedules and transmit last minute schedule changes. 3) CLC systems provides effective tools to operate, manage, and analyze the extensive stored information. 4) CLC customer service is available to the customer via Internet, e-mail, phone or fax, Communication Options Control -Link's custom communication options allow customers flexibility based upon needs at the project location, Control -Link is able to communicate with the scheduling system via high-speed wireless, cellular telephone, Internet (Tl, DSL, Cable Modem), fiber optic lines. Solid Management Reporting 1) Reports can be retrieved from Control -Link Central via internet or hardcopy. Reports on usage by facility and/or end user are available. 2) Provide tools for efficient operations, allocation of costs, proactive maintenance and facility expansion planning. 3) Potential for better customer service and innovative uses of facilities, without adding staff. Diagnostics Control -Link Central can perform diagnostics testing on equipment connected to the remote equipment control unit. The diagnostic package provides CLC with real time status feedback to help maintain and prevent problems with the control system. It can go as far as telling the CLC operator what position the manual override switches are in. Warranty Musco warrants the lighting control equipment to be free from defects in materials and workmanship for a period, of five years from the date of commencement. Labor and materials are covered under a 2 -year warranty to replace defective parts or repair defects in workmanship. For the remainder of the warranty period, replacement materials will be provided at no charge. Warranty coverage can be upgraded to the warranty of any Musco Light -Structure 2 system, if purchased under the same agreement. Field Service A factory trained representative is available for warranty and/or repair service at the project site. Museo Lighting - Light -Structure Green" m • W Permanent lighting Light• Structure Outdoor Sports Lighting for Recreation and Athletic Facilities... for a more energy conscious generation !f J", `/ i Innovative photometric improvements of the luminaire result in substantially more efficient light control. Guaranteed to make your sports -lighting projects fast, easy, and trouble- free, Light -Structure Green T'^ is offered with confidence earned and learned m, from 30 years of technology innovation. For your budget: Energy and maintenance costs significantly impact annual operating budgets. Light -Structure Green cuts those costs in half through improved reflector technology, a 25 -year maintenance program, and Control -Link® automated scheduling system. 25 -Year Life Cycle Cost Prior Light•StructureYour Technology Gy(Z.FIFKJ., savings Hours 7500 7500 Average kW 84.2 50.0 Energy $56,862 $33,782 $23,080 Group Relamp $16,250 $0 $16,250 Lamp Maintenance $3,750 $0 $3,750 Controls -Energy $5,770 $0 $5,770 Controls -Labor $10,000 $0 $10,000 25 -Year Life Cycle Costs $92,632 $33,782 $58,850 1. 300 hours per year, 74, per kilowatt hour 2. $125 per luminaire for relamp labor and materials. 3. $1,500 for 3 repairs at $500 each 4. Switching on and off 20 minutes closer to actual usage time. Page 1 of 3 http://www.niusco.corn/permanent/liglitstrticturegreen.html 02/18/2011 Musco Lighting - Light -Structure Green" m 5. 15 minutes labor for turning on and for off at $8 labor rate --2500 operations. Reflector technology • The dramatic improvement of photometric efficiency requires fewer fixtures to achieve desired light levels, reducing energy costs • A series of timed power adjustments with the Smart Lamp'" operating system increases lamp life from 3,000 to 5,000 hours - a 66% Increase in operating efficiency Musco's Constant 25 TM warranty and maintenance program guarantees • Constant light levels and group lamp replacements at the end of rated lamp life • Reduced energy consumption • Monitoring, maintenance, and remote on/off control services • System structural integrity �%C� Msc wl�i:frCN6V 2 TM Musco's Constant 25 TM warranty assures you won't have to touch your lighting system for 25 years, guaranteed. Control -Link System • Lights are on only when needed through an automated scheduling and monitoring system • Control -Link CentralTM staff provides 24/7 support, benefiting field users and neighbors For the environment: ght control capability. The aitfield pole locations are only 100 feet apart. Light levels measure .5 footcandles between them. Advancements in the reflector design reduce offsite spill light by 50% over our previous, Industry-leading light control system. Effective light control allows facility planners more Flexibility in site selection for new fields and Page 2 of 3 http://www.musco.com/permanent/lightstructuregreen.htmi 02/18/2011 Musco Lighting - Light -Structure GreenTM makes lighting an existing neighborhood park easier. Effective light control addresses four areas of concern: • Neighbors: Light -Structure Green custom fits light onto the field, keeping the light out of neighbors' windows • Sky glow: The reflector reduces upward light, protecting the beauty of the dark skies • Players and spectators: For multi -field complexes, it is Important that light doesn't trespass onto adjoining fields, causing potential problems for players and spectators • Aesthetics: Light -Structure Green's structural design and light clarity make the system aesthetically pleasing Unequaled performance: NOFFBae-C> wmT Tiw C0wripe ee 1eA2tJ4FD AQ9> LeAa }t~D ffzo6.{ 30 Kstafr OF-TW,+WOL45)61K 1M JoVA;now.N '� 1" -4; Myron Gordin, Co-founder J/ oe Croom, Co-founder 800/825-6030 (1)641/673-0411 Musco Home Paoe Company overview I Permanent Lighting I Temporary Lighting Project Showcase I News & Events I Televised Events I Contact Us Request Information I Careers I Privacy Policy I Terms Of Use Site Mao © 1997 - 2011 Musco Sports Lighting, LLC. All rights reserved. Page 3 of 3 http://www.musco.com/permanent/lightstructuregreen.html 02/18/2011 ATTACHMENT 2 Davis Field at Lions Park Costa Mesa, CA February 11, 2011 Equipment Description Light Structure Green TM System delivered to your site in Five Easy PiecesTM • (8) Pre -cast concrete bases • (8) Galvanized steel poles ® UL Listed remote electrical component enclosures ® Pole length wire harness • (34) Factory -aimed and assembled luminaires Also Includes: • Energy savings of more than 50% over a standard lighting system ® 50% less spill and glare light than Musco's prior industry leading technology • Musco Constant 25TM product assurance and warranty program that eliminates 100% of your maintenance costs for 25 years, including labor and materials ® Guaranteed constant light level of 30fc for Soccer and 50/30 for Baseball for 25 years, +/- 10% per IESNA RP -06-01 • Two group re -lamps at the end of the lamps' rated life, 5000 hours • Reduced energy consumption with an average of 140.8 kW per hour • Control Link® Control & Monitoring System for flexible control & solid management of your lighting system • Lighting Contactors sized for sited voltage and phase ® 8 — 2P auxiliary mounting brackets ® 3 — 30 amp contactors for Skate Park • Structural calculations per the CA 07 Building code by a CA State Licensed Structural Engineer i Sales Tax is included ® Freight / Delivery are included. Please Note unloading of the equipment is NOT included and will be the responsibility of the City or Contractor. Musco will coordinate delivery dates with the accepting party. • Field Aiming Services are included and will be provided by Musco Field technicians Sales tax, labor and unloading of the equipment is NOT included as part of this quote. Quotation Price *Musco's Light Structure GreenTm as described above and delivered to the job site: $138,000.00 Sales Tax (8.75%): $ 12,075.00 Total: $150,075.00 *This price reflects a discount due to direct purchasing with Musco Sports Lighting. 0 2009, 2010 Musco Sports Lighting, LLC 1 Payment, Lead Time and Delivery Information: Payment of 25% of the contract price is required with order. The contract balance is due upon terms coordinated with Musco's Credit department. Late payment may be subject to service charges of 1 1/z% per month (18% APR). Musco will make every effort to coordinate shipment so that delivery corresponds with the customer's payment and construction schedule needs. Delivery to the job site from the time of order, submittal approval, and confirmation of order details including voltage and phase, pole locations is approximately 30-45 days. Due to the built-in custom light control per luminaire, pole locations need to be confirmed prior to production. Changes to pole locations after the product is sent to production could result in additional charges. Notes Quote is based on: • Shipment of entire project together to one location • Field size for Soccer and Baseball per scans 123757r8 • Structural code and wind speed = 2007, CBC, 85 MPH • Confirmation of pole locations prior to production Thank you for considering Musco for your sports lighting needs. Please contact me with any questions. Karin Pekala Musco Project Manager Musco Sports Lighting, LLC 4 Jenner, Suite 100 Irvine, CA 92618 Phone: 858-755-2697 E-mail: karin.pekala@musco.com Fax: 858-755-2698 © 2009, 2010 Musco Sports Lighting, LLC 2