1 STAFF REPORT
DATE: June 27, 2023
TO: Justin Hess, City Manager
FROM: Marisa Garcia, Park, Recreation and Community Services Director BY: Diego Cevallos, Deputy Director – Park, Recreation, and Community Services
SUBJECT: Adoption of a Resolution of the Council of the City of Burbank Authorizing the City Manager to Execute a Design-Build Contract with Musco Sports Lighting, LLC and Delegating Authority to Approve Plans and Specifications for Equipment to Upgrade the Existing 1500 -Watt Metal -Halide Ballfield Lighting at McCambridge Park to Light-Emitting Diode Technology
RECOMMENDATION
Adopt A RESOLUTION OF THE COUNCIL OF THE CITY OF BURBANK AUTHORIZING
THE CITY MANAGER TO EXECUTE A DESIGN -BUILD CONTRACT WITH MUSCO SPORTS LIGHTING, LLC. ( CONTRACTOR) AND DELEGATING AUTHORITY TO
APPROVE PLANS AND SPECIFICATIONS FOR EQUIPMENT TO UPGRADE THE EXISTING 1500 -WATT METAL -HALIDE BALLFIELD LIGHTING AT MCCAMBRIDGE PARK TO LIGHT-EMITTING DIODE (LED) TECHNOLOGY (Attachment 1).
BACKGROUND
Following a comprehensive sports field lighting assessment of all the City’s sports fields, from 2008 through 2011 the Parks and Recreation Department (Department) upgraded all ballfield lights utilizing Musco Sports Lighting, LLC (Musco) lights, fixtures, and Control - Link controllers. These upgrades ensured proper light levels, aiming angles, uniformity of light readings in both the infields and outfields, and compliance with the proper guidelines for sports and recreational lighting standards as recommended by the Illuminating Engineering Society of North America (IESNA). These improvements increased the scope and capabilities of the existing centralized lighting contro ller system allowing staff to monitor and regulate ballfield lighting from a remote location. Moreover, t he new lighting system included energy efficient fixtures and required 40% f ewer fixtures, thus resulting in substantial energy and cost savings to the City.
Over the last 15 years there has been significant advancement in ballfield lighting technology. Consequently, the Department further prioritized replacing and retrofitting
2 Musco metal-halide lamps with light emitting diode (LED) light fixtures throughout all ballfields in Burbank’s parks to gain even greater efficiencies and realize tangible cost savings.
Metal-halide lamps use a mixture of gases and metal-halide materials (bromine or sodium iodide) to produce an intense white light. These lamps require a warm-up period and use a tremendous amount of electricity to operate. The average life span for a Musco metal- halide lamp ranges from 6,000 to 10,000 operating hours. Conversely, Musco LED lighting fixtures have an average life span of 100,000 hours, require no warm -up period, and are more energy efficient than metal -halide lamps. This equates to a 40% to 80% reduction in energy usage and significantly reduces maintenance over the lifespan of the fixture.
Musco completed LED retrofit project s at Larry L. Maxam Park ballfield (2021), George Izay ballfields (2022), Valley Park ballfield (2022), and Valley S kate Par k (2022) on schedule and within budget.
DISCUSSION
On May 4, 2023, staff received a light study and proposal from the Musco for the LED retrofit of the two baseball fields at McCambridge Park (Attachment 2). The existing lights at McCambridge Park were installed in 200 6. The scope of work include s replacing all existing metal-halide lamps with LED light fixtures, replacing light standards, and installing new electrical conduit at McCambridge Park to enhance lighting features (Attachment 3).
A key feature of LED fixtures is reduce d light spill, which can impact surrounding residential neighborhoods. This upgrade provides total light control to increase sports field lighting with pinpoint pre cision. BallTracker technology will be included in the LED lighting package which illuminates the underside of the ball in play, virtually eliminating glare in the players’ typical line of sight.
Musco offers a 25-year warranty for all material, parts, and labor, thus nearly eliminating maintenance costs for the initial 25 years. Musco guarantees the lighting levels of 50’ candles on the infield and 30’ candles on the outfield for 25 years. This ballfield lighting modernization project standardizes how lights are scheduled, monitored, and maintained by Musco. Furthermore, Musco provides around the clock, seven days a week support to ensure lights are on, only when needed.
Staff anticipates a cost savings of $ 156,541 over the course of 25 years once the McCambridge ballfield lighting modernization project is complete. This cost savings reflects a considerable reduction in electricity usage and a decrease in maintenance associated with the annual replacement of metal-halide lamps. More importantly, the City will realize a net carbon reduction of 516 tons over a 25-year period, which is equivalent to taking 112 cars off the road for one year. Reducing the City’s carbon footprint with more efficient systems and technol ogies will help the Council achieve its sustainability goals and objectives.
Musco submitted the proposal under the City’s existing Sourcewell cooperative agreement, Master Project: 199030, Contract Number: 071619-MSL, Expiration: August 27, 2023 (Attachment 4). Sourcewell is a Minnesota local government agency that offers 3 cooperative procurement opportunities to participating public entities. Sourcewell selected Musco as a vendor through a national competitive bidding process. Burbank Municipal Code §2-2-111 allows the City to secure contractors through such cooperative purchases when the Purchasing Manager determines it is advantageous to do so. Using cooperative purchase arrangements can help save time and money by streamlining the competitive bidding process on a national level.
The design-build project delivery method will facilitate a smoother coordination of design, demolition, and installation of the equipment. Since one contractor will be responsible for overseeing both design and build of the project, staff anticipates that the project will be completed on time and within budget. Further, Musco has the ability to complete the proposed project in a turnkey manner , including design, build, installation, equipment, and permitting. They also have a proven track record of coordinating deliveries more efficiently, thus not impacting the construction timeline.
If the proposed resolution is approved , the replacement of LED lights at McCambridge baseball fields will commence in August 2023 and be completed by September 2023.
Design Immunity
To invoke design immunity protection under California Government Code section 830.6, the City Council or an employee exercising discretionary authority must approve the final plans and specifications for a project prior to construction. Burbank Municipal Code §2 - 2-104 grants certain employees such discretionary authority over technical specifications, plans, and drawings.
In a traditional design -bid-build project, design or plan approval often occurs when City Council awards the construction project after bidding. However, within a design-build project, final plans and s pecifications are not completed until after Council ’s approval.
Therefore, staff requests that the City Council delegate the authority for approving the plans and specifications for the project once they are finalized to the Parks and Recreation Director.
ENVIRONMENTAL REVIEW
This project has been determined to be Categorically Exempt from environmental review under the California Environmental Quality Act (CEQA) pursuant to Section 15302 of the State CEQA Guidelines pertaining to replacement or reconstruction of existing structures and facilities, where the new structures and facilities will be located on the same site and will have substantially the same purpose and capacity as the structures and facilities being replaced.
FISCAL IMPACT
The total contract price is $735,331.50. There will be no fiscal impact resulting from the recommended action as the Ballfield Lighting Modernization McCambridge Project was approved in the Fiscal Year 2020 -2021 Budget . Sufficient funds are available in the following accounts: 370.PR32F.70003.0000.P24557 (General City Capital , Athletic Leagues, Park Improvements, Ballfield Lighting Modernization McCambridge ), 127 PR28A.70003.0000.P24557 (Public Improvements , Park Administration, Park Improvements, Ballfield Lighting Modernization McCambridge ), and 4 534.PR21A.70003.0000.P24557 (Municipal Infrastructure , Facility Planning and Development, Park Improvements, Ballfield Lighting Modernization McCambridge ).
Notably, the Burbank Unified School District has also agreed to provide $60,000 of Joint Use Capital Improvement funds to support this project.
CONCLUSION
Staff has been pleased with the proposed design and project schedule that Musco has presented. Overall, the Department believes the M USCO baseball field lighting modernization project detailed in the proposal accomplishes the Department’s goal of creating a safe, sustainable, and cost -efficient method for delivering youth and adult sports programming for the residents of Burbank , and Council’s goals for carbon reduction and sustainability. The lighting system as proposed will provide the very latest lighting technology that will enhance the field of play for youth and adult sports leagues, user groups, and recreation classes.
ATTACHMENTS
Attachment 1- Resolution
Attachment 2- Musco Light Study
Attachment 3- Musco Scope of Service
Attachment 4- Musco Quote
Attachment 5- Sourcewell Cooperative Agreement
Attachment 6- Sourcewell Cooperative Agreement Amendment