1 STAFF REPORT
DATE: August 27, 2024
TO: Justin Hess, City Manager
FROM: Marisa Garcia, Park, Recreation and Community Services Director BY: Diego Cevallos, Assistant Park, Recreation and Community Services Director
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, L LC. and Delegating Authority to Approve Plans and Specifications for Equipment to Upgrade the Existing 1500 -Watt Metal - Halide Lighting at Schafer Ballfield 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. AND DELEGATING AUTHORITY TO APPROVE PLANS AND SPECIFICATIONS FOR EQUIPMENT TO UPGRADE THE EXISTING 1500-WATT
METAL-HALIDE LIGHTING AT SCHAFER BALLFIELD TO LIGHT -EMITTING DIODE TECHNOLOGY.
BACKGROUND
Following a comprehensive sports field lighting assessment of the City of Burbank’s (City) 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 the infields and outfields , and compliance with 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 controller system, allowing staff to monitor and regulate ballfield lighting from remote location s. Moreover, the new lighting system included energy-efficient fixtures and required 40% fewer fixtures, thus resulting in substantial energy and cost savings to the City.
2 Over the last 15 years, ballfield lighting technology has advanced significantly .
Consequently, the Department further prioritized replacing and retrofitting Musco metal- halide lamps with light-emitting diode (LED) light fixtures throughout all City park ballfields to gain more 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 operating 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 life span of the fixture.
The Department completed LED retrofit projects at Larry L. Maxam Park (2021), George Izay ballfields (2022), Valley Park ballfield (2022), Valley Skate Par k (2022), and McCambridge Park ballfields (2024) all on schedule and within budget.
DISCUSSION
On June 13, 2024, staff received a light study and proposal from Musco for the LED retrofit of the Schafer Ballfield located at Ralph Foy Park. The existing lights at Schafer Ballfield were installed in 20 11. The scope of work include s replacing all existing metal -halide lamps with LED light fixtures, and installing new hardware, mounting brackets, electrical component enclosures, and electrical conduit. A key feature of LED fixtures is reduce d light spill, which can impact surrounding residential neighborhoods. This upgrade provides complete light control to increase sports field lighting with pinpoint precision.
BallTracker technology, which illuminates the underside of the ball in play, will be included in the LED lighting package, nearly eliminating glare in the players’ typical line of sight.
Musco offers a 10-year warranty for all materials, parts, and labor, thus nearly eliminating maintenance costs for the initial 10 years. They guarantee the lighting levels of 50 foot- candles on the infield and 30 foot-candles on the outfield during this period . This modernization project standardizes the scheduling, monitoring, and maintenance of the Musco lights. Furthermore, Musco provides 24/7 support to ensure lights are used only when needed.
Musco submitted the proposal under the City’s existing Sourcewell cooperative agreement: Master Project 199030, Contract Number 0 41123-MSL, Expiration June 16, 2027. Sourcewell is a Minnesota local government agency that offers cooperative procurement opportunities to participating public entities. Sourcewell selected Musco as a vendor through a national competitive bidding process. Burbank Municipal Code (BMC) § 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 3 overseeing both design and build of the project, staff anticipates that the project will be completed on time and within budget. Additionally, Musco has the versatility necessary to complete the proposed project in a turnkey manner. They also have a proven track record of coordinating project deliveries more efficiently, thus not impacting the construction timeline.
If the proposed resolution is approved, the replacement of LED lights at Schafer Ballfield will commence in December 2024 and be completed by January 2025.
Design Immunity
To invoke design immunity protection under California Government Code § 830.6, the City Council (Council) or an employee exercising discretionary authority must approve the final plans and specifications for a project prior to construction. BMC § 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 Council awards the construction project after bidding. However, in a design-build project, final plans and specifications are not completed until after Council’s approval. Therefore, staff requests that the Council delegate the authority to approve the final plans and specifications to the Park, Recreation and Community Services Director.
ENVIRONMENTAL REVIEW
This project has been determined to be Categorically Exempt from environmental review under the California Environmental Quality Act (CEQA) pursuant to § 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 $464,041. There will be no fiscal impact resulting from the recommended action as the Ballfield Lighting Modernization at Schafer Ballfield Project was approved in the Fiscal Year 202 4-25 Budget. Sufficient funds are available in the following accounts: 370.PR32F.70003.0000.24813 (General City Capital Project, Athletic Leagues, Park Improvements, Schafer Ballfield Lighting), and 534.PR21A.70003.0000.24813, (Municipal Infrastructure, Facility Planning and Development, Park Improvements, Schafer Ballfield Lighting).
CONCLUSION
Upgrading to LED technology has significant benefits, including reduced energy consumption, lower maintenance costs, and improved lighting performance, which will enhance safety and visibility for both players and spectators. Moreover, the project supports Council’s commitment to reducing the City’s carbon footprint and the Department’s goal of improving the quality and efficiency of the City’s sports facilities, while also addressing sustainability and cost-effectiveness. With the modernization of the lighting system, the City is meeting current recreational lighting standards while also setting a precedent for future upgrades in the City’s parks.
4 ATTACHMENTS
Attachment 1 – Resolution
Attachment 2 – Sourcewell Proposal Evaluation