TO:
FROM:
genda
Honorable Mayor and City Council
Department of Public Works
eport
June 12, 2023
SUBJECT: AUTHORIZE PURCHASE ORDER CONTRACT WITH MUSCO SPORTS
LIGHTING, LLC FOR THE PURCHASE AND INSTALLATION OF
SPORTS FIELD LIGHTING AT BROOKSIDE PARK FOR AN AMOUNT
NOT -TO-EXCEED $870,772
RECOMMENDATION:
It is recommended that the City Council:
1. Find the contract proposed herein to be categorically exempt under the California Environmental Quality Acf (CEQA) pursuantto Title 14, Chapter 3, Article 19, Section 15301, Class 1 - Existing Facilities, and that there are no features that distinguish this project from others in the exempt class and, therefore, there are no unusual circumstances;
2. Authorize the issuance of a purchase order contract to Musco Sports Lighting, LLC for the engineering, procurement, and installation of sports lighting at Brookside Park Fields 2 and 3 for an amount not-to-exceed $870,772, which includes the base contract amount of $757,193 and a contingency of $113,579 to provide for any necessary change orders; and
3. Find neither Competitive Bidding nor Competitive Selection are required pursuantto City Charter Section 1002(H) and Pasadena Municipal Code Section 4.08.049(A)(3), contracts with other governmental entities.
BACKGROUND:
Located at 360 North Arroyo Boulevard, Brookside Park encompasses 85.Sacres within the Central Arroyo north of the Rose Bowl Aquatic Center. The park's features include three lighted athletic fields adjacent to Lot I. Fields 2 and 3 are the southernmost fields and are primarily used for recreational softball. As part of the Citywide Park Asset Assessment completed in 2019, conditions and photometric studies of the lighted ballfields at Brookside Park were performed utilizing Illuminating Engineering Society of North America (IESNA) guidelines. The assessment concluded the average foot-candle MEETING OF 06/12/2023 AGENDA ITEM NO. __ 5 __ _
Contract for Replacement Sports Lighting at Brookside Park Fields 2 & 3 June 12, 2023
(illumination per square foot) measurements did not meet the IESNA recommended minimum standards for Fields 2 and 3.
Underthis contract, new sports lighting will be procured and installed to meet or exceed the IESNA recommended minimum standards and improve the field experience by removing the existing poles from the field of play. This contracted work will include the removal of the 11 existing light poles and the installation of 11 new poles, with new foundations. The new poles will be installed along the perimeter of each ballfield, outside the field of play. The new Musco lighting will be comprised of 28 new LED light fixtures yielding greater efficiency. Lighting is programmed to automatically turn on and off based on daylight and park operation hours.
The electrical upgrade to the cabinet and conduit installation to the new lights will be completed under a separate contract. Due to long lead time in manufacturing the light poles, this contract will allow staff to procure the materials while electrical construction drawings are prepared, advertised for bids, and awarded. Prioritizing the procurement of long lead materials will allow for the timely delivery and implementation of the project during the off-season, minimizing any disruption to programmed recreational use of the fields.
Sourcewell is a public government agency created specifically by the Minnesota legislature as a local unit of government (under Minnesota Constitution, article XII, section 3). Sourcewell operates as a service cooperative and acts as a national municipal contracting agency which establishes and provides nationally leveraged and competitively solicited purchasing contracts that can be utilized by member agencies such as the City of Pasadena. In May 2019, Sourcewell issued a Request for Proposals for Sports Lighting with Related Supplies and Services. Nine submissions were received and evaluated by the Sourcewell selection committee. Submissions were scored on a weighted scale of eight different criteria, with pricing being the most heavily weighted. The process undergone by Sourcewell has resulted in competitive pricing.
Musco Sports Lighting, LLC earned the highest score out of the nine respondents with 868 points out of a possible 1,000 and was awarded a contract through August 27, 2023.
Musco Sports Lighting, LLC has agreed to extend the contract prices, terms, and conditions under Sourcewell Contract #071619-MSL to the City for the proposed engineering, procurement, and installation of new sports lighting and removal of existing light poles at Brookside Park Fields 2 and 3. Musco Sports Lighting, LLC's proposal is five percent less than the Engineer's Estimate for the scope of work included in this contract award.
The proposed contract fully complies with the Competitive Bidding and Living Wage Ordinances. The contractor has indicated that the awarding of this contract will result in no new hires to the present workforce. In accordance with the Local Preference provisions of the contract, the contractor is encouraged to recruit Pasadena residents Contract for Replacement Sports Lighting at Brookside Park Fields 2 & 3 June 12, 2023
initially and to give them preference, if all other factors are equal, for any new positions generated from this contract.
Musco Sports Lighting, LLC. has previously performed work for the City for field lighting replacement at Villa Parke Soccer Field for $95,626 and has a contract for citywide park lighting control maintenance in the amount of $2,999 annually.
The purchase order contract for Musco Sports Lighting LLC. will be set up as follows:
Proposal
Contingency
Contract Not-to-Exceed Amount
$ 757,193
$ 113,579
$ 870,772
A contingency of 15 percent is allocated to this contract given possible unforeseen conditions that may be encountered. It is anticipated that construction will begin in November 2023 and be completed in February 2024. The proposed dates include the anticipated material lead time required for manufacturing and delivery of items.
COUNCIL POLICY CONSIDERATION:
This proposed purchase is consistent with the City Council's goal to improve, maintain, and enhance public facilities and infrastructure.
ENVIRONMENTAL IMPACT:
The contract award has been determined to be categorically exempt under the CEQA Guidelines in accordance with Title 14, Chapter 3, Article 19, Section 15301, Class 1, minor alterations of existing public facilities involving negligible or no expansion of use beyond that previously existing at the time of the lead agency's determination. There are no features that distinguish this project from others in the exempt class and, therefore, there are no unusual circumstances.
Contract for Replacement Sports Lighting at Brookside Park Fields 2 & 3 June 12, 2023
FISCAL IMPACT:
The total cost of this purchase order contract including contingency is $870,772 and the total cost of this action is not expected to exceed $930,772. Funding for this action will be addressed by the utilization of existing budgeted appropriations in the Brookside Park Upgrade of Athletic Field Lighting and Backstop Replacement (77363) CIP project. It is anticipated all costs will be expended in FY 2024.
There is no impact to the General Fund, as this project is fully funded by Los Angeles County Measure A funds.
The following table represents a project summary.
Purchase Order Contract $ 757,193
Contingency $ 113,579
Contract Administration/Inspection $ 60,000
Total Fiscal Impact $ 930,772
Respectfully submitted,
kfa -T NYOL DS,P.E.
Director of Public Works
Kris Markarian, P. E.
Deputy Director of Public Works/City Engineer
Approved by:
MIGUEb ARQUEZ
City Manager