Item Number: 15
City Council / Board of Directors
Written Communications
Meeting of: January 16, 2024
Submitted By:
Joe Slegers, Building Official
Subject:
Purchase of a Lighting System Provided by Musco Sports Lighting, LLC for the Hook Jr.
High Sports Field Lighting Project
Recommendation:
That the Honorable City Council approve the purchase of a lighting system provided by Musco Sports Lighting, LLC for the Hook Jr. High Sports Field Lighting Project in an amount not to exceed $277,312.50.
Fiscal Impact:
Included in the Fiscal Year 2021/2022 budget was a $400,000.00 appropriation from Recreation Development Impact Fees (DIF) – Hook Track Lighting Account – 3546000- 55070-80058. Due to the length of the capital project budget was carried forward into Fiscal Year 2023/2024. Acting in accordance with the staff recommendation will result in a fiscal impact of $277,312.50. No additional appropriation is required.
Strategic Plan Goal:
Although this project was initiated under a prior version of the strategic plan, the project aligns with Goal E, Strategy 7 of in the 2023-2026 Strategic Plan, “Implement priority projects identified in the Parks and Recreation Master Plan.” The installation of lighting on the sports field on the track at Hook Jr. High will improve security and expand the use of this rectangular field for sports programming.
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Background:
In 1985, the City entered into a Joint-Use Agreement (JUA) with Victor Valley Unified School District (VVUHSD) to develop a community park on vacant owned property adjacent to Hook Junior High School. The JUA has a 50-year term, expiring in September 2035 and has an automatic renewal under the same terms. The lease was amended in 1991, to include additional land to construct Hook Community Center and other park improvements.
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In 2007, City staff requested permission to install sports field lighting and a cell tower at Hook Park from VVUHSD. VVUHSD unanimously approved the arrangement in June 2007. The cell tower was constructed following the approval, but the economic downturn prevented the City from fully funding the sports lighting project.
In December 2020, Council adopted the City’s Park and Recreation Master Plan (Master Plan). The Master Plan recommended upgrading lighting to encourage more play and provide security to user groups. The City, as pointed out in the Master Plan, is currently deficient in lighted multi-use fields.
Understanding the need, Council appropriated $400,000.00 in Recreation – Development Impact Fees (Fund 354) in Fiscal Year 2021/2022 budget for the design, purchase, and installation of a lighting system for the Hook Jr. High Sports Field.
The project was initially delayed due to the COVID-19 pandemic. Staff were unavailable to begin the project because they were following and implementing health and safety guidelines as they were implemented by CalOSHA and vendors were unable to travel to the site to perform site walks and visits as the City’s lighting manufacturer, Musco, is based out-of-state. Staff were able to kick off the project in March 2022, as COVID restrictions were eased.
In March 2022, staff began soliciting bids for the electrical infrastructure design to support the new lighting systems. In June 2022, IDS Group was found to be the lowest responsible bidder and was awarded the design phase of the project. Design began in July 2022 and the initial construction drawings were completed in March 2023.
California public K–12 schools, community colleges, essential services buildings and various other state-owned and leased facilities must submit plans to the Division of the State Architect (DSA), who serves as the permitting authority in lieu of the City of Victorville Building Department. The field lighting will be installed on school district property, thus, requiring the City to work with VVUHSD and DSA for plan review and construction inspections. DSA ensures the project plans comply with state code requirements and provides approval before construction begins. The construction drawings for the project were submitted to DSA for review in March 2023 and were approved on December 21, 2023, allowing the project to move forward.
Discussion:
The next step for this project is to purchase a lighting system for the Hook Jr. High Sports Field. Staff obtained approval from the Finance Department to sole source the purchase of the lighting system with Musco Lighting, Inc for standardization purposes (Attachment A). The City has Musco lighting systems installed at all of our park sports fields.
Recreation staff remotely control and schedule field lighting for programs year-around through the Musco Lighting website and app. Installing a Musco lighting system at the Hook Soccer Field will allow staff to continue utilizing one software program when scheduling lights for ballfields.
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Staff met with Musco Lighting on numerous occasions planning and designing the lighting system (Attachment B), and on November 14, 2023, staff received a quote for the DSA approved lighting system (Attachment C). Some key components of the approved lighting system include the following: Five (5) pre-cast concrete bases, five (5) 70-foot galvanized steel poles with a total of twenty-three (23), 1500-watt LED fixtures, a Control Link System for remote on/off control and performance monitoring, and Powerline Dimming Control which provides high, medium and low dimming settings.
Staff recommends that the City Council approve the purchase of a lighting system provided by Musco Sports Lighting, LLC for the Hook Jr. High Sports Field Lighting Project, for an amount not to exceed $277,312.50.
Staff is available for questions.
Attachments: A. Approved Sole Source Form
B. Lighting Design
C. Musco Lighting Quote