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23-1017_MUSCO LED_Agenda Report_F1aCity of San Juan Capistrano Agenda Report TO: Honorable Mayor and Members of the City Council FROM: Benjamin Siegel, City Manager SUBMITTED BY: Thomas Toman, Public Works Director PREPARED BY: Joe Parco, City Engineer Paul Meshkin, Senior Civil Engineer DATE: October 17, 2023 SUBJECT: Waiver of the Formal Bidding Process and Approval of Purchase of Musco LED Lights for the Sports Park Turf and Lighting Improvements Project (CIP 24204); and, Finding Said Actions Categorically Exempt from the California Environmental Quality Act (CEQA) Section 15301 RECOMMENDATION: 1.Waive the formal RFP/RFQ bidding process for the procurement of retrofit LED lighting for the Sports Park Turf and Lighting Improvements Project CIP 24204; and, 2. Approve the purchase of Musco Retrofit LED Light System for the total amount of $589,800, which includes a 10% contingency; and, 3.Find that the proposed action is categorically exempt from the California Environmental Quality Act (CEQA) pursuant to State CEQA Guidelines, section 15301. EXECUTIVE SUMMARY: The City Council allocated $2 million as part of the Fiscal Year 2023-2024 Budget for significant improvements to the City’s Sports Park. A location map of the proposed project area is provided as Attachment 1. A key component of the project includes upgrading the existing athletic field lighting, which would serve to enhance functionality, reduce noise emissions from the current lighting fixtures, and improve energy efficiency by installing modern LED lighting technology. Additionally, the new lighting system will provide remote 10/17/2023 F1a City Council Agenda Report October 17, 2023 Page 2 of 5 access capabilities and advanced control functionality. To facilitate the purchase of the desired Musco LED lighting system, staff is recommending that the City Council waive the City’s formal bidding process given the ability to rely on a cooperative purchasing contract. This report also summarizes the turf renovation element of the project and anticipated construction schedule. DISCUSSION/ANALYSIS: Located at the northeastern intersection of Camino Del Avion and Via Positiva, adjacent to the City's Community and Senior Center, the Sports Park is a highly utilized community facility comprised of four soccer fields and three baseball/softball fields. User groups include Little League, AYSO and club soccer, local private schools and summer camps. The Sports Park Turf and Lighting Improvements Project will renovate this facility by replacing approximately 450,000 square feet of natural turf with new sod, enriched soil amendments, and enhanced irrigation on all athletic fields located south of Hausdorfer Field. The project will also upgrade the existing field lighting to an energy-efficient LED system and add infrastructure required for potential future lighting of the soccer fields located adjacent to Camino Del Avion. Musco Lighting City staff solicited a proposal from Musco Sports Lighting, LLC for the LED retrofit component of the renovation project. Musco Lighting is a leading company in sports and large area lighting solutions, known for its innovative technology that provides precision and energy-efficient lighting to sports parks and outdoor spaces. In all, 76 new LED luminaires, with a new control and monitoring system to provide remote on/off and dimming capabilities, will be purchased as part of this project. Additionally, 15 new poles with LED fixtures will be purchased to replace the existing lights located along the walkway that traverses the interior of the Sports Park. The total cost of the Musco Lighting materials and equipment is approximately $500,000. The City’s Municipal Code and Purchasing Policy, Section 3-4.310, allows exceptions to competitive bidding requirements when the City has a contract with another agency to purchase a particular item or service on a cooperative basis. The City of San Juan Capistrano is a Sourcewell Participating Agency and is eligible to utilize Sourcewell awarded contracts. Sourcewell is an organization that assists public agencies by offering access to competitively solicited contracts to achieve time and cost savings. In this case, Musco holds a Sourcewell contract (Attachment 2) that is valid until June 16, 2027. Consequently, per Section 3-4.310, staff is recommending to waive the formal bidding process and authorize the purchase of Musco Lighting materials and equipment (Attachment 3). Sports Park Turf Renovation Pending approval of the recommended action, staff will promptly place an order for the lighting materials and equipment. The expected delivery date is January 2024. The installation of the lighting equipment will be handled by Excel Electric, the City's electrical City Council Agenda Report October 17, 2023 Page 3 of 5 and lighting maintenance contractor. Excel Electric has a strong familiarity with the Sports Park lighting and electrical infrastructure, having maintained the system for over two decades. In addition to the lighting upgrade, Public Works and Community Services staff are actively coordinating with the City's Sports Park turf maintenance contractor, Brightview Landscaping, to design and construct the turf renovation element of the project, set for Spring 2024. Brightview is uniquely qualified to complete the turf renovation project given its extensive knowledge of the Sports Park facility, including the existing irrigation and drainage systems. Additionally, staff has enlisted the consulting services of Professional Sports Field Maintenance (PSFM) to provide additional review of project specifications and work with Brightview throughout all phases of the turf renovation. PSFM currently maintains the City’s softball and baseball infields and brings a unique expertise in sports field maintenance. The proposed timeline for the project is as follows: • October 2023: Order Musco Lights and new sod. • Mid-February 2024: Sports Park closed to the public, and initiation of Musco Lighting installation. • February-March 2024: To completely remove weeds from the athletic fields, two applications of herbicide will be implemented. • March-April 2024: Sod removal, rototilling, laser leveling, soil compost and sand installation, grass seed and seed topper for common areas, and irrigation repairs and rotors replaced. • May-July 2024: New sod installation and establishment period. • August 2024: Sports Park re-opens to the public. This significant investment in the Sports Park facility warrants an evaluation of programming at the site, including the possibility of relocating some special events to prevent damage to the turf and ensure adequate rest and recovery for the fields. As part of this project, staff will collaborate with Brightview and PSFM to assess Sports Park needs and develop a recommended maintenance schedule. Community Services staff has already notified primary sports field user groups of the planned closure from February – August 2024. Staff is currently evaluating temporary field availability at other City parks or school facilities that are jointly used by the City. Options may include utilizing Marco Forster Middle School and Cook Cordova Park with the help of mobile light towers for evening use. City Council Agenda Report October 17, 2023 Page 4 of 5 FISCAL IMPACT: The City's Fiscal Year 2023-2024 Capital Improvement Program allocates $2,000,000 for the Sports Park Turf and Lighting Improvements Project (CIP 24204). This budget encompasses the lighting system upgrade for the sports fields, installing conduit for future potential lighting installations for soccer fields 2 and 3, and the installation of new turf for the entire site, excluding Hausdorfer Field which remains in good condition. The following table summarizes the cost of the Musco lighting system and the anticipated remaining budget: Table of Budget & Expenditures Item Amount Project Budget $2,000,000 Musco Lighting System, LLC. ($536,800) 10% Contingency ($53,000) Contract Administration ($15,000) Total ($604,800) Remaining Project Budget $1,395,200 This remaining balance would be used to cover the cost to install the lighting system (roughly $250,000) as well as the turf renovation element of the project, anticipated to cost approximately $1.2 million. As the project progresses, there may be a need for a supplemental funding allocation using savings from the Fiscal Year 2022-2023 Operating Budget. ENVIRONMENTAL IMPACT: In accordance with the California Environmental Quality Act (CEQA), the recommended action is exempt from CEQA per Section 15301, because it consists of operation, repair, maintenance, permitting, leasing, licensing, or minor alteration of existing public or private structures, facilities, mechanical equipment, or topographical features, involving negligible or no expansion of use beyond that existing at the time of the lead agency’s determination. PRIOR CITY COUNCIL REVIEW: On June 20, 2023, the City Council approved the Operating and Capital Budgets for Fiscal Year 2023-2024 which included the Sports Park Turf and Lighting Improvements Project (CIP 24204). COMMISSION/COMMITTEE/BOARD REVIEW AND RECOMMENDATIONS: Not applicable. City Council Agenda Report October 17, 2023 Page 5 of 5 NOTIFICATION: Musco Sports Lighting, LLC. Excel Electric Brightview Landscaping ATTACHMENT: Attachment 1: Location Map Attachment 2: Sourcewell Contract Attachment 3: Musco Sports Lighting Proposal ATTACHMENT 1, PAGE 1 OF 1 LOCATION MAP SPORTS PARK: 25925 CAMINO DEL AVION ATTACHMENT 2 Page 1 of 37 ATTACHMENT 2 Page 2 of 37 ATTACHMENT 2 Page 3 of 37 ATTACHMENT 2 Page 4 of 37 ATTACHMENT 2 Page 5 of 37 ATTACHMENT 2 Page 6 of 37 ATTACHMENT 2 Page 7 of 37 ATTACHMENT 2 Page 8 of 37 ATTACHMENT 2 Page 9 of 37 ATTACHMENT 2 Page 10 of 37 ATTACHMENT 2 Page 11 of 37 ATTACHMENT 2 Page 12 of 37 ATTACHMENT 2 Page 13 of 37 ATTACHMENT 2 Page 14 of 37 ATTACHMENT 2 Page 15 of 37 ATTACHMENT 2 Page 16 of 37 ATTACHMENT 2 Page 17 of 37 ATTACHMENT 2 Page 18 of 37 ATTACHMENT 2 Page 19 of 37 ATTACHMENT 2 Page 20 of 37 ATTACHMENT 2 Page 21 of 37 ATTACHMENT 2 Page 22 of 37 ATTACHMENT 2 Page 23 of 37 ATTACHMENT 2 Page 24 of 37 ATTACHMENT 2 Page 25 of 37 ATTACHMENT 2 Page 26 of 37 ATTACHMENT 2 Page 27 of 37 ATTACHMENT 2 Page 28 of 37 ATTACHMENT 2 Page 29 of 37 ATTACHMENT 2 Page 30 of 37 ATTACHMENT 2 Page 31 of 37 ATTACHMENT 2 Page 32 of 37 ATTACHMENT 2 Page 33 of 37 ATTACHMENT 2 Page 34 of 37 ATTACHMENT 2 Page 35 of 37 ATTACHMENT 2 Page 36 of 37 ATTACHMENT 2 Page 37 of 37 2016, 2023 Musco Sports Lighting, LLC - 1 - M-2168-enUS-12 Quote Quote Date: September 20, 2023 Project: San Juan Capistrano Sports Park To: Paul Meshkin San Juan Capistrano, CA Musco Project Number: 217823 Sourcewell Master Project: 199030, Contract Number: 041123-MSL, Expiration: 06/16/2027 Category: Sports lighting with related supplies and services All purchase orders should note the following: Sourcewell purchase – contract number: 041123-MSL Quotation Price – Materials Only Delivered to Job Site Musco Materials LED Retrofit: Sports Park (Baseball/Softball/Soccer/Security): $445,500. Estimated Sales Tax (Based on 7.75%, subject to rate at time of shipment): $ 34,500. Total: $480,000. Adder #1 – New pathway lighting poles and Cree LED fixtures (15 poles/15 fixtures): $52,800. Estimated Sales Tax (Based on 7.75%, subject to rate at time of shipment): $ 4,000. ADDER Total: $56,800. Quote is kindly confidential. Pricing and lead times are effective for 90 days only. Light-Structure System™ retrofit with Total Light Control – TLC for LED™ Technology Guaranteed Lighting Performance Guaranteed light levels (fc= average footcandles): o Baseball (302’/360’/299’) – Infield 50fc, Outfield 30fc o Softball (300’R)/Soccer (330’x210’) Overlay – Infield -50fc, Outfield 30fc, Soccer 30fc BallTracker® technology – targeted light, optimizing visibility of the ball in play with no glare in the players typical line-of-sight (76) Factory aimed and assembled luminaires, including BallTracker® luminaires Pole length factory assembled wire harnesses Factory wired and tested remote electrical component enclosures Mounting hardware for poletop luminaire assemblies and electrical components enclosures Disconnects UL listed assemblies Enhanced corrosion protection System Description for ADDER-Pathway Lighting Replacement: (15) Cree ARE 25’ soft square Poles and(15) LED Fixtures 10-year materials and onsite labor warranty for Walkway Cree fixtures. Control Systems and Warranty Services Control-Link® control and monitoring system to provide remote on/off and dimming (high/medium/low) control and performance monitoring with 24/7 customer support 25 Year Warranty that includes materials and onsite labor, eliminating 100% of your maintenance costs for 25 years- for sports lighting poles 10-Year Warranty for the C2 Pole (cellular pole): 10 year materials warranty that covers lamps for 10 years and onsite labor for 2 years 10 year Warranty for the walkway poles/fixtures: covers all parts and labor for 10 years ATTACHMENT 3 Page 1 of 2 2016, 2023 Musco Sports Lighting, LLC - 2 - M-2168-enUS-12 Quote Quote Payment Terms Final payment terms to be coordinated with Musco’s Credit Department. Email a copy of the Purchase Order to Musco Sports Lighting, LLC: Musco Sports Lighting, LLC Karin Anderson Email: Karin.anderson@musco.com All purchase orders should note the following: Sourcewell purchase – contract number: 041123-MSL Delivery Timing 10 - 12 weeks for delivery of materials to the job site from the time of order, submittal approval, and confirmation of order details including voltage, phase, and pole/luminaire locations. Notes Quote is based on following conditions: Shipment of entire project together to one location. 480 Volt, 3 phase electrical system requirement Structural code and wind speed = 2022 CBC, 95 mph, Exposure C Due to the built-in custom light control per luminaire, pole or luminaire locations need to be confirmed prior to production. Changes to pole or luminaire locations after the product is sent to production could result in additional charges. Lightning grounding should be done as part of the basic installation by the installing contractor. Thank you for considering Musco for your lighting needs. Please contact me with any questions or if you need additional details. Karin Anderson Musco Field Sales Representative Musco Sports Lighting, LLC Phone: 858-232-1620 E-mail: karin.anderson@musco.com ATTACHMENT 3 Page 2 of 2