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
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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
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October 17, 2023
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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.
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October 17, 2023
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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.
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October 17, 2023
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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
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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
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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
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