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Item 4ICITY OF SOUTH LA KE MEMORANDUM October 27, 2010 To: Shana Yelverton, City Manager From: Chris Tribble, Director of Community Services 41 -1 Subject: Approve the purchase of Musco Light- Structure Green TM sports field lighting system from Musco in the amount of $338,390 for the Southlake Sports Complex Action Requested: Approve the purchase of Musco Light- Structure Green TM sports field sighting system from Musco in the amount of $338,390 for the Southlake Sports Complex Background Information: Sports field lighting improvements at the Southlake Sports Complex has been included as a capital project in the SPDC CIP item since 2008. The new pre -cast concrete bases, galvanized steel poles and remote component enclosures will allow City staff to control the lights off -site and reduce the spill and glare of the field lighting by 50 %. The existing lighting has been removed. Financial Consideration: Funding for this project in the amount of $340,000 is included in the FY 2011 SPDC CIP adopted by the City Council. Strategic Link: This item is linked to the City's Strategy Map related to the focus area of Safety and Security, Infrastructure, and Performance Management and Service Delivery and meets the Corporate Objectives to Achieve the Highest Standards in Safety and Security, Provide Attractive and Unique Spaces for Enjoyment of Personal Interests, Optimize the Use of Technology and Invest to Provide and Maintain High Quality Public Assets. Citizen Input/ Board Review: This capital project was ranked as the #6 project priority by Parks Board, SPDC and City Council at their August 2010 joint meeting during the budget process, and FY 2011 funding was approved by City Council. City Council Meeting Date — November 2, 2010 Page 2 of 2 Legal Review: Not applicable. Alternatives: Alternatives may include: • Recommendation for approval as presented • Decision not to recommend approval Supporting Documents: Supporting Documents include: ■ Quote for Material and Turnkey Installation C! Q+a Staff Recommendation: Approve the purchase of Musco Light- Structure Green TM sports field lighting system from Musco in the amount of $338,390 for the Southlake Sports Complex Southlake Sports Complex Southlake, TX Date: October 1, 2010 To: Mike Reasoner Park/Rec & Field Lighting #269 -07 Vendor # 528 Texas Buy Board Quote Quotation Price - Materials and Turnkey Installation Musco's Light Structure GreenTM as described below Baseball 1 (260'X315'X260') and Baseball 2 (205' X275' X200) ....... ......................$273,184. Adder for new Green fixtures on existing Musco poles for the Multi- purpose field (Lacrosse/ Baseball) .............. ............................... $65,206 Total..... $338,390 Equipment Description Light Structure Green TM System delivered to your site in Five Easy PiecesTM • Pre -cast concrete bases • Galvanized steel poles • UL Listed remote electrical component enclosures • Pole length wire harness • Factory-aimed and assembled luminaires Also Includes: Energy savings of more than 50% over a standard lighting system • 50% less spill and glare light than Musco's prior industry leading technology • Musco Constant 25TM product assurance and warranty program that eliminates 100% of your maintenance costs for 25 years, including labor and materials • Guaranteed constant light level for 25 years, +/- 10% per IESNA RP -06 -01 • 1 group re -lamp at the end of the lamps' rated life, 5000 hours • Control Link Control & Monitoring System for flexible control and solid management of your lighting system • Lighting Contactors sized for sized for site voltage /phase • Structural Engineering • Electrical Engineering • Demolition of existing poles, fixtures and foundations. • Turnkey installation of new foundations, poles, fixtures, electrical panel, conduit, wire, contactors, Control Link and all other components for a fully operational lighting and electrical system. • Bonding Estimated time for getting electrical and structural plans completed, approved by the city, demolition of existing foundations, poles and fixtures, and installation of new lighting system and electrical is approximately eight weeks. Barring delays that may occur with getting plans approved or weather. 0 2009, 2010 Musco Sports Lighting, LLC 1 SD- 2565 -2 Pricing furnished is effective for 60 days unless otherwise noted and is considered confidential. Divulging technical or pricing information to competitive vendors will result in removal from the bid list Payment Terms Net 30 days from Invoice Date Late payment will be subject to service charges of 1 %% per month (18% APR). Musco will make every effort to coordinate shipment so that delivery corresponds with the customer's payment schedule. We will expect payment within the terms described above unless there is a written statement from Musco's corporate headquarters stating the acceptance of different terms. Delivery to the job site from the time of order, submittal approval, and confirmation of order details including voltage and phase, pole locations is approximately 30-45 days. Due to the built -in custom light control per luminaire, pole locations need to be confirmed prior to production. Changes to pole locations after the product is sent to production could result in additional charges. (Votes Quote is based on: • Shipment of entire project together to one location • Field size of 260'X315'X260' for baseball field 1; '205X275'X200' for baseball field 2; 405' X 350' for Multi- purpose field • Electrical system sized for site voltagelphase • Structural code and wind speed = 2006 IBC, 90 MPH STD Exposure C. • Confirmation of pole locations prior to production Thank you for considering Musco for your sports - lighting needs. Please contact me with any questions. Chris Johnson Field Sales Musco Sports Lighting, LLC Phone: 214 - 733 -2927 E -mail: chris.johnson @musco.com Fax: 866 - 930 -6190 0 2009, 2010 Musco Sports Lighting, LLC 2 SD- 2565 -2