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Agenda Item 4CAGENDA ITEM # 4C AUGUST 8, 2011 STAFF REPORT City of Atlantic Beach Commission Meeting AGENDA ITEM: Energy Efficient Lighting Purchase DATE: July 29, 2011 G SUBMITTED BY: David E. Thompson, Asst. City Manager BACKGROUND: The City has been awarded an Energy Efficiency and Conservation Block Grant in the amount of $234,789 which is being administered by the Florida Department of Agriculture and Consumer Services (FDACS) Office of Energy (formerly known as the State Florida Energy and Climate Commission). One of the projects approved in the grant was retrofitting the recreational lighting at the Russell Park Baseball Fields to energy efficient lighting. After a great deal of searching, staff was unable to locate or identify more than one (1) company that has the technology and expertise to provide the high levels of lighting necessary for baseball fields while reducing the energy usage by 50 %. Staff contacted the State and found that other cities with similar projects had submitted letters recommending that the vendor, MUSCO, be recognized as a sole source vendor. Atlantic Beach submitted a request to the State, and the State recognized MUSCO as a sole source vendor for this work (see attachment). The initial quote from MUSCO to retrofit both A and B fields was over $60,000. Staff negotiated a price of $53,000 to have this work performed. At this point, the purchasing steps and requirements have been documented and approved by the State for staff to proceed with the purchase. Due to the cost of the project, staff needs City Commission approval to process the purchase. BUDGET: The $53,000 for this purchase is part of an energy grant that does not require any matching funds. Once the purchase and installation have been completed, staff will seek reimbursement from the State for the entire amount. RECOMMENDATION: To authorize MUSCO to retrofit the recreational lighting on the baseball fields at Russell Park for $53,000.00. ATTACHMENTS: 1) Letter from Office of the Governor authorizing MUSCO Lighting as a sole source vendor AGENDA ITEM # 4C AUGUST 8, 2011 2) Four (4) Page Quote from MUSCO 3) April 28, 2011 Memo from MUSCO discussing Lighting Values REVIEWED BY CITY MANAGER AGE A ITEM NUMBER: B Yl 4F.l. P1 j i FIr.4 All.� . T l to v t. ��- +�!.4 �i14 ^ �.,�`. -7,� y ;,- y '���i�� s � +7 :�i� �5, 5•�' ��i{ r _i� +�rr.�r. p1: t'r�.' -'h.I ' - r! �4} r a�� '� ��r � j ? {+ li�7 tt „ i _ �5i r'd'�" y-�g , �r 2: ;' =�t. r �:lY' - a yr p 1 Z .9 TL ' "7. � S 1 M ��}�i. ;;. .•��' : ~�I� r.1 + .4�'�.1� d'i ii' S'ik` ;T.* y + + '• � y �� J14 ' 114 I Ltd Z ..F 7 IM R"', •J + �+ _ } + ,pT Y � �.. f dr� 5 J - - I �% - ,�F� ' .:.1.R� 1 � �J?I I�� `:fir' x #' t � - '.' } �;rre tis eG, !s }rS,•y +. � �� J9;'.'.: '��Fifli':t k•I t'•� I at c l 4r I. Iff AGENDA ITEM # 4C AUGUST 8, 2011 Quotation Price - Materials and Turnkey Installation SportsCluster GreenTm as described below and delivered to the job site: FieldA ...................................................... ............................... $17,000 FieldB ...................................................... ............................... $36,000 Equipment Description SportsCluster Green System delivered to your site ® Factory aimed and assembled pole top luminaire assemblies • 1500 -watt metal halide fixtures • UL Listed remote electrical component enclosures • Mounting hardware for the pole top units and electrical component enclosures • Pole length wire harness • Disconnects Also includes: Energy savings of more than 50% over standard lighting system ® 50% less spill and glare light than Musco's prior industry leading technology ® 10 -Year warranty including ten years parts, two years labor. Lamps are warranted for two years, with the first year including lamps and labor, and the second year lamps only Poles and sales tax of the equipment are not included as part of this quote. 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. © 2009, 2010 Musco Sports Lighting, LLC I SD- 3325 -2 Jack Russell Park Fields A & B Atlantic Beach, FL Date: May 20, 2011 To: David Thompson AGENDA ITEM # 4C AUGUST 8, 2011 ent Terms Payment of 25% of the contract price is required with order. The contract balance is due Net 30 days. Late payment will be subject to service charges of 1 '/z% 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. Notes Quote is based on: • Shipment of entire project together to one location • Field size of 185' for Fields A & B • System will be manufactured to existing voltage and phasing at site • Confirmation of pole locations prior to production • Davis -Bacon wages and Buy American provisions are provided and included as part of this quotation Thank you for considering Musco for your sports - lighting needs. Please contact me with any questions. Danny Sheldon Field Sales Musco Sports Lighting, LLC Phone: 352 - 665 -0578 E -mail: danny.sheldon @musco.com Fax: 866 - 930 -6190 © 2009, 2010 Musco Sports Lighting, LLC 2 SD- 3325 -2 AGENDA ITEM # 4C Sportscluster GreenTM Relight Scope of Work AUGUST 8, 2011 For Jack Russell Park Retrofit Fields A & B Atlantic Beach, FL Project #s 141322 & 140069 Owner Responsibilities: 1) Provide total access to the site and pole locations for construction. Equipment must be able to move from location to location on standard rubber tires — no towing required. 2) Provide reference points (one per field) for sighting in lighting cross -arms. 3) Remove any trees, limbs, shrubs, etc. for total access to pole locations. 4) Removal, replacement, and repair of all fencing necessary for construction. 5) Repair and /or replace any field turf, asphalt, curbs, and concrete inadvertently damaged during installation. 6) Locate and mark existing irrigation systems prior to the commencement of construction. 7) Pay for all permitting costs. 8) Provide existing electrical design and site plan as necessary. Musco Responsibilities: 1) Provide layout of pole locations, aiming diagram, and associated designs. 2) Provide pole inspection and survey of existing poles for height, size, and location. 3) Provide required Musco Sportscluster GreenTM equipment. 4) Provide Project Management and assistance as needed. 5) Provide light test under owner supplied lighting system. Subcontractor Responsibilities: 1) Remove and dispose of existing lighting fixtures and electrical enclosures on (6) existing poles. This will include the recycling of lamps, aluminum reflectors, ballast and steel as necessary. 2) Leave the existing grounding wires and power feed in place for reattachment to the new Sportscluster GreenTM product. 3) Provide adequate trash container for cardboard waste and packing debris. 4) Provide storage containers for material as necessary. 5) Provide adequate security to protect Musco delivered products from theft, vandalism or damage during the installation. 6) Provide equipment and materials to off load equipment at jobsite per scheduled delivery. 7) Obtain required permits, owner to pay all costs. Subcontractor to advise Musco of costs to subcontractor, if any, before proceeding with permitting. 8) Provide electrical design or as -built drawings as required. 9) Provide materials and equipment to install or upgrade existing electrical service panels as required or necessary. This needs to be defined in the electrical design. 10) Provide materials and equipment to install all underground conduit, wiring, pull boxes, switchgear, etc. and terminate wiring as required per electrical design. 11) Ground the new product on poles per NFPA 780 and NEC code. This will include grounding of the electrical enclosures and remote light fixture cross arms. Existing lightning protection to be verified and repaired as needed to comply with Musco warranty and NFPA 780 and NEC code. 12) Install Musco electrical enclosures and fixtures on existing poles and terminate power feed. Power feed may need to be reworked to adapt to the new Musco lighting equipment. 13) Provide materials and equipment to wire and terminate ballast to (20) Sportscluster GreenTM fixtures. © 2009, 2010 Musco Sports Lighting, LLC 3 SD- 3325 -2 AGENDA ITEM # 4C AUGUST 8, 2011 14) Keep all heavy equipment off of playing fields and surfaces whenever possible. Use due care to minimize damages when playing surface access is required. 15) Jobsite to be returned to condition existing prior to construction of lighting system. 16) Locate existing underground utilities and irrigation system so as to avoid damage from construction equipment. Repair any such items damaged during construction. 17) Conduct system startup and additional aiming as required to provide a complete and operating sports lighting system. © 2009, 2010 Musco Sports Lighting, LLC 4 SD- 3325 -2 it 1p J - If ■ H I it - w'', >: 6� 6 MA IkLl 11. 1. 1 -rl 6 44. �yq. ! '�� � r 5 � y 'k •, {� +���4,5 :i i � 1 ����, �L +M yr{= `w:rt k .j7' . 77 sm ....... ...... CbA 4 A 1 L_ V; t D L