TITLE:
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AUTHORIZE THE USE OF SOURCEWELL’S NATIONAL COOPERATIVE AGREEMENT WITH MUSCO SPORTS LIGHTING, LLC, FOR THE PURCHASE OF LED LIGHTING MATERIALS
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DEPARTMENT: PUBLIC WORKS DEPARTMENT/MAINTENANCE SERVICES DIVISION
PRESENTED BY: RAJA SETHURAMAN, PUBLIC WORKS DIRECTOR
CONTACT INFORMATION: ROBERT RYAN, MAINTENANCE SERVICES MANAGER, (714) 327-7499
RECOMMENDATION:
recommendation
Staff recommends the City Council:
1. Authorize the use of Sourcewell’s Cooperative Agreement #041123-MSL with Musco Sports Lighting, LLC, for the purchase of LED lighting equipment and material to retrofit and install lighting at multiple City facilities.
2. Authorize the purchase of LED lighting and equipment material for $1,894,090 from Musco Sports Lighting, LLC.
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BACKGROUND:
The use of sports fields and park lighting has been a continued necessity for the City to program sporting and recreational activities throughout the year. The Public Works Department is responsible for maintaining the lighting at various locations, including Jack Hammett Sports Complex, TeWinkle Athletic Complex, the Costa Mesa Tennis Center and Bark Park. All of the lighting at the aforementioned sites utilize outdated metal halide lighting. All of the sites, except the Tennis Center, currently utilize Musco Sports Lighting Systems. New poles that support the upgraded Musco Lighting System lighting will need to be installed at the Costa Mesa Tennis Center.
In 2022, State Senator David Min earmarked funding for the City of Costa Mesa in the amount of $10 million. City Council approved the appropriation of $2.5 million to upgrade the existing lighting at the Jack Hammett Sports Complex, the TeWinkle Athletic Complex, the Costa Mesa Tennis Center and the adjacent Bark Park to LED lighting as well as other improvements to the TeWinkle Athletic Complex. The funding for these projects has been allocated in the adopted FY 2023-24 City Capital Improvement Program (CIP) budget.
ANALYSIS:
A majority of these lights were installed eighteen years ago and have exceeded their warranty and useful life. All of the existing lighting at the aforementioned sites utilize outdated metal halide lighting systems. The bulbs in these systems are subject to failure and require regular maintenance and replacement. The replacement of the bulbs requires the use of costly, specialty equipment capable of reaching the top of the poles.
The upgrading of these Musco lighting systems to LED will increase efficiency and can reduce energy and maintenance costs by 50% to 85%. The use of LED lighting will minimize downtime for lighting issues. Musco Sports Lighting guarantees appropriate light levels for playability. The lighting is specifically designed per location to reduce light spill, the amount of light pollution that affects off-target areas such as surrounding homes and habitats for birds and other animals and glare which is essential for sporting activities and the ability for athletes to track the ball and play. Also included is their proprietary Control-Link System for remote on/off control and monitoring with 24/7 customer support. Musco Lighting also provides a warranty that includes materials and onsite labor which would eliminate maintenance costs for 25 years.
Purchasing the lighting and equipment material through Sourcewell meets all requirements set forth in the City of Costa Mesa’s Purchasing Policy and all requirements set forth by the State of California in regards to regional cooperative purchasing agreements. This process confirms that the City still receives the lowest available pricing, and meets the competitive bid process requirements. The City has utilized Sourcewell successfully for several previous related purchases.
The Sourcewell quotes are included as Attachment 1 and total $1,894,090, which includes all parts, equipment, plans and delivery. A separate construction contract will be executed for the installation of the lighting equipment.
ALTERNATIVES:
The City Council could choose not to authorize the use of the national cooperative agreement with Musco Sports Lighting, LLC. This will require staff to initiate a formal bidding process, which will take significantly more time to complete. In addition, formal bidding may not result in lower prices than the proposed Sourcewell pricing.
FISCAL REVIEW:
Funding for these projects is available through State Senator David Min’s office and is included in the Fiscal Year 2023-24 Capital Improvement Program Adopted Budget.
LEGAL REVIEW:
The City Attorney’s Office has reviewed this report and approves it as to form.
CITY COUNCIL GOALS AND PRIORITIES:
This item supports the following City Council Goal:
• Strengthen the Public’s Safety and Improve the Quality of Life
CONCLUSION:
Staff recommends the City Council:
1. Authorize the use of Sourcewell’s Cooperative Agreement #041123-MSL with Musco Sports Lighting, LLC, for the purchase of LED lighting equipment and material to retrofit and install lighting at multiple City facilities.
2. Authorize the purchase of LED lighting and equipment material for $1,894,090 from Musco Sports Lighting, LLC.