HomeMy WebLinkAbout9C - Ponds Field Lighting
MEETING DATE:
AGENDA #
PREPARED BY:
REVIEWED BY:
AGENDA ITEM:
DISCUSSION:
CITY COUNCIL AGENDA REPORT
JANUARY 22, 2002
9C
AL FRIEDGES, PARKS SUPERVISOR
BUD OSMUNDSON, PUBLIC WORKS DIRECTOR
CONSIDER APPROVAL A RESOLUTION APPROVING PLANS AND
SPECIFICATIONS AND AUTHORIZING STAFF TO SOLICIT BIDS FOR
ATHLETIC FIELD LIGHTING AT THE PONDS ATHLETIC COMPLEX
History
The purpose of this agenda item is to approve plans and specifications and authorize
staff to solicit bids for athletic field lighting at The Ponds Athletic Complex as
identified in the 2002 Capital Improvement Program (C.I.P,)
Each year, the City Council adopts the C,I.P, which includes funding for various park
improvement projects, To assure that the Council is aware of and supportive of our
major park improvement efforts, we are seeking: (1) approval of plans and
specifications and (2) authorization to solicit bids for the installation of athletic field
lighting on Field #7, The Council authorized the preparation of plans and
specifications for lighting on Field #7 and the design for future lighting on Fields 1 and
2 at the December 17, 2001 City Council meeting,
With the shortage of land for athletics, lighting these fields is an opportunity to increase
field utilization,
Currellt Circumstallces
The c.I.P, identifies $75,000 of City Capital Park Funds for irrigating and lighting
Field #7, The estimated cost for irrigating and lighting Field #7 is $150,000, Prior
Lake Athletics for Youth (P,L.A.Y.) has committed to match or fund the other one half
of these projects, The total estimated cost to light Field #7 including electrical design
and engineering is $138,000, This estimate would also include the design fees for
Fields #1 and #2,
Wunderlich-Malec Engineering, Inc, has been hired to: (1) work on the design (2)
prepare the plans and specifications, and (3) assist in the construction management
phase of the lighting project. A copy of the plans and specifications is available in the
City Manager's office, A Wunderlich-Malec representative will review the plans and
specifications with the Council at the meeting,
Issues
The plans and specifications confom1 to the city's purchasing policy, Specifically, the
following provisions have been considered:
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1, Purchase what the city needs, not necessarily what a specific manufacturer offers,
Four softball fields and two soccer/football fields are already lighted at The
Ponds Athletic Complex, The lights are Musco brand which were installed
with lenses and baffles to direct light to the field and away from adjacent
properties, We have received very few complaints about the lights from
adjacent property owners and field users. The specifications have been
prepared consistently with the existing lighting system,
City code also limits light spillage to adjacent properties, The specifications
incorporate these ordinance requirements,
The plans and specifications do not name any particular lighting brand or
manufacturer, but do require that baffling and lenses accomplish the intended
purposes,
2, Obtain at least three competitive quotes,
We expect that at least three bids will be received for this work. We are not
sure how many manufacturers will be represented by the bidders,
3, An underlying principle in the purchasing policy is to obtain the best price possible,
In an effort to determine if economics of scale and possibly with this bid, staff
is suggesting that Fields #7, #1 and #2 be bid together. Fields #1 and #2 will
be a bid alternate so that we can evaluate whether there is benefit in doing one
or all three fields as part of the bid,
Conclusion
A neighborhood infonnation meeting was conducted at 6:00pm on January 22, 2002 at
the Prior Lake Maintenance Center to inform residents and receive input about the
lighting project. A representative from Wunderlich-Malec Engineering was also
present to answer questions,
Staff is requesting that the Council approve the attached resolution approving the plans
and specifications and the solicitation of bids for lighting Field #7 and as a potential
cost saving measure, bid Fields #1 and #2 as an alternate,
FISCAL IMPACT
To date, P,L.A,Y, has contributed $16,000 supporting 100% ofthe installation of
ilTigation on Field #7,
The funds for the lights will be drawn from the parks portion of the c.I.P, The project
cost estimate for lighting Field #7 is $138,000, P,L.A,y' is committed to pay up to an
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AL TERN A TIVES:
RECOMMENDED
MOTION:
REVIEWED BY:
additional $59,000 to offset city expenses for Field #7, This amount will meet
P,L.A.y"s $75,000 commitment to these projects, The City would be responsible for
$79,000, A total of $75,000 is set aside in the ClP for this purpose,
The project cost estimate for Fields #1 and #2 is $130,000, These estimates include the
electrical engineering costs, No funds are set aside in the ClP for this purpose since it is
not programmed in 2002, lfthe Council wanted to accomplish this project this year,
funds would have to be allocated in the ClP for this purpose.
The alternatives are as follows:
1, Approve Resolution 02-xx approving plans and specifications and authorizing staff
to solicit bids for athletic field lighting at The Ponds Athletic Complex Fields #1,
#2 and #7,
2, Table this agenda item for a specific reason.
3, Deny this agenda item for a specific reason and provide staff with direction.
Staff recommends alternative number 1,
Bud ~~rks Director
Frank Boyles, City Manager
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10
RESOLUTION 02~
~/NNESO~~
A RESOLUTION APPROVING PLANS AND SPECIFICATIONS AND AUTHORIZING
STAFF TO SOLICIT BIDS FOR ATHLETIC FIELD LIGHTING AT THE PONDS
ATHLETIC COMPLEX
MOTION BY:
WHEREAS,
WHEREAS,
WHEREAS,
WHEREAS,
WHEREAS,
WHEREAS,
SECOND BY:
Field lighting enhances the utility and safety associated with athletic field usage;
and
There is a shortage of baseball fields for youth usage; and
The 2002 c.I.P, identifies $75,000 to light Field #7 at The Ponds Athletic
Complex; and
On December 17, 2001 Council authorized staff to prepare plans and
specifications for athletic field lighting on Field #7 and to design lights on Fields
#1 and #2 for future construction; and
For a potential cost saving measure and to increase field utilization staff
recommends bidding Fields #1 and #2 as an alternate; and
Prior Lake Athletics For Youth (P.L.A.Y.) will contribute up to $59,000 to help
fund the lighting project on Field #7,
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE,
MINNESOT A, that
1, The recitals set forth are incorporated herein,
2, Council hereby approves the plans and specifications for lighting of Fields #1, #2 and #7 at The
Ponds Athletic Complex,
3. Staff is authorized to solicit bids for athletic field lighting for Fields #1, #2 and #7 at The Ponds
Athletic Complex,
Passed this 22nd day of January 2002,
{ Seal }
YES
NO
Haugen Haugen
Ericson Ericson
Gundlach Gundlach
Petersen Petersen
Zieska Zieska
City Manager
City of Prior Lake
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AN EQUAL OPPORTUNITY EMPLOYER