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Home My WebLink About9D - Ponds Field Lighting MEETING DATE: AGENDA # PREPARED BY: REVIEWED BY: AGENDA ITEM: DISCUSSION: CITY COUNCIL AGENDA REPORT October 7, 2002 9D AL FRIEDGES, PARKS SUPERVISOR BUD OSMUNDSON, PUBLIC WORKS DIRECTOR CONSIDER APPROVAL OF A RESOLUTION APPROVING THE INSTALLATION OF LIGHTING FOR BOTH OF THE PARKING LOTS AT THE PONDS ATHLETIC COMPLEX AS IDENTIFIED IN THE 2002 CAPITAL IMPROVEMENTS PROGRAM. Historv The purpose of this council agenda item is to receive authorization to install parking lot lighting at the Ponds Athletic Complex consistent with the 2002 Capital Improvement Program. Current Circumstances The 2002 C.I.P. identifies the installation of parking lot lighting for the Ponds Athletic Complex. Currently, there is field lighting on some of the athletic fields, but not adequate lighting for parking lot purposes. Installing parking lot lighting will improve visibility for players and visitors and may decrease the possibility of vandalism. Issues The 2002 c.I.P. identifies $40,000 for the parking lot lighting at Ponds Athletic Complex. Staffhas received two quotes for the design and installation ofthe parking lot lighting. The amounts of the quotes received for the lighting project are $43,250 (Xcel Energy) and $45,000 (Hayes Electric). The lowest bid was $3,250 over the amount identified in the 2002 C.I.P. The remaining $3,2.50 would be drawn from the Capital Park Fund. Conclusion Staff is requesting that the Council approve the attached resolution for the installation of the parking lot lighting at the Ponds Athletic Complex. FISCAL IMPACT: Staff requested two quotes for the proposed parking lot lighting (see attachments). Xcel Energy submitted a quotation for the lighting totaling $43,250 for the installation and materials. Hayes Electric also submitted a quote for the same lighting project, totaling $45,000. Staff recommends awarding the Ponds Athletic Complex parking lot lighting project to Xcel Energy vs. Hayes Electric for the following reasons: 1. Xcel Energy submitted the lowest responsible quotation. 2. Xcel Energy will supply, install, and maintain the poles, fixtures, and lamps. If we use Hayes Electric, the maintenance, i.e. pole and lamp replacement, will be the City's responsibility. Pole replacement for a damaged pole averages $3,000, and lamp replacement averages $125, resulting in significant savings for the City when Xcel Energy maintains the poles. Y:\McConniakX.Q~aMa1iiqp16ni~iniro..7-li2:OOcLake, Minnesota 55372 / Ph. (952) 440-9675 / Fax (952) 440-9678 AN EQUAL OPPORTUNITY EMPLOYER ~,j_"^_I~,_,_"_"~'_""W""_"""""",",~"""",,,,__"-~"'.~'.H''''-"''.,-"- AL TERNA TIVES: RECOMMENDED MOTION: REVIEWED BY: 3. Xcel Energy offers an architectural lighting design for pole location, luminaire glare and foot candle calculations. The alternatives are as follows: 1. Approve a resolution awarding a contract to Xcel Energy for the installation of the parking lot lighting at the Ponds Athletic Complex, in an amount not to exceed $43,250. 2. Table this item for a specific reason. 3. Deny this agenda item for a specific reason and provide staff with direction. Staff recommends alternative number 1. c Works Director Y:\McCormicklagendas\parking lot lighting 10-7 -02.DOC RESOLUTION 02\1 ~~ SOLUTION APPROVING THE 2002 CAPITAL IMPROVEMENTS OGRAM RELATING TO THE INSTALLATION OF PARKING LOT LIGHTING AT THE PONDS ATHLETIC COMPLEX. MOTION BY: lv SECOND BY: j'? WHEREAS, The parking lot lighting at the Ponds Athletic Complex is scheduled for construction as identified in the 2002 Capital Improvement Program; and WHEREAS, The estimated cost for the parking lot lighting as identified in the 2002 C.I.P is $40,000; and WHEREAS, The City, consistent with its purchasing policy, solicited two quotations for the installation of parking lot lighting at the Ponds Athletic fields; and WHEREAS, Xcel Energy provided the City a quote of $43,250, and Hayes Electric provided the City a quote of $45,000; and WHEREAS, The parking lot lighting will provide increased visibility and reduced vandalism for our residents who enjoy using the city parks after dark. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE, Minnesota, that the following are hereby adopted: 1. The recitals set forth are incorporated herein. 2. The City Council authorizes the award of the contract for the installation of parking lot lighting to Xcel Energy, and declares same to be the lowest responsible quote. 3. The City contract authorizes the Mayor and the City Manager to enter into a contract with Xcel Energy for the parking lot lighting at Ponds Athletic Complex, in an amount not to exceed $43,250 ($40,000 from the 2002 c.I.P. and the remaining $3,250 from the Capital Park Fund). Passed this 7th day of October 2002. YES NO , Gundlach \ Gundlach Haugan \ Haugan LeMair \ LeMair Petersen \ Petersen Zieska \ Zieska { Seal } Frank Boyles, City Manager Y:\McCormiakY.Q~aMe1RigOOni~~.JiO.7-F.r.md.ake, Minnesota 55372 / Ph. (952) 440-9675 / Fax (952) 440-9678 AN EQUAL OPPORTUNITY EMPLOYER ATTACHMENT 1l Xcel Energy'. OUTDOOR LIGHTING 1971 Gateway Boulevard Arden Hills, Minnesota 55112-2750 September 23,2002 Mr. AI Friedges Gty of Prior Lake 17073 Adelmann Street SE Prior Lake,:MN 55372-1714 Dear Mr. Friedges: I'm submitting you a cost for the lighting project that we have discussed, at Ponds Athletic Complex in the Gty of Prior Lake. The cost includes all of the labor to install, and the material that I am listing below. We will be using the Plow method, with some directional bore to install the conduit :md wiring. To include the following materials. 10 ea. - 250 watt Gullwing fixtme 10 ea. - Concrete bases 10 ea. - 30' Square Aluminum Pole The preliminary cost to complete this project as it is specified above will be $43,250. All poles, fixtmes, and other accessories will be Dark Bronze in color. Some lights will be 277V and some will be 120V /240V. Thank you, for the opportunity to provide this service to the Gty of Prior Lake. I would very much like to meet with you as soon as possible to discuss this proposal. At. that time we could make any necessary changes needed, and provide you with a final proposal and design for this project. If you have any questions, please do not hesitate to call me. c::1kfd ~iple Lighting Consultant (651) 634-7807 Sep 29 02 07:26p ha~es electric 651 463 3821 p. 1 Hayes Electric, Inc. 7160 250th Street East Hampton, MN 55031 (651) 463-2200 ,.. Fax (507) 263-7070 Proposal To: CITY OF PRIOR LAKE Attn: ATTN:AL FRIEDGES Address: City, State. Zip Job Address: PONDS PARKING LOT City, State. Zip We hereby propose to furnish all labor and material to wire= WIRE POR PARKING LOT LIGHT FIXTURES FOR POND PARKING LOTS. Price indudes all material, labor and permit fee or as noted above. f'le.,.sc si51l .:md retum one cupy UpUlI yuur ~L"vplanw; FOR 1HE SUM OF: FOUm FIVE TIiOUSAND DOl.ARS AND 00/100 ($4.5,000.00) All materials are guaranteed to be as spedfied or equivalent, and the above work to ba ptrfoCl1li!d in a w\)rkman like manner, in accordance with the National Electrical Code. Any alteration or deviatiQn from the above specificatinns, including extrac()$t8, will be an extra ch~ over and above the estimate. Payment to be made as follows: IN PULt UPON COMPLETION ~do~ AC PTANCE OF PROPOSAL SIGNATURE PRESIDENT DATE~/21/2002 The above prices, specifications and conditions arE! satisfactory snd aro hereby accepted, you are authori~d to do the work as specified. Payment will bE! made as outlinG<! above. Signature Date 11"11 II~TI .~' 0 i 0 0: I ~~,O Im,o .:ti; ... .. ~ 8 ~ ~ I{~~~~I '~f f ,,~~ i i ~ ~ . 0 .. >-! "- 'l 1 i'~~ ;;: [~~ ~ ~~ NJ ~ ! if ;\l ;- t ;"i ii' .. c ~<j'15 Z E x: Ii' -l \l ~. ;! 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