HomeMy WebLinkAbout5J Ponds Park Lighting Control Report
Phone 952.447.9800 / Fax 952.447.4245 / www.cityofpriorlake.com
4646 Dakota Street SE
Prior Lake, MN 55372
CITY COUNCIL AGENDA REPORT
MEETING DATE: NOVEMBER 14, 2016
AGENDA #: 5J
PREPARED BY: KATY GEHLER, PUBLIC WORKS / NATURAL RESOURCES DIRECTOR
PRESENTED BY: KATY GEHLER
AGENDA ITEM: CONSIDER APPROVAL OF A RESOLUTION ACCEPTING BIDS AND
AUTHORIZING THE EXECUTION OF THE CITY’S STANDARD
CONSTRUCTION CONTRACT FOR THE PURCHASE AND
INSTALLATION OF LIGHTING CONTROLS FOR PONDS PARK
ATHLETIC FIELDS
DISCUSSION: Introduction
The purpose of this agenda item is to seek City Council authorization to
enter into the City’s Standardized Construction Contract with Gunner
Electric Inc. to replace the lighting controls at the Ponds Park Athletic
Fields.
History
Each year the City Council adopts the Capital Improvement Program (CIP)
which involves funding for various improvement projects. The CIP calls for
replacement of amenities within the exisiting park system. Within this
allocation, the replacement of the lighting controls at Ponds Park was
identified.
Ponds Park is located at 17100 Toronto Ave and is considered the city’s
premier athletic complex. Development of this park began in 1980 and
field lighting was added in the late 90s. The light fixtures and poles which
incorporated cutoffs to protect the adjacent neighborhood have aged as
expected and should function another 10 years. However, the system that
controls the lighting functions has a different life span and is has become
obsolete.
The age of the system has made it difficult to maintain the equipment as
new or used replacement parts are no longer available. With the lack of
parts, the on/off switch is no longer operable and has to be manually
controlled on the control panel. With this type of operation, staff is required
to complete this task instead of key members from the athletic associations
considering the safety hazard which the present state of the equipment
represents..
Current Circumstances
Plans and specifications were prepared and advertised to replace the
lighting control system. The City received one bid from Gunner Electric
Inc. on October 17, 2016 in the amount of $85,330.
2
Conclusion.
Staff is recommending that the City Council accept the bids and award the
project to Gunner Electric and approve the resolution to authorize the
execution of the City’s standard contract to purchase the lighting controls
and corresponding electrical work.
ISSUES: With fall sports season ending, work may begin on this project with no
disruptions to field use this year and be completed prior to the start of
spring use in 2017.
Due to the current operation, staff is needed 2 to 3 times per week to
deactive the lighting at the Ponds Park fields. With the new controls, this
operation can be scheduled automatically, thus staff time can be better
spent on other maintenance tasks.
The new lighting control system is similar to the systems at Ryan and
Memorial fields. These systems allow the lights to be scheduled per event
and also turned off electronically if an event has been cancelled,
minimizing the run time and keeping electrical costs down. With the
investment in the new control system it is our estimate that this field lighting
system should continue to serve the city for 15 years.
FINANCIAL
IMPACT:
The CIP reserves $127,314 for replacement of park amenities. Within this
allocation, the replacement of the lighting controls at Ponds Park was
identified.
ALTERNATIVES: 1. Motion and second as part of the consent agenda to adopt a
resolution accepting bids and authorizing the Mayor and City Manager
to execute the City’s Standardized Construction Contract with Gunner
Electric for replacement of the lighting controls at Ponds Park.
2. Motion and second to remove this item from the consent agenda for
additional discussion.
RECOMMENDED
MOTION:
Alternative 1
4646 Dakota Street SE
Prior Lake, MN 55372
RESOLUTION 16-XXX
A RESOLUTION ACCEPTING BIDS AND AUTHORIZING THE EXECUTION OF THE CITY’S
STANDARD CONSTRUCTION CONTRACT FOR THE REPLACEMENT OF THE LIGHTING
CONTROLS AT PONDS PARK
Motion By: Second By:
WHEREAS, Pursuant to an advertisement for bids for the replacement of the Ponds Park
Lighting Controls and Corresponding Electrical Work (City Project #PRK16-
000005); and
WHEREAS, Bids were received, opened, and tabulated according to law; and
WHEREAS, One bid was received complying with the advertisement from Gunner Electric Inc.
in the amount of $85,330; and
WHEREAS, Gunner Electric Inc is the lowest responsible bidder.
NOW THEREFORE, BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE,
MINNESOTA as follows:
1. The recitals set forth above are incorporated herein.
2. Gunner Electric Inc is the lowest responsible bidder.
3. The Mayor and City Manager are hereby authorized to enter into the City’s standard
contract with Gunner Electric Inc. in the name of the City of Prior Lake for the Ponds
Park Lighting Controls and Corresponding Electrical Work (Project #PRK16-000005) in
the amount of $85,330.00.
4. Costs for the project will be recorded in the Parks portion of the General Fund (#101-
45200.00-55530.00).
PASSED AND ADOPTED THIS 14th DAY OF NOVEMBER 2016
VOTE Hedberg Keeney McGuire Morton Thompson
Aye ☐ ☐ ☐ ☐ ☐
Nay ☐ ☐ ☐ ☐ ☐
Abstain ☐ ☐ ☐ ☐ ☐
Absent ☐ ☐ ☐ ☐ ☐
______________________________
Frank Boyles, City Manager