HomeMy WebLinkAbout9B - Thomas Ryan Park Field Lighting
MEETING DATE:
AGENDA #:
PREPARED BY:
AGENDA ITEM:
DISCUSSION:
CITY COUNCIL AGENDA REPORT
APRIL 2, 2007
9B
AL FRIEDGES, PARKS & FLEET SUPERVISOR
CONSIDER APPROVAL OF A RESOLUTION ACCEPTING BIDS AND
AUTHORIZING THE MAYOR AND CITY MANAGER TO EXECUTE THE CITY'S
STANDARDIZED CONSTRUCTION CONTRACT WITH COLLlSYS
ELECTRICAL SYSTEMS FOR THE INSTALLATION OF ATHLETIC FIELD AND
PARKING LOT LIGHTING AT THOMAS RYAN MEMORIAL PARK
Introduction
The purpose of this agenda item is to seek City Council authorization to enter into
the City's standardized construction contract with Collisys Electrical Systems for
the purchase and installation of athletic field and parking lot lighting at Thomas
Ryan Memorial Park (Ryan Park).
Historv
On October 2, 2006, the City Council directed staff to request that the Parks
Advisory Committee (PAC) implement a process and timeline for the installation
of field lighting at Ryan Park.
On November 1, 2006, the PAC held a public meeting to discuss the lighting
issues with the neighborhood residents. Turn out for the public meeting was low
with six residents (four families) attending, most seeking additional information
and only one opposed to changes at Ryan Park.
On November 13, 2006, the PAC reviewed the meeting comments and formally
recommended that the City proceed with the lighting project.
On December 4, 2006, the City Council authorized the lighting and
improvements, along with requests for proposals for an electrical engineer to
prepare plans and specifications for lighting at Ryan Park.
On January 2,2007, City Council authorized the execution of a contract for
professional services with Wunderlich-Malec Engineering for the design and
construction management of athletic field lighting at Ryan Park.
On March 5, 2007, City Council authorized staff to advertise for bids for athletic
field lighting at Ryan Park.
Current Circumstances
The engineering firm of Wunderlich-Malec prepared the plans and specifications.
In accordance with the March 5, 2007, report, the specifications limit light
spillage, are the best available system to meet specifications, are intended to
receive at least three bids, and are intended to obtain the best possible pricing.
R:\Council\Agenda Reports\2007\04 02 07\ryan park lighting standardized contract agenda.doc
www.cityofpriorlake.com
Phone 952.447.9800 / Fax 952.447.4245
Conclusion
Bids were opened at 10:00am on Monday, March 26,2007. At that time, six bids
were opened from vendors. The bids are displayed in the tabulation below:
Vendor ColliSys Honda Killmer Klein Shhulz Gunner
Electrical Electric Electric Electric Electrical Electrical
Systems
Base Bid $554,471 $583,40( $582,43~ $599,00( $695,00( $706,03(
Alternate #1 ($9,240 ($28,000 ($36,242 ($40,000 ($43,000 ($48,850
Reduced foot
candle
Alternate #2 $44,86E $48,10C $48,96E $10,00( $48,00( $46,73(
Ponds Panel
control
uPQrade
Alternate #3 $7,93~ $8,80C $11,28E $3,00< $3,50( $1,36E
Rough in
conduit
Alternate #4 $19,21C $15,10( $21,76& $14,00C $2,20( $15,28(
Additional
receptacles
Total for base $562,40f $592,20( $593,72 $602,OOC $698,50C $707,39E
bid plus
alternative #3
Wunderlich-Malec has previously completed projects with ColliSys and
recommends award of the bid to them.
ISSUES:
The specifications were written so that the City could decide to upgrade candle
power on field #1, upgrade the control system at The Ponds, and install additional
conduit and receptacles.
As discussed at the March 5,2007, City Council meeting, upon completion of the
athletic field lighting project, measurements of lighting levels at property lines
within the project test area will be conducted to assure that the light glare and
spill comply with the City of Prior Lake's lighting ordinance.
There is $700,000 committed to athletic field lighting and other park
improvements (i.e. scoreboards, a backstop, batting cages, dugouts and safety
netting) at Ryan Park. The funds are a result of donations from the Shakopee
Mdewakanton Sioux Community (SMSC - $450,000) and Prior Lake Athletics For
Youth (PLAY - $250,000). PLAY will present the initial $150,000 of their
contribution at the April 16 City Council meeting. Staff will meet with
representatives from PLAY to receive prioritization for the remaining funds after
the lighting costs are finalized. Staff can then receive quotes and return to
Council for authorization at a later date.
FINANCIAL
IMPACT:
Staff recommends the hiring of Collisys for $562,405. This cost would include the
base bid and alternative #3 only. Included in the base bid cost are the lighting for
four fields, security lights between the fields and the installation of lights for the
existing 326-vehicle parking lot. Alternate #3 adds the installation of electrical
conduit for future electrical receptacles.
R:\Counci/\Agenda Reports12007\04 02 07\ryan park lighting standardized contract agenda.doc
Minnesota Valley Electric will be installing an 800-amp three-phase service panel
needed to supply the electrical power for the athletic field lights. The cost for
three-phase power is $14,680. This 800-amp service is designed to offer enough
electrical power for additional future field lights.
Additionally, at the January 2,2007, City Council meeting, Council approved the
hiring of Wunderlich-Malec Engineering to design the athletic field lighting at a
cost of $23,000.
The total cost for athletic field, parking lot and security lights at Ryan Park is
tabulated as follows:
Vendor
Collis s Electrical Services
Minnesota Valle Electric
Wunderlich-Malec En ineers
Total
Cost
$562,40
$ 14,68
$ 23,00
$600,08
The funding for this project has been donated by the SMSC and PLAY. The
SMSC has contributed $450,000 to the City for this project. PLAY has committed
to making a $150,000 contribution to the lighting project before the City Council
authorized the award of bid. The remaining $85 will be drawn from the Parks
portion of the Capital Improvement Program and will be repaid from the 2008
PLAY donation. PLAY has submitted a letter of commitment to the City of Prior
Lake for an annual $50,000 contribution for 2008 and 2009 for improvements at
Ryan Park. The lighting project cost estimate was $550,000.
ALTERNATIVES:
1. Approve a resolution authorizing the Mayor and City Manager to execute the
City's standardized construction contract with ColliSys Electrical Service for
the installation of athletic field and parking lot lighting at Ryan Park and
authorizing Minnesota Valley Electric Co-op to install an electrical panel in
conjunction therewith.
2. Table this agenda item for a specific reason.
3. Deny this agenda item for a specific reason and provide staff with direction.
RECOMMENDED
MOTION:
Alternative #1.
ReVie1;j
Frank Boyles, Ity
Steve Albrecht, Public Works Director/City Eng.
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Motion By:
Second By:
WHEREAS, The Park Athletic and Recreation (PAR) Task Force has rated utilization and improved
capacity of existing resources and athletic fields as a top priority; and
WHEREAS, On December 4, 2006, the City Council authorized the lighting project and requests for
proposals for an electrical engineer and to prepare plans and specifications; and
WHEREAS, On March 5, 2007, City Council authorized staff to advertise for bids for athletic field and
parking lot lighting at Ryan Park; and
WHEREAS, Bids were opened on March 26,2007, at 10 am and are in tabulation form below:
Vendor ColliSys Honda Killmer Klein Shhulz Gunner
Electrical Electric Electric Electric Electrical Electrical
Systems
Base Bid $554,47 $583,40C $582,43~ $599,OOC $695,OOC $706,03C
Alternate #1 ($9,240 ($28,000 ($36,242 ($40,000 ($43,000 ($48,850
Reduced foot
candle
Alternate #2 $44,86E $48,10C $48,96E $10,OOC $48,00C $46,73C
Ponds Panel
control upgrade
Alternate #3 $7,93~ $8,80( $11,28E $3,OOC $3,50( $1,36E
Rough in
conduit
Alternate #4 $19,21C $15,10C $21,76f $14,00C $2,2OC $15,28C
Additional
receptacles
Total for base $562,40f $592,20C $593,72 $602,OOC $698,50( $707,39E
bid plus
alternative #3
and
WHEREAS, Staff recommends the low bid of ColliSys Electrical Services in the amount of $562,405;
and
WHEREAS, The total cost for the athletic field and parking lot lighting project for Ryan Park is as
follows:
Cost
$562,40
$ 14,68
$ 23,00
$600,08
R:\CouncillAgenda Reports\2007\04 02 07\ryan park lighting standardized contract reso.doc
www.cityofpriorlake.com
Phone 952.447.9800 / Fax 952.447.4245
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. City staff is authorized to expend $14,680 to Minnesota Valley Electric Cooperative (MVEC) for
installation of the necessary three-phase electrical panel.
3. Including athletic field and parking lot lighting, MVEC & Wunderlich-Malec Engineering Co, the total
cost for Ryan Park Lighting Project is an amount not to exceed $600,085.
4. The Mayor and City Manager are hereby authorized to execute the City's standardized construction
contract with ColliSys Electrical Services for the not-to-exceed cost of $562,405.
5. Funding for this project shall be drawn from the Capital Parks fund which includes donations in the
amount of $700,000.
PASSED AND ADOPTED THIS 2ND DAY OF APRIL 2007.
YES
NO
Hauaen Hauaen
Erickson Erickson
Hedbura Hedbura
LeMair LeMair
Millar Millar
Frank Boyles, City Manager
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