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HomeMy WebLinkAbout7B - Pond's Park Field and Security Lighting STAFF AGENDA REPORT AGENDA NUMBER: PREP ARED BY: SUBJECT: 7B PAUL HOKENESS, PARKS & RECREATION DIRECTOR CONSIDER APPROVAL OF RESOLUTION 97-XX AWARDING BID FOR ATHLETIC FIELD AND SECURITY LIGHTING AT POND'S PARK SEPTEMBER 2, 1997 DATE: INTRODUCTION: One of the items which was included in the 1997 Parks and Library Bond Referendum was the installation of athletic field lighting at the Pond's Park (Mangan Fields). The purpose of this agenda item is to award the bid for installation of the athletic field lighting. Field lighting at the Pond's has been requested by P .L.A. Y. and adult softball for many years. The referendum gave us the opportunity to address this request and was a major selling point in the referendum. BACKGROUND: At the April 7. 1997 Council i\Ieeting, the Council approved proceeding with the bidding of the Pond's lights. The City retained Wunderlich-Malec as electrical engineering consultants to prepare plans and specifications. The specifications were prepared with the understanding that the amount of light spilling onto neighbors yards had to be kept to a minimum. The project was advertised with a bid opening date of June 24, 1997. After only receiving two bids with the lowest being $332,000.00 and the highest at $417,388.00 the electrical engineering consultant suggested that the City Council may want to consider rejecting all bids and rebid the project with the hopes of attracting more contractors and reducing the costs by having a fall installation. At the July 21, 1997 meeting Council concurred with the recommendation of the electrical engineer, approved the rejection of bids and authorized the rebidding of the project. The project was rebid and bids were opened on August 26, 1997 at 10:00 a.m.. Wunderlich- Malec has tabulated the bids and recommends that the City approve Electric Service Company of Minneapol\s. Inc. as the responsible lo\v bidder in the amount of $310,408.00. The rebidding of this project resulted in a savings of $21 ,592.00. Staff is pleased with the results ofrebidding this project. We were able to come in under the original estimates, Electric Service Co. of Minneapolis is very reputable firm \Vith field lighting experience. and the City will have a lighting system that will meet our needs and have minimal impact on our park neighbors. 162.00PH~.~k Ave. S.E., Prior Lake. Minnesota 55372-,1 714 1 Ph. (612) 447-4230 1 Fax (612) 447-4245 AN EQUAL OPPORTUNITY EMPLOYER DISCUSSION: When the Parks Advisory Committee conducted it's neighborhood meeting with the residents adjacent to the park one of the concerns raised was a lack of security lighting in the park. The p.A.e. and staff felt that this would be worth pursuing at this time so that security lighting could be included in the bid. It would make sense to add this lighting at this time as we would save money by using the same trenching, conduits, and poles. For this reason the project was bid with an alternate for security lighting. There have been virtually no complaints from the neighbors concerning the installation of lights at the Pond's. The commitment that was made to the neighbors was that the field lights would be designed so that the light is directed onto the fields and would do everything possible to minimize the amount of light that would spill into their yards, and into the sky. The Parks Advisory Committee also told the neighbors that we would consider additional security lighting and include this as a bid alternate. The following table shows the bid tabulations for the project: Vendor Bid Alt. Total Electric Service Co. $301,108.00 $ 9,300.00 $310,408.00 Klein Electric, Inc. $309,800.00 $ 9,190.00 $318,990.00 Jay Bros. Inc. $317,447.00 $14,605.00 $332,052.00 Electrical Installation & Maint. Co. $325,000.00 $21,000.00 $346,000.00 Arcade Electric Co. $343,877.00 $15,120.00 $358,997.00 Ridgedale Electric, Inc. $342,000.00 $20,000.00 $362,000.00 ISSUES: Staff wanted to achieve two objectives when it requested that the council reject all bids and authorize rebidding. The first objective was to encourage greater competition. This objective was achieved in that six contractors bid this project as opposed to the two bids originally received. The second objective was to save money. Because of the additional competition and the time of year the low bid is $21,592.00 less than the previous bids. We received the attached letter from the attorney who represents R.L. Mlazgar Associates Inc. (R.L.M.), a tirm which supplies athletic field lighting. The letter protests the fact that RLM was unable to supply materials for this project because their lights exceed the spill light and glare specifications which were identified in our specifications. R.L.M. was given every opportunity to prequalify, however, they failed to meet the specifications. AGPNDLIT.DOC The attorneys letter also implies that the addendum which was sent out specifies that Musco is the only product that would be considered. This addendum was sent out to the contractors only after R.L.M. failed to prequalify for the project Prequalification is a common practice and when a supplier of a product meets specifications the engineer sends out an addendum to the contractors who are bidding on the project to let them know what materials to use when preparing their bids. In this case R.L.M. failed to meet the specifications and the engineer sent out the addendum to let the contractors know that they should use Musco light fixtures and poles, and Sternberg fixtures for security lighting. R.L.M. did meet the specifications for the security lighting and would be able to provide these fixtures if they so desired. The specifications were designed to protect the adjacent homeowners from light spilling onto their yards, as well as into the sky. At the May 12, 1997 neighborhood meeting the Parks Advisory Committee made a commitment to do just that. (Attached is the neighborhood meeting announcement and the map which shows the mailing area.) The other concern when preparing specifications was to make sure that we are directing as much light as possible onto the fields and reducing the amount of glare that the players look into. This factor improves play and player safety. R.L.M. cannot provide the protection our residents should have and consequently were not approved as an acceptable product supplier. Attached is a letter dated August 19, 1997 form the City's lighting engineer which elaborates upon this fact. Representatives from Wunderlich-Malec Engineering, Inc. will be present at the Council meeting to answer any questions that the Council may have regarding this project. Staff and the lighting engineer believe that the specification were designed to meet the City's objectives of protecting its residents and athletes and as such are appropriate and defensible. The City Attorney has verified that the City appropriately followed the applicable bidding statutes. If the City Council approves the low bid and this contract is let, a Musco lighting system will be installed in The Pond's park. With a Musco lighting system it is possible that in the future we could install additional shields on the lights which would provide even greater spill light and glare control. We chose not to specify a total light control system at this time due to budget limitations. AGPNDLIT.DOC FINANCIAL IMP ACT: AL TERNA TIVES: RECOMMENDATION: ACTION REQUIRED: REVIEWED BY: AGPNDLIT.DOC The option to further reduce light spill and glare is not available with the Hubbell system. The best spill and glare control that the Hubbell system can offer is what they have already proposed, and that was not able to meet the specifications. By rebidding this project we were not able to provide lights for fall football this year and P .L.A. Y. was disappointed, but they understood our rationale for rebidding. If this project is delayed again we will not be able to provide lights for spring baseball, softball, and soccer and we believe that the disappointment may turn to anger. With our current shortage of athletic fields the addition of lights at Pond's Park will relieve some of the pressure until our new fields can be constructed. The low bid came in lower than our original estimates which were $300,000.00 for field lighting and $20,000.00 for security lighting. Funding for this project is included in the 1997 Parks and Library Referendum. The alternatives are as follows: 1. Adopt Resolution 97-XX awarding the bid for field and security lights at the Pond's Park in the amount of $310,408.00 to Electric Service Company of Minneapolis Inc. 2. Deny this item for a specific reason 3. Table this item for a specific reason. Staff recommends Alternative No.1. Motion and second to approve Resolution 97-XX accepting the bid of Electric Service Company of Minneapolis, Inc. in the amount of $310,408.00 to install athletic field and security lighting at the Pond's Park. RESOLUTION 97-XX MOTION BY: SECOND BY: WHEREAS, pursuant to an advertisement of bids for the lighting system at Pond's Park. bids were received, opened and tabulated according to law, and the following bids were received complying with the advertisement: Vendor Bid Alt. Total Electric Service Co. $301.108.00 $ 9.300.00 $310.-1.08.00 Klein Electric, Inc. $309,800.00 $ 9.190.00 $318.990.00 Jay Bros. Inc. $317,447.00 $14,605.00 $332.052.00 Electrical Installation & Maint. Co. $325.000.00 $21.000.00 $346.000.00 Arcade Electric Co. $343.877 .00 $15.120.00 $358.997.00 Ridgedale Electnc. Inc. $342.000.00 $20,000.00 $362.000.00 WHEREAS, After analyzing the bids the apparent lowest responsible bidder is Electric Service Company of Minneapolis. Inc. in the amount of $310.408.00 which includes alternate A for security lighting. NOW THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF PRIOR LAKE, that Electric Service Company of Minnapolis, Inc. be awarded the contract for the installation of tield and security lighting at Pond's Park in the amount of $310,408.00; and, FURTHER, The City Manager is hereby authorized to return bid securities submitted with the proposals to the vendors following the execution of contract: and. FURTHER, The Mayor and City Manager are authorized to execute the contract on behalf of the City. Passed and adopted this day of ,1997. YES NO Andren Andren Robbins Robbins Kedrowski Kedrowski Schenck Schenck Mader Mader {Seal} City Manager City of Prior Lake 16ZO,Q.~gle Creek Ave. S.L Prior Lake. Minnesota 55372-1714 1 Ph. (612) 447-4230 1 Fax (612) 447-4245 AN EQUAL OPPORTUNITY EMPLOYER WUNDERLICH - MALEC ENGINEERING INC. 5501 FELTL ROAD. MINNETONKA. MN 55343 PHONE: (612) 933-3222 FAX: (612) 933-0608 MEMORANDUM DATE: August 26, 1997 TO: Paul Hokeness City of Prior Lake FROM: Jim O'Brien Wunderlich - Malec Engineering, Inc. RE: Pond Athletic Complex Prior Lake, MN WME Project No. 4406 Bids were received this morning at 10:00 a.m. from six of the nine plan holders. Base bids were within 17% ($51,592.00) of each other, low to high. Please refer to the bid tabulation. The apparent low bidder is Electric Service Company of Minneapolis, at $310,408.00, base bid. WME has had considerable experience with this contractor and considers them one of the best in the Twin Cities Area. As a matter of fact, WME has provided the engineering for three other ball fields currently under construction in the metro area, all of which are being installed by Electric Service Company. Based on the bid furnished and Electric Service Company's experience with the specified products, I would recommend award of contract to them. PONDS PARK FIELD LIGHTING. PRIOR LAKE, MN. BID TABULATION MINNETONKA. MN 55343 WME Pfolect Ho.4408 WUNDEAUCH - MALEC EttGINEERltlG.IN. Bid Opening RelUJh Dale: 8IZBI91 5501 FELTL.ROH> Prepared By: Jim O'Brien MtNNETONKA, MN 55343 BASE BID TOTAL OONTRACTOR INCLUDES ALL LIGHTING OEOUCT At TERNAn: NO. El BID 8000 (llASE BID L.ESS AI.. T. 1) OOMVENTS SECURITY LIGHTS NO SECURITY LIGHTS ARCADE ELECTRIC 608 EAST COONTV ROAD 0 13S8,"7.oo $15,120.00 YES 1343,&17 .00 ADDENDUM NO. I toT COMPANY ST .PAUl, MN. 55117 ACI<NOtIVLEDGED ELECTRICAL INSTALlATION 4985 BROADMOOR ORIVE 1346.000.00 IH,DOO.OO YES >>25,000.00 ADDENDUM NO.1 & MAINTENANCE CO. INDEPENDENCE, MN. 55359 ACI<NtWLEOGED ELEClfllC SERVICE CO. 1609 CHICAGO AVE ptO,4O&.oo 59,300.00 YES $301.108.00 AOOENDUM NO. 1 MPLS, MN 55040 ACKNO./YLEDGED JAY BROll.ltIC. P.O. BOX 82<4 $332.052.00 U4.605.00 YES $317.447.00 ADDENDUM NO. I fOREST LAKE, MH. 55025 ACKNOWLEDGED I<l.EIN ELECTRIC, INC. 24753lAl<E ROAD 1318,990.00 $9,190.00 YES $309.800.00 ADDEI'DUM NO. I ST.ClOOD,t.r>l58301 ACKNMLEOOEO R100ED/U ELECTRIC, INC. 500 BRINHALL AVE. 1382,000.00 $20,000.00 YES 13<42,000.00 ADDENOUN NO.1 tel' lotiO \AKE, MN. 553!ie ACKNWYlEOOEO Dear Resident, The City of Prior Lake' s Parks Advisory Committee invites you to their Monday, May 12th meetin~to discuss the upcoming improvements scheduled for The Pond's Park this summer. These improvements will include: a new playground structure, trails. development of the southern 30 acres of the park. and new field lighting. This item will be the fIrst agenda item for the evening. The meeting will start at 7:00 p.m. and will be held at the Prior Lake :\tlaintenance Center located at 17073 Adelmann Street. If you have questions prior to the meeting, please c:1ll the Parks and Recreation Department at 447-4230. Sincerely. Prior Lake Parks Advisory Committee PONDS.DOCS/5/97 16200 Eagle Creek Ave. S.E.. Prior Lake, Minnesota 55372-1714 1 Ph. (612) 447-4230 1 Fax (612) 447-4245 AN EQUAL OPPORTUNrrY E!vIPLOYEH -31 .::; =: OF '_AKE 772. 6 SE?T JUNE SEPT. OCT. . APRIL AUG. JUNE OC't.' . 1989 MARCH-.1986 JAN' '4. 1ge~ NOV .1985 :: AUG'" 1984.' ..I~/IJ' 1984 '. - /QJ:l.4. 1993 /993 1992 1991 1991 /990 ~ :=::Srll? 7o"'~'" ~ \ \ D.....v- ~ y\~~~\~~ ~~k\-~ ~ V""!ll ~-e. v.\ 'tC--'> ~u.\-~ -y~~~"~ 7~~~ ~o...,v-L I ?\~~\b ~~u.~ ~-e.v~,> " .... (~ -, ~ ~ o ~ .~ i> '^ i ]::! ,..... ~ . '.J..i ,..... i-- I I r- 0:. \/ I 8 ~ ~ 01 ~ 't <<")1 ro-. S 1 ........ Z e-: ~i ........ 01 ........ ~ ~I:j""d ~q'%LJ : I t , / / / '; I a \~ IY l! '-<) ~ t? N IOC'1j8 I / 2 s 't: ;::: 9 "'"'-. ...... ~I -, -, -. ~: ...., ...... r-: L c:l1 ..... 9 <:>1 .,.., _. L 38Glc=COOIY\ Z )lc:....c: G ~l":-.J c: 3i. 3c ... .... '" -0 .... .... <,.. ti ... ;:: ~ ~ )l!:!':'d r' WUNDERLICH - MALEC ENGINEERING INC. 5501 FELTL ROAD · MINNETONKA, MN 55343 PHONE: (612) 933-3222 FAX: (612) 933-0608 August 18, 1997 Mr. Paul Hokeness Director of Parks and Recreation city of Prior Lake 16200 Eagle Creek Avenue Prior Lake, MN 55372-1714 Re: Pond Athletic Complex site Lighting WME Project #4406 Dear Paul: As you may know, our firm has been going to great lengths to accommodate the Hubbell product in the rebid of this project. In response to concerns that have been expressed by their local representatives, we have made several specification revisions and have been quite aggressive in soliciting a viable submittal. Largely at our request, the local representative as well as a Hubbell National Accounts Manager and the local Miller- bernd (pole) representative hand-delivered their submittal to us on August 14,. We discussed our design positions at that time and came to agreement on several specific key points relating to product quality and performance. The meeting adjourned with an understanding that we could generally accept the products as submitted (with noted minor exceptions) on the condition that, under our subsequent closer evaluation, the lighting performance would be comparable to that specified. In our closer evaluation, however, we have found significant variations in their submitted values, particularly in the area of average illumination and spill light. Unfortunately, even though we have made every effort to cooperate with the Hubbell people, we seem to be back to square one. Despite the progress we have made, we are once again faced with the difficult issue of recommending against the submitted system. Given the attitude and past actions of this vendor, we would certainly understand if you might still prefer to accept a bid from them. We will proceed with any recommendation you may offer. Please let me or Jim O'Brien know of any comments you may have. Again, thank you for your patience in this matter. sf~f~r ly ~ ~~y arp f Vice P sident Wunderlich-Malec Engineering, Inc. August 19, 1997 Wunderlich-Malec Engineering Inc. Attn: Wally Sharp, Vice President 5501 Feltl Rd Minnetonka, NlN 55343 Dear Wally, It sounds to me as if you have given Hubbell and Millerbernd every opportunity to pre-qualify for this project. As a matter of fact you have gone out of your way to assist them in their efforts to provide poles and lighting equipment for this project. The bottom line is if they do not meet specifications, especially in the area of field illumination and spill lighting, then we should not be accepting their product. Knowing the sensitivity of a field lighting project in a neighborhood with residents less than 100 feet from our fields it is imperative that the lighting manufacturers meet the specifications that you have set forth. The City of Prior Lake has hired you to make a recommendation regarding the lighting of the Pond's Athletic fields and we support your recommendations. SQelY' Paul Hokeness Parks and Recreation Director City of Prior Lake, NlN cc: Jim O'Brien, Lighting Engineer Suesan Lea Pace, City Attorney 162~~T~k Ave. S.E.. Prior Lake. Minnesota 55372-1714 1 Ph. (612) 447-4230 1 Fax (612) 447-4245 AN EQUAL OPPORTUNITY [ivlPI()'rTR AIo1J.l~'C):ot .NO. 1. 40 CON"I'RAC'I" ~S P'OR. PotmS AT~:tC corJPt.EX PR:IOR I.JUCE.. HImmSO'rn. ENG::rNBER : CITY 011 PR.~O.lt 1AXR 6200 BAQLS CR.EE1C AVBNtT.K SOu-J:t1I:!;'ST aI:~ L.AXEr MN 5537:2 W~rCH - ~C RNGDDmRD1Q. .I.NC. .s50~ PSLTL ROAD M~. MN 5'534.2 -mm 'PROJECT NO - 440 G A~ 41. 1.997 BIDDERS OF ~C:OXD OHN13R: :oA'r2 ;; TO: Th.1.s: ~e,"Anftl :i.s a Contract Doeumant:. and lIIay appl.y ~o any or a..l.J. concracts aDd. Suheont:act:s. J:t supplemEmt:.S ~ moC1.1.!:ies the or:ig:i.na.1. Contract:. Do<::ument5. Unle~ s otherw:i.sa ~c:.i.: i.a. he::.:i-r:s. or 1Pl'Jc;n.m on attached Draw:ing.s:, a1.J. work xvqu:i~d l:Jy t'...hie Add.~IJ:n shall ~~ ~ complete accoPd w~e~ the con~r&ct Doeuments ~d sub5equ~~ .~~endft ~h~etQ. Acla1ovl.ed.Q';: .cceipt of t.hi.e5 AddQ....dunt by re~ord.i.ng numbgr ~ dac.e. of i.ssue :in tbQ B:i.d 1?orm. F;1.i.l.ur~ eo do so may sUbj ec~ 1:::idde%: to d~squa~~~~cat~on. ~.A;_Jl.. 0.1 A. ACce.ptabJ.. ~V\}"",.c~UX'er8= The: 1:ollowi.:a..s lIUU1~..e~ur.r. ara c.pprO'V'Cd. as Oqua1B t:o tlp.e~~:1OCS ftla%%Uract:u:rQ%' ~o:r prOCUCts .i.~ca1:ad. aubject:. to campl.i.ancc wi.th aJ.).. SpeC.i.ti..c:at:.i.on roquireme.nts . SECTION: '1.6500 .!.TlPI L:i.ghtj",ng l'ixture Types 'A'. .B". .Ct, and. "S' .ACCBP~:t.2 ~A.C"I"tJREJt J.4;SoO Lighting Fi.xtur~ 'X'yp_ 'D' Mw::oCQ. :Leve1.. a/SC2 S't:.&rnberg #9403/47Swa:AiI 1..6500 i'o~e~ .MuSco. :L.1.ght:: Strueeurl ~. S~~s~~ o~ a b~ _~ch prQQuces ehat ~ not ~pec~fie311y approved wi~~ he gro~ fo~ rQj.c~ion of cOtteractQr~ ~~d. J.'7"Dl 02 A. ~:=~ \;0 D:rawing El., h.0rn6:un toX' pOJ..e 51. S1:la~.l. :oe re~erence<1 to spec~f~~ nota 10 ~or conduit and wire sizR. SOlED 'J onor: ~,..,.. . - ... ;>1 ~ "'TO VU . LINDQUIST & VENNUM P.L.L.P. 4200 IDS CDfmI 80 SouTH E'_TH STftE"" MiNNElU'OUS, MiNNESOTA 55402-2205 TELEPHONE: 612-371-3211 FAX: 612-371-3207 IN DENVEl'I UHOOUlS1'. VENNUhl & c-.snNSEN P.L~.P. 600 17TH STREET. Sum 2125 DENVER, CoLORADO 80202-5401 TELEPHONE: 303-573-5900 ATTORNEYS AT LAW Thomas L. Fabel (612) 371-3546 August 25, 1997 Suesan Lea Pace, Esq. CAMPBELL KNUTSON SCOTT & FUCHS Eagandale Office Center, Suite 317 1380 Corporate Center Curve Eagan, Minnesota 55121 Re: City of Prior Lake Ponds Park Athletic Field Lighting Project Dear Ms. Pace: Recent events in the ongoing efforts of the City of Prior Lake to acquire lighting for the Ponds Park Athletic Field require that I again correspond with you on this subject. To satisfy your previously-expressed curiosity, our client is R. L. Mlazgar Associates, Inc., a family-owned company which has been in the business of supplying lighting for projects such as this for over 25 years. RLM could provide very satisfactory lighting materials for the Ponds Park project and very much desires an opportunity to join in the competition for this work. However, despite extensive effort to receive consideration, including the expenditure of over $1,000.00 in independent engineering services, RLM again has been frozen out of this project by action of the engineering firm managing the project for the city. Enclosed with this letter is the final word on this subject from that firm, Wunderlich-Malec Engineering. This "addendum" to the lighting specifications discloses that bids from electrical contractors on this project will not be considered if they include materials from any manufacturer other than the MUSCO Sports Lighting Company of Muscatine, Iowa, except for a small portion of the job for which MUSCO does not carry the necessary item. RLM was advised by Wunderlich-Malec that its products were rejected from consideration because they exceeded the "spill light" and "glare" specifications prescribed by the engineer. RLM has advised me that the only products known to it which can meet those specifications are those of MUSCO. That fact alone should be very troubling to anyone favoring competition in public procurement. Even more LTOl:433581_1 LINDQUIST & VENNUM P.LLP. August 25, 1997 Page 2 troubling is the apparent fact that the amount by which the RLM products exceed the specifications for "spilllight" and "glare" may be undiscernible to the human eye. In other words, competition for lighting materials has been eliminated for the sake of specifications which are of no practical benefit to the citizens of Prior Lake. The refusal of Wunderlich-Malec to approve the RLM product for bid consideration was simply the final act in a course of hostile treatment accorded to RLM during its efforts to receive consideration for its products. RLM's aggressive pursuit of an opportunity to compete has been quite unwelcome, as we fear our bringing this matter to your attention may also be unwelcome. The easy course, and the common course for materials suppliers in these situations, is to do everything possible to curry favor with the engineering firm responsible for issuing specifications. Challenging the engineer may jeopardize the supplier's fortunes not just on the instant job, but on future jobs as well. RLM consciously runs this risk in its current effort to provide the citizens of Prior Lake with the benefit of competition. I encourage you and the public officials whom you represent to be mindful of this fact as you evaluate this situation. As you know, Minn. Stat. S 471.35 requires that materials specifications for public bids "shall not be so prepared as to exclude all but one type or kind but shall include competitive supplies and equipment." It is our firm belief that the current specifications for the Ponds Park lighting project violate that statutory requirement. Testimony supporting this contention will be offered at the upcoming meeting of the city council in opposition to any contract award based upon the existing specifications. I urge you and the other city officials to give that evidence careful consideration before proceeding with the award of the contract. Very truly yours, Thomas L. Fabel TLF/les cc: Mayor and City Council Frank Boyles, City Manager Paul Hokeness, Director of Park-Rec. Mr. Mark Mlazgar LTOl:433581_1 WUNDERLICH - MALEC ENGINEERING INC. 5501 FELTL ROAD. MINNETONKA, MN 55343 PHONE: (612) 933-3222 FAX: (612) 933.0608 MEMORANDUM DATE: August 19, 1997 TO: Paul Hokeness City of Prior Lake FROM: Jim O'Brien Wunderlich - Malec Engineering, Inc. RE: Ponds Athletic Complex WME Project No. 4406 Specification Article 16010 1.6.D mandates submittals for prior approval be submitted ten days prior to bid date, that would make Friday, August 15, 1997 the final working day prior to the cutoff date. Hubbell made their submittal for prior approval On August 15, 1997 at 11:00 a.m. This submittal did not include structural calculations for poles and bases due to the explanation that the engineer for Millerbern Pole Company was on vacation. They stated in the submittal that they would provide these calculations ~on or after August 18, 1997, but prior to bid". They were submitted on August 22, 1997, five days after the deadline for submittal. The Hubbell submittal showed light scans on the softball field ~o 26U' and the fence is at 275'. They had Pole C3 in the wrong location as well. They were requested to correct these two items. They could not complete the correction on August 15, 1997, so WME allowed them to submit prior to noon on August 18, 1997, re-submittal was made at 9:40 a.m. on August 18, 1997. All calculations are to be based on a lamp with 155,000 lumens (standard 1500 watt metal halide lamp) per Specification Article 16500 2.4.A.2 and 16500 2.5.A.2. Hubbell's submittals are based on 150,000 lumens for the softball initial foot-candles. This lumen level will consequently skew their spill lighting levels lower. This is represented on Hubbell's drawing #97-1262FR_ Hubbell's calculations for the softball "maintained foot-candles" should be based on the specified 155,000 lumens with a specified 0.8 maintenance factor, calculations submitted on drawing #97-1262ER use 166,500 lumens with a 0.8 maintenance factor. This SKews the numbers higher. WME pointed out the areas where they did no~ comply with the specifications. It was agreed by Hubbell representatives and WME that WME would interpolate the numbers to arrive at the correct foot-candle levels. MEMORANDUM Mr. Paul Hokeness Augusc 19, 1997 Page 2 WME recalculated the softball maintained foot-candle levels and arrived at 29.0 infield and 19.6 outfield. Specifications call for 31 intield and 21 outfield. Hubbell does not meet specifications on this point. WME did a straight number-to-number review of the spill lighting for the softball fields even though Hubbell used a lower than specified lumen level. Foot-candle levels horizontally and in maximum plane will be higher than indicated on their drawing #97-1262FR. Specifications call for a maximum horizontal foot- candles of 0.15, Hubbell's calculations indicated 0.4 (a 160% variation). The maximum foot-candles in maximum plane is specified at 0.92, Hubbell's calculation indicates 1.6 (a 74% variation. On the softball fields Hubbell submitted a lighting system which would require more fixtures on some poles and less on other poles than was specified on the plans. This will require more engineering time to recalculate the circuit breaker, conduit, and wire size for each of these twelve poles. We would then have to reissue these updated drawings to the electrical contractor. This will take several hours of engineering time as well as expenses associated with reissuing the drawings. Our fee does not include additional services for redesign due to vendor modifications. The football fields are calculated with the higher 166,550 lumens per lamp. When adjusted, the average maintained foot-candl~ level per field is 24.2, specifications require 26 (a 7.4% variation) . The football spill lighting maximum plane maximum specified foot- candles is 3.07, Hubbell's adjusted level is 4.0 (a 32% variation). The maximum initial horizontal foot-candles specified is 1.02, Hubbell's adjusted level is 1.76 (a 73% variation) . In all cases the lighting calculations for the Hubbell equipment proves that the amount of spill lighting directed onto the neighbors properties exceeds the specification$. This is not a minor difference as suggested by the Hubbell representative, but in most cases there are major variations from the specifications, as noted above. We realize that one of the major concerns is the amOUnt of spill lighting on the neighbor's property, but please note that Hubbell did not meet specifications for the amount of light needed on infields and outfields of the softball fields.