TO: Mayor and Commissioners
FROM: Suzanne Fisher, Parks & Recreation Director
THROUGH: Donald B. Cooper, City Manager
DATE: September 8, 2016
Title
PURCHASE AWARD TO MUSCO SPORTS LIGHTING, LLC. FOR REPLACEMENT OF HILLTOPPER STADIUM LIGHTS
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Recommended Action:
Recommendation
Motion to Approve Purchase of a replacement lighting system for Hilltopper Stadium to Musco Sports Lighting, LLC in the amount of $159,250.00 using Clay County Board of County Commissioners Contract RFP No.13/14-8.
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Background:
On April 10, 2009, the City Commission approved a twenty-year lease agreement with the School Board of Palm Beach County for a portion of the property located at 2501 Seacrest Boulevard, Delray Beach, FL, 33444. The specific facility being leased is the football stadium complex (Hilltopper Stadium), including the press box, concession stand, and restroom buildings. The City committed to upgrading the facilities including but not limited to the lighting system, bleachers, bathroom and field renovations, irrigation and sod replacement.
The existing lights are over twenty years old and do not illuminate the field any longer at the footcandle amount required by the various league and tournament governing bodies, thus creating the potential for a hazardous condition for football, soccer, and lacrosse league and tournament play that takes place at Hilltopper Stadium. The field is heavily used by the Rocks Football (their home), soccer, lacrosse, and tournaments such as the National Association Intercollegiate Athletics (NAIA) soccer tournament. 2016 will be the third year for Delray Beach to host the NAIA Soccer Championships and will host the tournament for one more year (2017). Delray Beach Parks and Recreation is working collaboratively with the Palm Beach Sports Commission to bid on future tournaments with the NAIA and other collegiate governing bodies.
Staff is recommending Musco Sports Lighting, LLC to replace existing lighting at Hilltopper Stadium with SportsCluster Green lighting system in the amount of $159,250.00. The SportsCluster Green system utilizes the existing poles and provides an energy efficient solution to retrofit the existing facilities with new, cost effective lighting solution. The new system will include: shipping, installation, warranty, luminaire assemblies (1500 watt hetal halide luminaire assemblies - guaranteed constant light level of 40 footcandles for 10 years), contactor cabinet, electrical engineering, and Control Link Control & Monitoring System.
In order to meet the deadline for all athletic activities played at the stadium the Parks and Recreation Department would like to proceed as soon as possible. Parks and Recreation has been working on this retrofit project since 2014, with its inclusion in the budget in FY15/16. Original 2014 estimate was $175,270.00 and by using the Clay County Contract, the City of Delray Beach is saving $16,020.00.
The purchase recommendation is in accordance with City Code of Ordinances, Chapter 36, Section 36.03(c)(7), "Utilization of Other Governmental Entities Contracts".
City Attorney Review:
Approved as to form and legal sufficiency.
Finance Department Review:
Finance recommends approval.
Funding Source:
Funding is available in the construction account # 334-4151-571-64.90 Other Mach./Equipment in FY 15/16 budget.
Timing of Request:
This is a time sensitive matter. The date of NAIA tournament is November 28 - December 3, 2016 and the new lights would enable a safer playing environment.