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to: |
Roger L. Stancil, Town Manager |
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from: |
Ray (Butch) Kisiah, Parks and Recreation Director |
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SUBJECT: |
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DATE: |
February 23, 2009 |
Adoption of the attached resolution would authorize the Manager to negotiate and execute a contract with the lowest responsive bidder, Walter Holmes Electric Inc., in an amount not to exceed $501,675 for the design and installation of athletic lights and poles at Cedar Falls, Hargraves, Homestead, and Ephesus Parks.
If the Council agrees to award the recommended bid it would be necessary to enact the attached budget ordinance, which would transfer $53,616 in payment in lieu of recreation area funds generated by the Spotters Ridge subdivision and $37,000 in payment in lieu of recreation space funds generated by the Greenbridge development to the Athletic Field and Tennis Courts Relighting Project.
Most of the Town’s athletic field and tennis court lights were installed in the mid-1970’s. All of the poles installed in the 1970’s were creosote wood poles, which have a normal life expectancy of 25 to 30 years. Concrete poles were installed at Homestead Park in 1999.
In FY 2007-08 the Council provided $73,000 in funding to perform a safety audit of the Town’s athletic field and tennis court poles and equipment and to remove any poles in poor condition. In January 2008 Musco Sports Lighting LLC performed a safety audit of our athletic field and tennis court light systems. Musco reported that at least 27% of the creosote wood light poles tested should be replaced because of wood rot. The report indicated that the percentage of damaged poles could be higher because poles that appear to be satisfactory above ground might be compromised below the surface where it is difficult to test. The report recommended a number of solutions based on individual fields and courts that ranged from further testing to removal.
Lumen (light level) testing was performed on all of our baseball/softball fields including the newer fields at Homestead Park. All of these fields were originally designed as 30/20 fields. This means that the lighting system should provide an average of 30 foot candles (fc) in the infields and 20 fc in the outfield areas.
In the early 2000s all athletic organizations with which we are familiar switched to a 50/30 fc standard. The higher standards were adopted by these agencies to mitigate problems created by dark spots and uneven lighting that can cause disorientation and risk of injuries from balls striking players. Uniform and adequate light allows players to more accurately judge the location and speed of a ball.
All of our fields failed the 50/30 fc lumens test. Only Hargraves field passed the 30/20 fc test.
In 2008 we removed all of the wood poles from Cedar Falls Park based on the findings of our consultant.
Bids: Based on the plans and specifications for this project prepared by Sunderland Engineering, bids were solicited for a design and installation project. The notice to bidders was published on the Town website on January 15, 2009 and in the Greater Diversity News on January 22, 2009.
Bid Methodology: Vendors were asked to provide a bid price for actual design, demolition of old equipment, and installation of new equipment. This bid number would be the actual contract amount.
In addition vendors were asked to provide a 25 Year Life Cycle Cost Estimate, which would tell the Town how much it would cost to operate the lighting systems over a 25 year period, including re-lamping and power. This cost is used for evaluation purposes only to assist with the determination of the most cost efficient and sustainable installation. The 25 Year Life Cycle Cost Estimate is not be added to the contract price. Bidders understood that we were adding the corresponding 25 Year Life Cycle Cost to each bid amount to determine the amount that would constitute the low bid.
The base bid includes installation of lights at Cedar Falls Park fields #2, 3, and 4. Field #1 was not included in the bid package because we are working on possible alternative uses for that field. In addition, alternate bids were requested for:
Five bids were received and opened on February 5, 2009 at 3:00 p.m. in Town Hall. The bid results are attached.
Recommended Bid Package: If the Council agrees, we would execute a contract with Walter Holmes Electric Inc. that would include installing athletic lighting and remote monitoring at the following:
The recommended package does not include comprehensive warranties.
Bid Analysis: The low bid was determined by adding the actual bid prices with the 25 year life cycle cost of each facility. Following are the combined bids (for poles, lights, and remote monitoring) and life cycle costs of the recommended bid package, by bidder.
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Total |
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Walter Holmes Electric Inc. |
$640,855 |
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S&S Electrical Construction Company Inc. |
$678,965 |
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Tommy Lawrence Electrical Contractors Inc. |
$694,677 |
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Trinity Electric Inc. |
$741,000 |
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CW Electric Company Inc. |
$786,000 |
Proposed Budget: We recommend that the Council use the following budget for this project, which totals $533,946. This budget would require adoption of the attached budget ordinance.
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Project Revenues |
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Capital Improvement Program Funds 1 |
$443,330 |
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Payment in Lieu of Recreation Area Funds/Spotters Ridge 2 |
$53,616 |
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Payment in Lieu of Recreation Area Funds/Greenbridge 3 |
$37,000 |
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Total |
$533,946 |
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Project Expenses |
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Contract Price based on low bid |
$501,675 |
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Contingency (5%) |
$25,000 |
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Reserve for tennis court repairs and Duke Energy fees 4 |
$7,271 |
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Total |
$533,946 |
1. This amount includes $400,000 appropriated for the light replacement project, $28,330 remaining from the FY 2007-08 athletic light assessment project, and $15,000 from the Small Parks Improvement project fund.
2. The Town received $53,616 as payment in lieu of required recreation area for the Spotters Ridge subdivision off of Pinehurst Drive.
3. The Greenbridge development between Rosemary and Franklin Streets made a $73,487 payment in lieu of providing required recreation space. The project’s Special Use Permit contained a requirement that the payment in lieu funds be used “in the Pine Knolls and Northside neighborhoods”. The Special Use Permit did not stipulate what percentage of the payment was to be used in either neighborhood. The amount proposed for this project is approximately 50% of the total, leaving $36,487 for the Pine Knolls neighborhood.
4. These funds would be held in reserve for potential payments to Duke Energy for service upgrades. In addition, there would likely be needed repairs to the Ephesus Park Tennis Courts after installation of the new lights.
That the Council adopt the attached resolution, which would authorize the Manager to negotiate and execute a contract with the lowest responsive bidder, Walter Holmes Electric Inc., in an amount not to exceed $501,675 for the design and installation of athletic lights and poles at Cedar Falls, Hargraves, Homestead, and Ephesus Parks including remote monitoring as follows:
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Base bid for light installation at Cedar Falls Park fields #2, 3, and 4 |
$205,300 |
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Remote Monitoring Cedar Falls Fields |
$7,010 |
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Hargraves Park Baseball Field |
$86,000 |
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Remote Monitoring Hargraves Field |
$4,530 |
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Ephesus Park Tennis Courts |
$97,500 |
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Remote Monitoring Ephesus Park Tennis Courts |
$4,530 |
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Homestead Park Baseball Fields #1 and 2 |
$90,000 |
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Remote Monitoring Homestead Fields |
$6,805 |
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Total |
$501,675 |
The resolution would provide Walter Holmes Electric Inc. a total of 30 days in which to submit drawings, sealed by engineers, showing that the contractor’s poles and light fixtures meet the requirements of the project specifications. The drawings must also demonstrate compliance with the section of the Town’s Land Use Management Ordinance related to light spillage. In the event that Walter Holmes Electric Inc. fails to submit the required sealed drawings within the allotted 30 day period, the Manager would be authorized to negotiate and contract with the next lowest bidder, S&S Electrical Construction Company Inc.
We also recommend that the Council enact the attached budget ordinances [2009-02-23/O-6a and 2009-02-23/O-6b], which would transfer $53,616 in payment in lieu of recreation area funds generated by the Spotters Ridge subdivision and $37,000 in payment in lieu of recreation space funds generated by the Greenbridge development to the Athletic Field and Tennis Courts Relighting Project.
1. Bids for Athletic Field and Tennis Court Light Replacement (p. 8).