3.9. SR 04-18-2005
Item # 3.9.
MEMORANDUM
TO: Mayor and City Council
FROM: Bill Maertz, Director of Parks and Recreation
DATE: April 18, 2005
SUBJECT: Youth Athletic Complex Soccer Field Lights
· Resolution Authorizing Staff to Utilize Cooperative
Purchase/Joint Powers Agreement for the Purchase and
Installation
· Authorization to Contract with Anoka Electric Supply, Inc.
for Purchase and Installation
Background
The 2005 Parks Capital Improvement budget for 2005 includes the construction of a full
size, irrigated and lighted soccer field at the Youth Athletic Complex. Elk River Youth
Football and the Three Rivers Soccer Association have agreed to contribute a total of
$70,000 towards this project.
Summary
The lighting system for the Youth Athletic Complex soccer field can be purchased
through the Cooperative Purchasing/Joint Powers contract initiated by the City of Rogers.
The Cooperative Purchase/Joint Powers Agreement was reviewed by the League of
Minnesota Cities to make sure that all legal requirements were met. There have been over
a dozen metro area cities that have purchased lighting under this contract. In addition to
the base package staff is proposing two additional options.
Option one is a control link system that allows authorized users to turn the lights on via a
cell phone. This system will create a detailed report that will track who turned on the
lights and how much energy was consumed.
Option two is a pole upgrade that will allow for the use of the poles on the east side for
lighting an additional field in the future.
SOCCER FIELD LIGHT COSTS
Lighting System and Installation
Control Link System
Pole Size upgrade.
Total
$69,674
$3,000
$3,500
$76,174
Action Requested
Authorize staff to contract with Anoka Electric Systems Inc. and Musco Sports Lighting
Inc. for the installation of soccer/football field lighting at the Youth Athletic Complex at
a cost of$76,174 + tax.
Attachment
. City of Rogers Joint Powers Agreement
RESOLUTION NO. OS-
A RESOLUTION AUTHORIZING STAFF TO UTILIZE THE
COOPERATIVE PURCHASE/JOINT POWERS AGREEMENT INITIATED
BY THE CITY OF ROGERS, FOR THE PURPOSE OF PURCHASING AND
INSTALLING ATHLETIC FIELD LIGHTING
WHEREAS, pursuant to an advertisement for bids for furnishing and installing athletic
field lighting and cooperative bidding of various athletic lighting as a successful bidder may
sell and deliver and cooperative units of government may purchase and receive in such
quantities order bids were received, opened and tabulated according to law; and
WHEREAS, it appears that the "menu" bid of Electric Systems of Anoka, Inc. for the
lighting facilities is the lowest responsible bid obtained, a copy of the bid attached hereto as
Exhibit A and incorporated herein by reference.
BE IT RESOLVED, by the City Council of the City of Elk River Minnesota as follows:
City staff is authorized to join in the Cooperative Purchasing/] oint Powers Agreement,
under Minnesota Statutes 471.59, initiated by the City of Rogers, for the purpose of
purchasing and installing athletic field lighting.
Whereupon said resolution was declared duly passed and adopted, and was signed by the
Mayor, and attested by the clerk dated this 18th day of April, 2004.
Stephanie Klinzing, Mayor
ATTEST:
] oan Schmidt, City Clerk
CITY OF ROGERS
JOINT POWERS AGREEMENT
SPECIFICATIONS AND BIDDER'S PROPOSAL FOR COOPERATIVE
BIDDING OF VARIOUS ATHLETIC FACILITIES LIGHTING
WITHIN THE
STATE OF MINNESOTA
AND
JOINT POWER AGREEMENT
BY
OTHER GOVERNMENTAL ENTITIES
2001 COMMUNITY PARK IMPROVEMENT PROJECT
PUBLIC OPENING OF THIS BID
will take place at Rogers City Hall
12913 Main Street
Rogers, MN 55374
BIDDER'S NAME:
ADDRESS:
SECTION IV
COOPERATIVE PURCHASING
RESOLUTION NO. 2004 - Gq
A RESOLUTION ACCEPTING BID FOR FURNISHING AND INSTALLlNG-
ATHLETIC FIELD LIGHTING FOR THE CITY OF ROGERS AND COOPERATIVE
BIDDING OF VARIOUS ATHLETIC LIGHTING
WHEREAS, pursuant to an advertisement for bids for furnishing and installing athletic field
lighting and cooperative bidding of various athletic lighting as a successful
bidder may sell and deliver and the City of Rogers may purchase and receive
(and also what other cooperative units of government may purchase and
receive) in such qu8ntities order bids were received, opened and tabulated
according to law; and
WHEREAS, it appears that the ''menu'' bid of Electric Systems of Anoka, Inc.for the
lighting facilities is the lowest responsible bid obtained, a copy of the bid
attached hereto as Exhibit A and incorporated herein by reference.
BE IT RESOLVED, by the City Council of the City of Rogers, Minnesota as follows:
1. The Mayor and Clerk are hereby authorized and directed to enter into a "supply
contracf' with Electric Systems of Anoka, Inc. ("Electric") for the sale and
delivery of such quantities of the items listed on Exhibit Aas the City may order
on or before the term ending two years from the date of the adoption of this
Resolution. .
2. The contract between the City and Electric shall provide that the item prices and
items shall be available to such other units of government that elect to
cooperatively purchase such items at the prices stated on Exhibit A. The City may
join in such joint power agreements under Minnesota Statutes ~471.59 as may be
necessary or appropriate to implement such cooperative purchasing by other units
of government, and as permitted by law.
Moved by Councilmember::G..l<.el, seconded by Councilmember brunTY\
The following voted in favor of said resolution: ~\\LL~.. ::r:i.ke.l) ~n..f(\m I 0~ers
The following voted against the same: No r-e.-
The.following abstained: NCi--e
Whereupon said resolution was declared duly fassed and adopted, and was signed by the
Mayor, and attested by the Clerk dated this 10 day of Augus 004.
ATTEST:
cr;r~([o< ohosZ5~~'
CITY OF ROGERS
COOPERATIVE PURCHASING
1. JOINT EXERCISE OF POWERS (Minnesota State Statute 471.59)
WITNESSETH:
WHEREAS, pursuant to Minnesota Statutes Section 471.59 (Joint Exercise of
Powers), the City of Rogers has the legal authority to enter into an agreement,
through actions of their governing body, to jointly or cooperatively exercise any
power common to the contracting powers or any similar powers, including those
which are the same except for territorial limits within which they may be
exercised; and
WHEREAS, the parties to this agreement are of the opinion that the formation of
this agreement to administer the terms of this agreement are in the best interest
of their respective governmental units;
NOW, THEREFORE, IN CONSIDERATION OF THE MUTUAL PROMISES AND
AGREEMENTS CONTAINED HEREIN, THE PARTIES DO AGREE AS
FOllOWS:
This proposal, is a contract that may be applied to other governmental units for
the purchase of additional quantities of the equipment specified in this proposal
in accordance with Minnesota State Statute 471.59 Joint Exercise of Powers,
and State Statute hereby included in and a part of this proposal. In the event the
City of Rogers enters an agreement with other governmental units for the
purchase of additional equipment all aspects of this proposal shall apply unless
otherwise stated by the bidder in an attachment affixed with this proposal.
Instructions to Bidder of these General Provisions. Any applicable reference to
the City of Rogers in this proposal shall apply to any other govemmental unit(s}
entering an agreement with the City of Rogers and any applicable reference to
governmental unit(s} in this proposal shall apply to the City of Rogers, in
accordance with these general provisions.
2. BIDS AND AWARDS
It is understood and agreed that the City of Rogers, pursuant to the terms of the
Agreement and in accordance with its established practices and the laws
governing purchases by the City of Rogers, shall solicit bids, and shall tabulate,
evaluate, and discuss with any other governmental unit that may enter into this
Agreement or a substantially similar agreement with the City of Rogers, all bids
received pursuantto such :solicitations. The C~ty of Rogers shall m~ke an award
on behalf of itself and all such participating govemmental units to the lowest
responsive, responsible bidder responding to the solicitation for bids upon
majority agreement of the authorized representative of all such participating
governmental units. This award shall establish the prices and estimated
quantities to be purchased by each of the parties hereto included in such award
in accordance with this Agreement.
The parties shall be liable for any orders placed by them in accordance with this
agreement, but shall not be liable for any other sums.
3. ORDERS. DELIVERY. AND PAYMENT
After the award is made for the estimated quantities of items, designed pursuant
to this Joint Powers agreement, each of the parties hereto agrees to order from
the successful bidder such quantities as shall be consistent with its needs. Each
party agrees to make arrangements with the successful bidder for ordering,
delivery, shipment, and payment with respect to the items it wishes to order. All
disbursements of public funds by any of the parties in payment for such items
shall be made in accordance with all laws of the State of Minnesota and of the
party making such disbursement. All Parties must provide for the strict
accountability of all funds employed hereunder, in accordance with the rules and
regulations such party ordinarily applies with respect to such funds.
4. LIABILITY OF THE CITY OF ROGERS
The City of Rogers shall endeavor in good faith to maintain a high degree of
efficiency with respect to any services provided hereunder; however, the sole
and exclusive remedy for any breach of this agreement by the City Administrator
and the City of Rogers' liability of any kind whatsoever, including but not limited
to liability for late, negligent or nonperformance or for any respect regarding its
herein obligations, shall be limited to correcting diligently any such deficiency as
is reasonably possible under the pertinent circumstances. Furthermore, the City
of Rogers does not warrant product quality or service.
If lower prices are offered to Political Subdivisions by a vendor on subsequent
annual contracts or price agreements, that same pricing structure must be
extended to the City of Rogers on existing comparable contracts which the
vendor may have in effect with the state of the time. Failure to comply may result
in cancellation of the State.
Additional surety bond(s} in the amount of no less than 5% of the amount of the
price quoted for this unit shall be required at the discretion of any other
governmental unit entering into this agreement for equipment ordered. Said
bond(s} shall be delivered within 10 calendar days of placement of order.
It is the City of Rogers intent that the duration of the Cooperative Purchasing or
Joint Powers provisions of this Contract be from the initial purchase order date to
a period of ~6 months.
Agreements entered into under this law must be by an action, normally a
resQlution, or the governing body of the city soliciting the bid or quotation, and the
governing body of the city wishing to make the purchase under the bid or
quotation. A copy of a resolution is supplied for an example.
LIGHTING EQUIPMENT SPECIFICATIONS
The purpose of the specifications is to define the performance and design standards. The
manufacturer shall supply lighting equipment to meet or exceed the following criteria -
refer to menu.
A. PLAYABILITY
I. Initial Light Levels
The average initial light levels shall be as stated below.
Area of Lighting Average Initial
Footcandles
1. Football 360' x 160' 4-80' poles 62.5
2. Football 360' x 160' 4-70' poles 50
3. Football 360' x 160' 4-70' poles 50
4. Football 360' x 160' 6-80' poles 62.5
5. Soccer 360' x 225' 4-70' poles 37.5
6. Soccer 360' x 225' 4-70'poles 25
7. Baseball 325' x 400' x 325' 8-80' poles infield/outfield 62.5/37.5
8. Baseball 325' x 380' x 325' 8-70"poles infield/outfield 43.75/32.25
9. Baseball 325' x 380' x 325' 6-80' poles infield/outfield 62.5/37.5
10. Baseball 325" x 380/ x 325' 6-70" poles infield/outfield 43.75/32.25
11. Softball 300' Radius 6-60' poles infield/outfield 62.5/37.5
12. Softball 300' Radius 6-60' poles infield/outfield 37.5/25
13. Softball 280' Radius 6-60' poles infield/outfield 62.5/37.5
14. Softball 280' Radius 6-60' poles infield/outfield 37.5/25
15. Softball 280' Radius 4-70' poles infield/outfield 62.5/37.5
-
16. Softball 280' Radius 4-70' poles infield/outfield 37.5/25
17. Tennis 4 courts 4-50' poles 50
18. Tennis 4 courts 4-50' poles 37.5
I 19. Tennis 2 courts 4-40' pOles I 37.5
I
20. Hockey 200' x 85' 4-40' poles 37.5
21. Hockey 200' x 85' 2-50' poles 25
22. Ice Arena 200' x 85' 100
... ,
5 C-1o+:eOUi...e;.. A
If
23. Ice Arena 200' x 85' 62.5
24. Gymnasium 3 courts 93.75
25. Gymnasium 3 courts 62.5
26. Spill and Glare Control System
II. Target Light Levels
The average target (maintained) light levels shall be as stated below.
Area of Lighting Average Target
Footcandles
1. Football 360' x 160' 4-80' poles 50
2. Football 360' x 160' 4-70' poles 40
3. Football 360' x 160' 4-70' poles 30
4. Football 360' x 160' 6-80' poles 50
5. Soccer 360' x 225' 4-70' poles 30
6. Soccer 360' x 225' 4-70' poles 20
7. Baseball 325' x 400' x 325' 8-80' poles infield/outfield 50/30
8. Baseball 325' x 380'x 325' 8-70' poles infield/outfield 35/25
9. Baseball 325' x 380' x 325' 6-80' poles infield/outfield 50/30
10. Baseball 325' x 380' x 325' 6-70' poles infield/outfield 35/25
11. Softball 300' radius 6-60' poles infield/outfield 50/30
12. Softball 300' radius 6-60' poles infield/outfield 30/20
13. Softball 280' radius 6-60' poles infield/outfield 50/30
14. Softball 280' radius 6-60' poles infield/outfield 30/20
15. Softball 280' radius 4-70' poles infield/outfield 50/30
16. Softball 280' radius 4-70' poles infield/outfield 30/20
17. Tennis 4 courts 4-50' poles 40
18. Tennis 4 courts 4-50' poles 30
I 19. Tennis 2 courts 4-40' poles 30 I
t..." " .
20. Hockey 200' x 85' 4-40' poles 30
21. Hockey 200' x 85' 2-50' poles 20
22. Ice Arena 200' x 85' 80
23. Ice Arena 200' x 85' 50
'';;
:../
, .
24. Gymnasium 3 courts
25. Gymnasium 3 courts
26. Spill and Glare Control System
75
50
III. Light Loss Factor
The light loss factor used to determine the target light levels shall be a
maintenance factor of .8 multiplied by the lamp tilt factor. Maintenance
factor is calculated as follows: ambient temperature factor (1) x voltage
factor (1) x ballast factor (1) x lamp lumen depreciation (.84) x luminaire dirt
depreciation (.95) per I.E.S. Manual RP-6-88, p. 92.
IV. Uniformities
The uniformities of the playing field shall be measured by comparing the
maximum reading to the minimum reading. The ratio shall not exceed the
following:
Area of Lighting
Infield BasebalVSoftball Only
Main Area or Outfield BasebalVSoftball
Maximum to Minimum
2.0:1
3.0:1
V. Weight Reduction on the Crossarm
To prevent crossarms from sagging resulting in potential fixture
misalignment, the ballasts shall be mounted in an electrical component
enclosure on the pole separate from the fixture mounting.
VI. Structural Strength
To prevent misalignment of any luminaires or damage to the crossarms or
its components, the crossarm, reflector, and its attachment to the pole shall
be able to structurally withstand winds of 125 mph with a 1.3 gust factor.
Luminaires shall be attached to the crossarm by a minimum of two bolts,
which shall be stainless steel and Empigard coated. There shall be no
penetrations of the top or sides of the crossarms.
VII. Mounting Heights
To ensure proper aiming angles for reduced glare and to provide better
playability, the pole mounting heights from the playing field surface shall be
as specified on menu.
'Ij
I '~
I
PRICING
The undersigned contractor in compliance with your notice to bidder for the addition of
lighting facilities having examined specifications and related documents, and site of the
proposed project, hereby proposes to furnish all labor, materials, and documents within
the time set forth herein and at the prices stated below. These prices are to cover all
~xpense'3 incurred i~1 the perfonnance of all work required under the specif.~ns.
Prices include delivery charges. --
Item Field Type Field Size Maintained # of Poles Per Field Lighting/Structure
# Footcandles Cf'-llnstalled Cost
1 Football 360' x 160' 50 4 $ J 5;}.(P
2 Football 360' x 160' 40 4 :~~
3 Football 360' x 160' 30 4
4 Football 360' x 160' 50 6
5 Soccer 360' x 225' 30 4 $ (rA) &7L{
6 Soccer 360' x 225' 20 4 $ {ol} 6&1
7 Baseball 325' x 400' x 325' 50/30 8 $~ I 9Cf l
8 Baseball 325' x 380' x 325' 35/25 8 S ~dl 50S-
9 Baseball 325' x 380' x 325' 50/30 6 $ 9,., I Cj 7 7
10 Baseball 325' x 380' x 325' 35/25 6 $ '7~' O(o~
11 Softball 300' x 300' x 300' 50/30 6 tP . I '6"8Q
$ (0,
12 Softball 300' x 300' x 300' 30/20 6 $ S'~ 4<&-1
13 Softball 280' x 280' x 280' 50/30 6 $ (05; 9'-1 7
14 Softball 280' x 280' x 280' 30/20 6 $ -~'-/) /S-~
15 Softball 280' x 280' x 280' 50/30 4 $ ~ 7. 156,ft,
16 Softball 280' x 280' x 280' 30/20 4 $ S-OJ ~<6
17 Tennis 4 Courts 40 4 $ -34~ ~(~7
18 Tennis 4 Courts 30 4 : ~~~1
19 Tennis 2 Courts 30 4
20 Hockey 200' x 85' 30 4
21 Hockey 200' x 85' 20 2 $ I g, '7oL/
. ,~~ ICe 1""\1 e.. a 200' x as' "" $~5~~o~_
L4 at..:
23 Ice Arena 200' x 85' 50 $ LJ~I18!:L
24 Gymnasium 3 Courts 75 $ LJ&; 4'-1 L-/
I
25 Gymnasium 3 Courts 50 $ 3~J (03 7
26 Spill and Glare Control Per Fixture $ //5'"
5
SAMPLE RESOLUTION
"A RESOLUTION AUTHORIZING EXECUTION OF A JOINT POWERS AGREEMENT"
BE IT HEREBY RESOLVED, by the that
the is authorized to enter into a joint powers
agreement pursuant to Minnesota Statutes Section 471.59. (Joint Exercise of Powers)
for the purchase of an
The forgoing resolution was offered by
who moved its adoption, and on due second by
was passed by the following vote:
Ayes:
Nays:
Absent:
Passed:
APPROVED
Mayor
ATTEST
City Clerk