5.4. SR 07-07-2008REQUEST FOR ACTION
To Item Number
Ci Council 5.4.
Agenda Section Meeting Date Prepared by
Adminstration ul 7, 2008 Ter Maurer, Public Works Director
Item Description Reviewed by
Consider Options for Highway 10 Lighting
Reviewed by
Action Requested
Direction from the City Council on how to proceed with replacement of the lighting along TH 10
through the downtown area from just east of Main Street to approximately Proctor Avenue.
Background/Discussion
As the Ciry Council is aware, the City of Elk River has an agreement with MnDOT requiring
ongoing maintenance, operation, and replacement when necessary for the lighting along TH 10 in
the downtown area. The lighting has reached the end of its useful life and is programmed for
replacement in 2008. The 2008 CIP has a line item of $100,000 for the replacement of the
lighting.
I have been working with Bryan Adams of the Elk River Municipal Utilities, trying to determine
the most cost-effective way to replace the lighting. Bryan has been very helpful in preparing the
estimate which lead to the 2008 CIP line item and has also recently had his crews remove two
lights so that the bases and bolts could be evaluated. Through that evaluation, it has been
determined that it is likely the bases will all be reusable, along with the existing electrical wiring.
Three options were considered for method of replacement. They are as follows:
A. Competitively bidding the project
After analysis, this option was disregarded since it would require preparing a certified
set of plans by an electrical engineer and a specification for the competitive bidding
process. Since the bases and electrical wiring appear to be in good condition,
replacement of the poles and fixtures should be a relatively simple process that is not
suited to the competitive bidding process.
B. City acting as the general contractor and Elk River Municipal Utilities providing the
labor for removal of the old lights and installation of the new lights
With this option, the City would purchase the poles and fixture directly from a
manufacturer and provide them to the Municipal Utilities. The ERMU crews would
be used for removal of the old light material and installing the new lights. The city
would subcontract with a signing company to provide lane closures along the
highway for a safe working environment. Attached is a memo from Bryan Adams,
estimating that it would require approximately 28 working days for his crew to
complete the project, with an estimated cost of $34,000. We have also received
quotes from a lighting supplier on three styles (good, better, best) from a standard
light to a more decorative light. When Bryan's costs, the material costs, and the
traffic control costs are added together, this option is more expensive than the third
option listed below.
C. Have Connexus Energy install the lights and contract with them to own and
maintain the facilities
Leo Offerman of Connexus Energy has met with Bryan and I several times and has
provided the attached proposal to rebuild the lighting system completely along TH
10, assuming the bases and electrical system are reusable. He has provided three
options. The first option is a light very similar to the standards that axe used on
Twin Lakes Road and in the Industrial Park and commercial areas along Twin Lakes
Road. To completely remove the old system and install a new lighting system using
this standard would cost $78,382. This includes removal and disposal of the old
equipment, traffic control, material, and labor. Connexus Energy would then own
the system. The Elk River Municipal Utilities would continue to provide energy
since it is their service area, and the City would agree to pay $5.00 per light per
month for ongoing maintenance, such are re-Tamping, replacing ballasts, and
replacing fixtures if they are knocked down. Mr. Offerman has also included an
Option 2 for a slightly more expensive pole and fixture which is shown on the
attached graphic. The cost of that material and fixture is $100,866 for the same
complete project. Option 3 in the proposal is decorative lights which would cost
$185,000.
With the Connexus Energy proposal, we would no longer need to provide City staff
and/or Elk River Municipal Utilities staff to work in the highway right-of--way for
the purpose of changing bulbs or ballasts. It would seem that this would be a benefit
to the City, as traffic continues to grow along the highway corridor and both the City
and Utilities' staff are not fully trained or equipped to work in such a busy roadway.
With any of Mr. Offexman's proposed light standards, banner arms could be added
for a cost of approximately $150 per banner arm. If a banner arm is desired on both
sides of a light pole, the cost would be $300 per pole. Banner arms could also be
added at a later date. The banner arms could simply be strapped onto the fixture in a
matching material with a wind collapsible design that could be supported by any of
the poles in Mr. Offerman's proposal.
Financial Impact
The CIP has $100,000 programmed for the replacement of the lights on TH 10. Option 1 in the
proposal from Connexus Energy, with or without banner arms, would be under this amount.
Option 2 with banner arms would be approximately $9,000 over the budgeted amount. Option 3
is substantially over the budgeted amount.
S:\EngineerImpxovProj\2008 Improvement Projects\TH 10 Lighting\07 07 08 cc memo.doc Page 2
Attachments
Memo from Bryan Adams, ERMU
Proposal from Connexus Energy
Pictures of light fixtures Options 1, 2 and 3 in the Connexus Energy Proposal
Action Motion by Second by Vote
Follow Up
S:\FngineerImprovPxoj\2008 Improvement Projects\TH 10 Lighting\07 07 08 cc memo.doc Page 3
^~/
Elk River
Municipal Utilities
13069 Orono Parkway • P.O. Box 430
Elk River, MN 55330-0430
June 16, 2008
To: Lori Johnson, City Administrator
From: Bryan Adams, Elk River Municipal Utilities General Manager
Subject: Hwy 10 Street Lighting
Phone: 763.441.2020
Fax: 763.441.8099
In December 2006, I assisted your engineering department in developing a plan and cost
estimates to replace the lights on Hwy 10. In May of 2008 we removed two street lights on Hwy
10 to determine if the existing foundations and electric system are in good enough condition to
be reused. After inspecting the foundations and electric system, it appears both are in good
condition and can be reused.
Per our discussion at the June 10, 2008 Elk River Municipal Utilities Commission meeting, we
are to give you a proposal to remove and reinstall these highway lights. We would propose to
remove and reinstall the 26 lights (8 single and 18 double arms) on a time and material basis with
an estimated cost of $34,000 per the following.
1) City of Elk River will purchase the lights, poles, and bases etc., delivered to our facility.
We can assist you in the pole selection
2) City to provide traffic control and flagmen if necessary.
3) Above estimate is based on using existing foundations and wiring. If a foundation cannot
be used due to bad anchor bolts or wiring issues develop, ascrew-in steel anchor base
plate will be used at additional cost along with wiring modifications. Concrete patching
of median may also be necessary at additional cost.
4) The existing lighting system is divided into four electric zones. We are proposing to
complete one zone at a time to ensure at least part of the Hwy 10 corridor is always lit.
5) This work should be completed 28 working days or 5 to 6 weeks.
If you need additional information, do not hesitate to call.
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''~ ~ Your Community Energy Partner
Mr. Terry Maurer
City of Elk River
13065 Orono Parkway
Elk River, MN 55330
Dear Mr. Maurer,
14601 Ramsey Boulevard
Ramsey, Minnesota 55303
763-323-2600
Fax: 763-506-9541
1-800-642-1672
www. connexusenergy.com
info C~3 connexusenergy.com
June 24, 2008
I have prepared the following options for Connexus Energy to install outdoor lighting on
Hwy 10 in Elk River to replace the existing median lights. In addition to the initial
installation, Connexus Energy will. retain ownership of the lighting fixtures and will
provide complete maintenance of the lights under a monthly maintenance only rate. The
electric power for the lights will be provided by Elk River Municipal Utilities. The
installation costs shown below are a preliminary estimate prior to the final design
standards subject to MNDOT approvals.
Option 1
8 -Single 250 Watt HPS Commercial Shoebox (Connexus Standard) fixtures on 30'
square fiberglass- poles, bronze color.
18 -Double 250 Watt HPS Commercial Shoebox (Connexus Standard) fixtures on 30'
square fiberglass poles, bronze color.
Total $78,382.00
Option 2
8 -Single 250 Watt HPS Round Commercial fixtures on 30' round aluminum poles,
natural aluminum color.
18 -Double 250 Watt HPS Round Commercial fixtures on 30' round Aluminum poles,
natural aluminum color.
Total $100,866.00
Option 3
8 -Single 250 Watt HPS Decorative fixtures (to be determined) on 30' round aluminum
poles, custom color by customer.
18 -Double 250 Watt HPS Decorative fixtures (to be determined) on 30' round
aluminum poles, custom color by customer.
Total (This is a price estimate for a wide variety of decorative options) $185,000.00
Connexus Energy will provide normal maintenance for the outdoor lighting fixtures,
including knockdown replacement, relamping, pole painting, component replacement,
and all other repair or replacement of light fixtures.
After twenty-five (25) years, if Connexus Energy determines, in its discretion, however,
that either replacement or significant repair of the system is necessary due to the age of
the system, the Customer will reimburse Connexus Energy for such replacement or
significant repair costs.
~O^,A'~Y1 ~C® 14601 Ramsey Boulevard
,~~1( ~(~L../~V J Ramsey, Minnesota 55303
763-323-2600
Fax:763-506-9541
Your Commun Ener Partner 1-800-642-1672
~Y 9Y www.connexusenergy.com
info @ connexusenergy. com
The maintenance rate does not cover fault finding or repair of the existing lighting
conductor or repair or replacement of the existing concrete bases.
The monthly maintenance rate varies depending on the style of fixture chosen due to
the difference in replacement costs. The monthly maintenance rates for the lights are:
Option 1: $5.00 per light per month
Option 2: $6.00 per light per month
Option 3: $7.00 per light per month
**The above rates are subject to approval by Connexus Energy management at the
time an installation agreement is finalized.
The response time for light out repair calls will be within 4 business days.
The lights will be installed to utility specifications and will operate on a dusk to dawn
schedule. The above installation costs are based upon our best practices. If job site
conditions beyond our control prevent normal installation procedures, additional charges
may be applied. The costs shown above are based on summer construction, do not
include restoration, or winter charges for work provided after November 1St
Please indicate your acceptance of this proposal by returning a signed copy via
Fax # 763-506-9541, or a-mail: leoo@connexusenergy.com
I hope that this information is satisfactory for you. Do not hesitate to contact me if you
have any questions.
Sin r Specify Option
Leo O n Accepted by:
Utility Services Representative Date:
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