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Exhibit 1 - Agenda Information SheetCity of Denton _____________________________________________________________________________________ AGENDA INFORMATION SHEET DEPARTMENT: Procurement & Compliance ACM: David Gaines DATE: November 2, 2021 SUBJECT Consider adoption of an ordinance of the City of Denton, a Texas home-rule municipal corporation, authorizing the City Manager to execute a contract with Techline Sports Lighting, LLC, for the Athletic Field Lighting LED Conversion for the Parks and Recreation Department; providing for the expenditure of funds therefor; and providing an effective date (RFP 7726 – awarded to Techline Sports Lighting, LLC, for one (1) year, with the option for four (4) additional one (1) year extensions, in the total five (5) year not-to-exceed amount of $2,962,112.50). INFORMATION/BACKGROUND , The Parks and Recreation Department (PARD) currently maintains 39 athletic fields, equipped with lighting for play after dark throughout the City of Denton. The equipment used to achieve a suitable level of lighting for safe gameplay after dark, which consists of 1,016 individual fixtures that range from 20 to 42 years in age. In 2019, following a significant wiring failure incident, the Parks and Recreation Department (PARD) identified these fixtures for replacement for the following reasons. Equipment Condition and Safety The Parks and Recreation Department currently employs two (2) electricians that are responsible for the maintenance of all electrical assets within park properties. Typical maintenance to athletic field lighting includes the replacement of bulbs and the changing of lamp ballasts. However, over the past five (5) years there has been a significant increase in wiring and control circuit failure due to equipment age and constant exposure to harsh outdoor conditions. These types of issues are significant concerns because they have the potential to be a safety hazard to staff and the public during operation. In the previous three (3) years, wire insulation failure has been identified and repaired by maintenance staff at North Lakes Park, Evers Park, and Mack Park. While none of these failures caused significant harm, they all had the potential for electrocution to staff and park users. Please see the photographs below for reference. North Lakes Park Evers Park City Hall 215 E. McKinney Street Denton, Texas www.cityofdenton.com Equipment efficiency The lighting currently used to produce safe light levels for athletic play has been the industry standard for the past 30 years. While this equipment is very effective at producing light, it is very inefficient in its use of energy and has a short effective life span by modern standards. Technological advancements in the LED industry have provided an effective alternative that offers the following advantages: • LED lighting requires less energy to produce the same level of lighting, in this instance when all 39 fields are converted to LED lighting there will be a 49% reduction in energy consumed. • LED lighting is more efficient in its ability to project light only where it is needed. This greatly reduces light pollution and aids the organization in its mission for Dark Sky Compliance. Below is the information Techline Sports Lighting, LLC provided regarding the wages they pay their employees who will be assigned to the City’s contract. Position Description Hourly Rate of Assigned Employees Project Manager $100.00 Electrician $75.00 Electrician Apprentice $25.00 Helper $20.00 The pricing schedule for the entire project is broken down below with a 15% contingency for pole replacement if necessary. Project Description Estimated Expenditure North Lakes Softball – Fields 1-6 $545,000.00 North Lakes Soccer – Fields 1-10 $470,000.00 North Lakes Football – Fields 1-3 $231,000.00 North Lakes Driving Range $55,000.00 Evers Baseball – Fields 1-11 $562,000.00 Fred Moore Baseball $88,000.00 Mack Baseball - Fields 1&2 $187,000.00 Mack Baseball - Roberts Field $132,000.00 Denia Softball – Fields 1-4 $285,000.00 Pole Inspection – 166 individual poles $20,750.00 Contingency – 15% $386,362.50 Total: $2,962,112.50 Extras Pole Replacement (each) $13,000.00 This project will be started upon approval with a completion date by August 15, 2022. Upon Council approval the Parks and Recreation Department will initiate the following timeline: 1. Pole inspection – Qualified staff will inspect each light pole for structural and grounding defects. If a pole does not pass this inspection, arrangements for replacement will be made with Techline Sports Lighting. 2. Installation – November 2021 – August 2022 Techline will perform the removal of old fixtures and the installation of the new LED fixtures. Wiring will be replaced within each pole and lighting control equipment will be installed. 3. Final Inspection – Techline will perform final inspections to verify lighting levels, proper control operation, and equipment grounding. 4. Training – Techline will train Parks and Recreation staff on the operation of the scheduling software. 5. Warranty – All equipment and repairs will be covered under warranty for 15 years upon project completion. Park maintenance staff will assist Techline in troubleshooting potential issues by checking fuses in the event of a failure. Request for Proposals was sent to 255 prospective suppliers, including twenty Denton firms. In addition, specifications were placed on the Materials Management website for prospective suppliers to download and advertised in the local newspaper. Four (4) proposals were received, references were checked, and proposals were evaluated based upon published criteria including compliance with specifications, probable performance, and price. Best and Final Offers (BAFO) were requested from the top firm. Based upon this evaluation, Techline Sports Lighting, LLC was ranked the highest and determined to be the best value for the City. NIGP Code Used for Solicitation: 805 - Sporting Goods, Athletic Equipment & Athletic Facility Equipment, 988 - (Service Only) -Roadside, Grounds, Recreational & Park Area Services Notifications sent for Solicitation sent in IonWave: 255 Number of Suppliers that viewed Solicitation in IonWave: 26 HUB-Historically Underutilized Business Invitations sent out: 23 SBE-Small Business Enterprise Invitations sent out: 123 Responses from Solicitation: 4 RECOMMENDATION Award a contract with Techline Sports Lighting, LLC, for the Athletic Field Lighting LED Conversion for the Parks and Recreation Department, in a one (1) year, with the option for four (4) additional one (1) year extensions, in the total five (5) year not-to-exceed amount of $2,962,112.50. SUSTAINABILITY MEASURES This purchase will allow the Parks and Recreation Department to conserve energy while improving the experience for park users. This measure will also assist the City of Denton in achieving goals Number 2 and 4 under Chapter 3, Energy Conservation and Efficiency, of the City of Denton Sustainability Guide. Relationship to Sustainability Framework Focus Area: • Energy Conservation and Efficiency – This measure will result in a 49% decrease in energy consumed by athletic fields while providing improved lighting for athletic play. • Dark Sky Compliance – These lights will be designed and installed to the International Dark-Sky Association standards. This will decrease light spillage in areas outside and above playing fields. • Material Resource Management – With a lifespan that is 10 times greater than the lamps currently used the Parks and Recreation will produce no waste associated with the replacement of bulbs and ballasts. What are some of the goals the department will be setting up to ensure that the sustainability measures are met? Goal 1: We will monitor the decrease in energy consumption. Goal 2: All reporting will be done through monitoring energy consumption for each site. Lights will be programmed to come on at dusk and go off when gameplay ends. This will further reduce energy consumption and eliminate users leaving lights on through the night. PRINCIPAL PLACE OF BUSINESS Techline Sports Lighting, LLC Austin, Tx ESTIMATED SCHEDULE OF PROJECT This is an initial one (1) year contract with options to extend the contract for four (4) additional one (1) year periods, with all terms and conditions remaining the same. FISCAL INFORMATION These services will be funded from General Government Operating Project Funds. EXHIBITS Exhibit 1: Agenda Information Sheet Exhibit 2: Pricing Evaluation Exhibit 3: LLC Members Exhibit 4: Presentation Exhibit 5: Ordinance and Contract Respectfully submitted: Lori Hewell, 940-349-7100 Purchasing Manager For information concerning this acquisition, contact: Drew Huffman, 940-349-7465. Legal point of contact: Marcella Lunn at 940-349-8333.