TO: ADAM PIRRIE, CITY MANAGER
FROM: MELISSA VOLLARO, HUMAN SERVICES DIRECTOR
DATE: FEBRUARY 27, 2024
Reviewed by:
City Manager: AP
SUBJECT:
Title
AUTHORIZATION TO ENTER INTO AN AGREEMENT WITH MUSCO SPORTS LIGHTING, LLC. FOR SPORTS FIELD LIGHTING CONTROL UPGRADES (FUNDING SOURCE: YOUTH SPORTS COMMITTEE SELF-IMPOSED USER IMPROVEMENT FUND)
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SUMMARY
The City operates a variety of athletic facilities throughout its parks, including ten lighted athletic fields. Of these ten fields, seven operate using the Musco Sports Lighting Control-Link program, which allows City staff and sports field users to remotely monitor and control field lights. This program ensures lights are precisely scheduled to reduce energy costs by allowing lights to operate only after sunset each day, prevents use on days when lights are not permitted, and allows users to turn off scheduled lighting early if practices or games conclude before the anticipated end time, resulting in cost-savings for the City and sports organizations alike. Control-Link also monitors usage that allows staff to accurately project bulb life and plan for maintenance to reduce outages.
Staff now recommends that the remaining three fields receive control upgrades, placing them on the Control-Link system to ensure continuity of service, reduce costs, and eliminate unnecessary light pollution and energy waste.
RECOMMENDATION
Recommended Action
Staff recommends the City Council authorize the City Manager to enter into an agreement with Musco Sports Lighting, LLC. in the amount of $29,980.50 for the purchase, installation, and support of Control-Link systems at La Puerta Sports Park and Larkin Park.
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ALTERNATIVE TO RECOMMENDATION
In addition to the recommendation, there is the following alternative:
• Request additional information from staff.
FINANCIAL REVIEW
The cost to install upgraded lighting controls for two fields at La Puerta Sports Park and one field at Larkin Park, including the purchase of equipment, delivery, installation, ongoing support for ten years, and applicable sales tax is $29,980.50. A copy of the quote from Musco Sports Lighting, LLC is included as Attachment A to this report.
This purchase utilizes a Sourcewell cooperative purchasing contract that does not require bidding and complies will all City and State purchasing guidelines. Contract documents are available for review in the City Clerk's office.
The staff cost to prepare this report and administer this project is estimated at $1,939 and is included in the operating budget of the Recreation and Human Services Department.
ANALYSIS
The City has a long history of supporting youth sports programs through the Youth Sports Committee. This Committee is currently comprised of nine Claremont-based non-profit youth sports organizations that utilize a combination of City and CUSD fields to serve the community. In lieu of rental fees, organizations who serve on the Committee pay $5.00 per player into an improvement fund that organizations can then draw upon to conduct field and facility improvements. These expenditures must be approved by the Youth Sports Committee during an open meeting.
The City uses Musco Sports Lighting’s Control-Link system to manage sports fields and ancillary lighting at newly built parks or parks which have been renovated. This system allows youth sports organizations to remotely control lighting, ensuring lights are utilized only when needed to reduce impact on surrounding homes and cost. It also allows City staff to monitor bulb usage to accurately budget for replacement costs, schedule maintenance, and accurately bill users for their usage. However, fields at La Puerta Sports Park and Larkin Park have not been upgraded to their system and run on manual timers or push buttons. Over the past few years, this has presented several issues, including timer malfunctions due to power outages and lights being operated after practices or games have concluded for the day, as organizations are not able to turn them off early. The proposed improvements will remedy these concerns and bring both parks in alignment with current City standards for lighted sports fields. Furthermore, staff anticipate an overall reduction in energy use with these enhancements.
LEGAL REVIEW
The City Attorney reviewed and approved the agreement as to form.
RELATIONSHIP TO CITY PLANNING DOCUMENTS
Staff has evaluated the agenda item in relationship to the City’s strategic and visioning documents and finds that it relates to the following City Planning Documents: Sustainable City Plan and the 2022-24 Budget.
CEQA REVIEW
This item is not subject to environmental review under the California Environmental Quality Act (CEQA).
COUNCIL COMMITTEE REVIEW
The Youth Sports Committee considered the allocation of funds from the Youth Sports Committee Self-Imposed User Improvement Fund to upgrade sports field lighting control at La Puerta Sports Park and Larkin Park at its Tuesday, December 19, 2023 meeting. The Committee voted to allocate an amount not to exceed $40,000 in a 5-0 vote, with four Committee members absent. An excerpt of the minutes from the December 19, 2023 Youth Sports Committee meeting is included as Attachment B to this report.
PUBLIC NOTICE PROCESS
The agenda and staff report for this item have been posted on the City website and distributed to interested parties. If you desire a copy, please contact the City Clerk’s Office.
Submitted by: Prepared by:
Melissa Vollaro Eric Ey
Human Services Director Human Services Manager
Attachments:
A - Musco Sports Lighting, LLC Control-Link System Quote
B - Excerpt from the 12-19-23 Youth Sports Committee Meeting Minutes (Draft)