Explanation
Background: This ordinance authorizes the Director of the Recreation and Parks Department to enter into contract with Claypool Electric for the replacement of sports field lighting at Berliner Park. The lighting replacements will create a huge savings improve energy efficiency by switching to new “green” lights.
The Gary Ogle Complex at Berliner Park consists of diamonds 1,4, and 5 which were turned into artificial turf infields in 2014, increasing their use and making them some of the most used fields in Berliner Park. The field lights that are currently installed are old and have wooden support beams. In the past few years, one pole fell during a storm, damaged part of the fence, and made the field unusable for a few weeks. In addition, there was another pole that needed replaced due to safety reasons. The installation of new lights and poles is a must for the safety of spectators and participants at these 3 diamonds. Additionally, Musco Lighting is less expensive than the current lights on these diamonds. Musco is installed on diamonds 10 - 17 and their cost per hour is nearly half the price of the lights used at Ogle Complex. Lastly, Musco Lights come with a 25 year warranty and they perform maintenance on these lights should anything go wrong.
The costs for this project will be $565,300.00 with a contingency of $56,530.00 for a total of $621,830.00.
Bids were advertised through Vendor Services, in accordance with City Code Section 329, on August 31, 2016 and received by the Recreation and Parks Department on September 20, 2016. Bids were received from the following companies:
Company Amount
Claypool Electric (MAJ) $565,300
ProLine Electric (MAJ) $616,300
After reviewing the proposals that were submitted, it was determined that Claypool Electric was the lowest and most responsive bidder.
Claypool Electric and all proposed subcontractors have met code requirements with respect to pre-qualification, pursuant to relevant sections of Columbus City Code Chapter 329.
Principal Parties:
Claypool Electric
1275 Lancaster - Kirkersville Road, Lancaster, OH 43130
Christina Claypool Deem 740-653-5683
31-0831061
Exp Date: 3/4/18
Emergency Justification: An emergency exists in the usual daily operations of the Recreation and Parks Department in that it is immediately necessary to enter into said contract so that work may be completed prior to March 1, 2017 which is the start of programing for this highly used sports facility. This would grant us Council approval in late October, contract would be approved in mid-November, a six to eight week lead time for materials and a minimum of 4 weeks installation time of the lights and electric based on good weather conditions.
Benefits to the Public:
Both the local and tournament community has complained about the current lighting system and has requested a newer, updated system for quite some time. Local residents will benefit from this improvement and will use the new system 6 days a week for almost 34 weeks a year while the tournament community will use the new system 2 to 3 days per week for almost 40 weeks per year.
Community Input Issues: None, lighting upgrades proposed by Berliner Action Team for Sports and at the request of our customers.
Area(s) Affected: Berliner Park (17)
Master Plan Relation: This project will support the mission of the Recreation and Parks Master Plan by improving athletic facilities, increasing energy efficiency, and saving operational dollars. These savings would include roughly $34.92 per hour less and 52.55 kwh less than the old lights.
Fiscal Impact: $621,830.00 is required and budgeted in the Recreation and Parks Voted Bond Fund 7702 to meet the financial obligations of this contract.
Title
To authorize the Director of Recreation and Parks to enter into contract with Claypool Electric for the replacement of sports field lighting at Berliner Park; to authorize the expenditure of $621,830.00 from the Recreation and Parks Voted Bond Fund 7702; and to declare an emergency. ($621,830.00)
Body
WHEREAS, it is necessary to authorize and direct the Director of the Recreation and Parks Department to enter into contract with Claypool Electric for the replacement of sports field lighting at Berliner Park; and
WHEREAS, it is necessary to authorize the expenditure of $621,830.00 from the Recreation and Parks Voted Bond Fund 7702; and
WHEREAS, an emergency exists in the usual daily operation of the Recreation and Parks Department in that it is immediately necessary to authorize the Director to enter into said contract so that work may be completed prior to March 1, 2017 which is the start of programing for this highly used sports facility; NOW, THEREFORE
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of Recreation and Parks be and is hereby authorized and directed to enter into contract with Claypool Electric for the replacement of sports field lighting at Berliner Park.
SECTION 2. That the funds necessary to carry out the purpose of this ordinance are hereby deemed appropriated, and the City Auditor shall establish such accounting codes as necessary.
SECTION 3. That the City Auditor is authorized to make any accounting changes to revise the funding source for all contracts or contract modifications associated with this ordinance.
SECTION 4. That the City Auditor is hereby authorized to transfer the unencumbered balance in a project account to the unallocated balance account within the same fund upon receipt of certification by the Director of the Department administering said project that the project has been completed and the monies are no longer required for said project.
SECTION 5. That the transfer of $21,830.00 or so much thereof as may be needed, is hereby authorized between projects within Fund 7702 Recreation and Parks Bond Fund per the account codes in the attachment to this ordinance.
SECTION 6. That the 2016 Capital Improvements Budget Ordinance 0960-2016 is hereby amended as follows in order to provide sufficient budget authority for this legislation and future projects.
CURRENT:
Fund 7702; P510018-100000; Hard Surface Improvements; $201,500 (SIT Supported)
Fund 7702; P510035-100004; Facility Improvements - Contingencies; $2,000 (SIT Supported)
Fund 7702; P510123-100000; Berliner Lighting Improvements; $600,000 (SIT Supported)
AMENDED TO:
Fund 7702; P510018-100000; Hard Surface Improvements; $181,670 (SIT Supported)
Fund 7702; P510035-100004; Facility Improvements - Contingencies; $0 (SIT Supported)
Fund 7702; P510123-100000; Berliner Lighting Improvements; $621,830 (SIT Supported)
SECTION 7. For the purpose stated in Section 1, the expenditure of $621,830.00 or so much thereof as may be necessary to pay the cost thereof, be and is hereby authorized from the Recreation and Parks Voted Bond Fund 7702 in object class 06 Capital Outlay per the accounting codes in the attachment.
SECTION 8. That for the reasons stated in the preamble hereto, which is hereby made a part hereof, this ordinance is hereby declared to be an emergency measure and shall take effect and be in force from and after its passage and approval by the Mayor, or ten days after passage if the Mayor neither approves nor vetoes the same.