12-20-1994 - Selection of Consultant for Design of Sports Lighting for Cortez, Del Norte, Cameron, Sunset, Palmview & Friendship ParksCity of West Covina
Memorandum
AGENDA
ITEM NO: C-10d
DATE December 20, 1994
*PRINTED ON RECYCLED PAPER
TO: City Manager and City Clerk
FROM: Patrick J. Glover
City Engineer/Public Works Director
SUBJECT: City Project No. PP 95209 '- Cortez Park Football and Baseball Lighting
City Project No. PP 95217 - Del Norte Park Baseball Lighting
City Project No. PP 95218 - Cameron Park Softball Lighting
City Project No: PP 95221 - Sunset Field Baseball Lighting
City Project No. PP 95223 - Pahnview Park Baseball Lighting
City Project No. PP 95224 - Friendship Park Basketball Court and Lighting
Selection of Consultant for Design of Sports Lighting
SUMMARY:. Nine proposals have been received for the design of sports
lighting systems at various parks. The prices range from
$14,500 to $54,000. Staff has reviewed the proposals and has
interviewed three lighting consultants. Based on experience,
qualifications and knowledge of the various alternatives
available to meet the varied needs of each of the park sites,
staff is recommending the selection of Mullen & Associates for ;.
a not -to -exceed amount of $15,600.
BACKGROUND:
The 1994-95 adopted CIP includes seven sports lighting projects. The project at Edgewood
School is already under design and on schedule as previously reported to the City Council. As
also reported to the City Council, the remaining six projects are scheduled so that the lighting
at Cortez Park will be completed before the 1995 football season and the other athletic lighting
will be completed before the 1996 baseball season. To meet these schedules, it is necessary to
expeditiously proceed with the design of these projects. Since doing this extensive of a design
within the time constraints is not possible with the limited number of engineering staff, Request
for Proposals were sent to ten electrical/lighting design firms. In arriving at a list of invitees,
staff tried to find design firms within West Covina who might be qualified. Unfortunately, no
appropriate firms were found.
ANALYSIS:
Nine proposals were received and all met at least the minimum qualifications with experience
ranging from nominal to extensive. Staff interviewed three proposers - Mullen & Associates,
Dream Engineering and West Coast Design. Mullen & Associates has veryhigh qualifications
and extensive experience. Of particular. significance is their knowledge of many various design
alternatives which can be used to accommodate the various park site conditions and usage
requirements.
Mullen & Associates' adjusted proposal price (including doing Cortez on a fast track basis) of
$15,600 is the next to lowest price. The lowest adjusted price is $15,250 but the firm's
experience is primarily in lighting installations and not design. For .the. small difference in price,
Mullen & Associates is -the preferred firm for this design project. City code and State law
provide for selection of professional service providers based on a consideration of all factors and
does not require selection of the "low bidder".
In accomplishing an accelerated schedule, the design portion of the various athletic lighting will
be somewhat out of sync with the preliminary planning. Normally the various parks master
plans are processed through the public input, commission hearings, and City Council decision
City Manager and City Council
December 20, J994
Page Two
procedures, including the appropriate environmental finding, before any design is begun. In this
case, if the City Council decides not to proceed with one or, more of the athletic field lighting,
a change in "scope of services" would be made on the design contract with an appropriate
reduction in cost. Also no construction work will be done until final project approval by City
Council has been made.
FISCAL EMPACT:
The funding available for this design project is as follows:
PROJECT FUND SOURCE
PP 95209 Cortez . Proposition "A" Park Bond
PP 95217 - Del Norte
PP 95218 - Cameron
PP 95221 - Sunset
PP 95223 - Palmview
PP 95224 - Friendship
TOTAL
Proposition "A" Park Bond
Proposition "A" Park Bond
Park Dedication Fees
Proposition "A" Park Bond
Proposition "A" Park Bond
AMOUNT
$100,000.
75,000.
75,000.
90,000.
75,000.
50,000.
$465,000.
The cost of the design will be spread among the various fund sources in relation to the services
provided for each location.
ALTERNATIVES:
The design could be done by staff. However; the projects would have to be stretched out over
several years due to the limited number of engineering staff. Due to the, inefficiencies of
breaking up these similar types of projects, the overall cost may be higher.
The design could be done by a firm other than Mullen & Associates. Due to the combination
of high qualifications, extensive experience and low -price, Mullen & Associates is considered
the best choice.
RECOMMENDATION:
It is recommended that the City Council select the firm of Mullen & Associates of Anaheim for
this sports lighting design project in an amount not to exceed $15,600 and authorize the Mayor
and City Clerk to execute a Consultant Services Agreement for the work to be done.
atrick L e
City Engineer/Public Works Director
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