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CONSIDERATION OF REQUEST FOR PROPOSAL NO. RFP-1314-36, CONTRACT NO. K-1314-94 WITH SHAWNEE LIGHTING SYSTEMS INC. IN THE AMOUNT OF $250,869; PERFORMANCE BOND NO. B-1314-48; STATUTORY BOND NO. B-1314-49, MAINTENANCE BOND NO. MB-1314-53, AND PROJECT AGENT RESOLUTION NO. R-1314-57 FOR THE GRIFFIN PARK SOCCER FIELD LIGHTING PROJECT AND ACCEPTANCE OF A DONATION FROM NORMAN YOUTH SOCCER ASSOCIATION IN THE AMOUNT OF $80,869, AND BUDGET APPROPRIATION.
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BACKGROUND: During the Fiscal Year Ending 2013 Capital Budget process, City Council approved funding for the Griffin Park Soccer Field Lighting Project. This project is for the installation of new sports field lighting on three of the soccer fields at the Gillis-Rother Soccer Complex at Griffin Community Park. Currently, there are four fields at the complex which have lights.
DISCUSSION: The Norman Youth Soccer Association (NYSA) holds the current contract with the City of Norman to operate the youth soccer league at Griffin Park. This group has run these programs since the 1980's with regular contract renewals over this period of time. As part of their agreement, they maintain the soccer fields which include providing fertilization and irrigation, paying the utility bill for those fields that have lights, operating concessions, hiring and training their umpires and other staff, and maintaining their own storage and office buildings in the park.
During the budget process for this project, the NYSA proposed to provide a cash donation, which would pay for both the purchase and installation of new lighting equipment for one of the fields and an upgrade in the new systems warranty from 10 years to 25 years. The original City of Norman project budget was $170,000-which would allow for the purchase of new lighting equipment for two (2) fields. The NYSA has raised $80,869 in private funds to help pay for the lighting of the third field. Once completed, the new lighting system will be on park property and, thus, belong to the City of Norman.
On 1 and 8 November, 2013, Request for Proposal No. RFP-1314-36 for the Griffin Park Soccer Field Lighting Project was advertised in the Norman Transcript, Southwest Construction News, Bid News and Dodge Report. Requests for proposals were distributed to five contractors, four of whom responded with complete proposals.
The lowest and best bid to meet base bid specifications was received from Shawnee Lighting Systems. The base bid was in the amount of $237,998 which will purchase the lighting equipment for the three fields. Two add-alternates were also accepted. The first add-alternate in the amount of $2,312 is for a single security light which will be added to one of the new poles for added safety for people while leaving the fields. The second add-alternate in the amount of $10,559 is for new electrical equipment which will retro fit the existing lighting system to the new monitoring system. The total for both add-alternates is $12,871.
At this time Staff is requesting the acceptance of the donation from the NYSA in the amount of $80,869. Also, Staff requests an appropriation in the amount of $80,869 into the project budget, in order to complete this project.
The Project budget is $250,000. Staff recommends awarding Contract No. K-1314-94 to Shawnee Lighting Systems, in the total amount of $250,869 as the lowest and best bidder for the Griffin Park Soccer Field Lighting Project.
RECOMMENDATION NO. 1: Accept a donation from NYSA in the amount of $80,869 to be receipted into Donations/Organizations (050-0000-365.13-73) and then appropriate the money into Project No. PR0141, Griffin Park Soccer Field Lighting Project, Construction (050-9639-452.6101).
RECOMMENDATION NO. 2: It is recommended that RFP 1314-36 be awarded to Shawnee Lighting Systems, Inc., in the amount of $250,869 and Contract No. K-1314-94, Performance Bond No. B-1314-48, Statutory Bond No. B-1314-49. and Maintenance Bond No. MB-1314-53 be approved
RECOMMENDATION NO. 3: It is further recommended that upon approval of Request for Proposal No. RFP-1314-36 that Shawnee Lighting Systems be authorized and appointed as project agent for the Griffin Park Soccer Field Lighting Project by Resolution No. R-1314-57.