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HomeMy WebLinkAbout16-Parks and Recreation c c c CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION From: Kevin Hawkins, Director Subject: Resolution of the Mayor and Common Council qf the City of San Bernardino authorizing the execution of a vendor service agreement and issuance of a purchase order to JMS Electric, Inc. for the purchase and installation of field lighting at Jerry Burnell Field - Civitan Little League. Dept: Parks, Recreation & Community Services Dept. Date: February 7, 2008 MlCC Meeting Date: Feb. 19, 2008 Synopsis of Previous Council Action: Project was approved in CIP for 2003-2004. Recommended Motion: Adopt Resolution. Contact person: Ramon Mata Phone: 5052 Supporting data attached: ye~ Ward: 4 FUNDING REQUIREMENTS: Amount: $88,032.86 Source: (Acct. No.) 243-363-5504-7558 Finance: Council Notes: Agenda Item No. -/1p ;;LJI~JDi c CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION Staff Report Subject: Resolution of the Mayor and Common Council of the City of San Bernardino authorizing the execution of a vendor service agreement and issuance of a purchase order to JMS Electric, Inc. for the purchase and installation of field lighting at Jerry Burnell Field - Civitan Little League. Background: Civitan Little League is one of the City's largest little league programs. Due to the residential growth in the area, the League's facilities can not fully accommodate the demand. The T-Ball program at the Civitan Little League field has also been expanding in recent years; therefore, the City has committed to lighting the area of the field devoted to the T-Ball program. The lighting system will extend the hours of available use to assist in meeting the demand. The Parks, Recreation and Community Services Department prepared the appropriate specifications and the Purchasing Division of the Finance Department published and furnished Request for Proposal (FRP) documents to vendors. Contract bid documents were advertised in the Sun Newspaper, San Bernardino Chamber of Commerce and City web site. Proposals were opened and declared on November 13, 2007. C Bids were received from the following vendors: Company JMS Electric, Inc. McKenzie Electric, Inc. D & J Foothill Electrical City Highland Highland La Verne Bid $ 88,032.86 $122,910.00 $147,100.00 Staff from the Parks, Recreation and Community Services Department evaluated the bid proposals. The bid from JMS Electric, Inc. was the lowest responsible bid. Therefore, staff is recommending award of a Vendor Service Agreement and purchase order to JMS Electric, Inc. for the purchase and installation of field lighting at Jerry Burnell Field - Civitan Little League. Financial Impact: Funding in the amount of $90,000 is available in ClP Project No. 243-363-5504-7558 (Civitan Little League Lighting) for this project. Recommendation: Adopt Resolution. c c c I' '- 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 RESOLUTION NO. RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AUTHORIZING THE EXECUTION OF A VENDOR SERVICE AGREEMENT AND ISSUANCE OF A PURCHASE ORDER TO JMS ELECTRIC, INC. FOR THE PURCHASE AND INSTALLATION OF FIELD LIGHTING AT JERRY BURNELL FIELD - CIVIT AN LITTLE LEAGUE. BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS: SECTION 1. That JMS Electric, Inc. is the lowest responsible bidder for the purchase and installation of field lighting at Jerry Burnell Field - Civitan Little League. Pursuant to this determination, the City Manager is hereby authorized to execute a Vendor Service Agreement (a copy of which is attached hereto and marked Exhibit "A") and the Finance Director or her designee is hereby authorized to issue a purchase order to JMS Electric, Inc. in the amount of $88,032.86; all other quotations therefore, are hereby rejected. SECTION 2. The authorization granted hereunder shall expire and be void and of no further effect if the Agreement is not executed by both parties and returned to the Office of the City Clerk within 120 days following effective date of the Resolution. 1/1 fff Iff fff Iff 1/1 Iff fff fff c c c 1 2 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AUTHORIZING THE EXECUTION OF A VENDOR SERVICE AGREEMENT AND ISSUANCE OF A PURCHASE ORDER TO JMS ELECTRIC, INC. FOR THE PURCHASE AND INSTALLATION OF FIELD LIGHTING AT JERRY BURNELL FIELD - CIVIT AN LITTLE LEAGUE. 3 4 5 6 7 8 9 10 ESTRADA 11 12 13 I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor and Common Council of the City of San Bernardino at a meeting thereof, held on the day of , 2008, by the following vote. to wit: AYES NAYS ABSTAIN ABSENT Council Members: BAXTER BRINKER DERRY 14 15 16 JOHNSON 17 18 19 20 21 22 23 24 25 26 27 28 KELLEY MCCAMMACK Rachel G. Clark, City Clerk The foregoing resolution is hereby approved this day of 2008. Patrick J. Morris, Mayor City of San Bernardino Approved as to form: James F. Penman, City Attorney By: ~ (J -:;,~ c c c VENDOR SERVICE AGREEMENT This Vendor Service Agreement is entered into this _ day of 2008, by and between JMS Electric, Inc. ("VENDOR") and the City of San Bernardino ("CITY" or "San Bernardino"). WITNESSETH: WHEREAS, the Mayor and Common Council has determined that it is advantageous and in the best interest of the CITY to purchase and install field lighting at Jerry Burnell Field- Civitan Little League; and WHEREAS, the City of San Bernardino did solicit and accept proposals and bids from a number of vendors for the purchase and installation of field lighting at Jerry Burnell Field - Civitan Little League; and WHEREAS, it is in the best interests of the CITY to utilize the vendors approved and authorized by the City of San Bernardino to provide such purchase and installation of field lighting at Jerry Burnell Field - Civitan Little League. NOW, THEREFORE, the parties hereto agree as follows: 1. SCOPE OF SERVICES. For the remuneration stipulated, the CITY hereby engages the services of VENDOR to provide those products and services as set forth in Attachment "A," Technical Specifications RFP F-08-04 "Field Lighting at Jerry Burnell Field - Civitan Little League", attached hereto and incorporated herein by this reference. 2. COMPENSATION AND EXPENSES. For the services delineated above, the CITY, upon presentation of an invoice, shall pay the VENDOR the amount of $88,032.86, for purchase and installation of field lighting I c c c at Jerry Burnell Field - Civitan Litile League. No other expenditures made by VENDOR shall be reimbursed by CITY. 3. TERM; TERMINATION. This Agreement may be terminated at any time by thirty (30) days written notice by either party. The terms of this Agreement shall remain in force unless mutually amended. 4. INDEMNITY. Vendor agrees to and shall indemnify and hold the City, its elected officials, employees, agents or representatives, free and harmless from all claims, actions, damages and liabilities of any kind and nature arising from bodily injury, including death, or property damage, based or asserted upon any actual or alleged act or omission of Vendor, its employees, agents, or subcontractors, relating to or in any way connected with the accomplishment of the work or performance of services under this Agreement, unless the bodily injury or property damage was caused by the sole negligence of the City, its elected officials, employees, agents or representatives. As part of the foregoing indemnity, Vendor agrees to protect and defend at its own expense, including attorney's fees, the City, its elected officials, employees, agents or representatives from any and all legal actions based upon such actual or alleged acts or omiSSIOns. Vendor hereby waives any and all rights to any types of express or implied indemnity against the City, its elected officials, employees, agents or representatives, with respect to third party claims against the Vendor relating to or in any way connected with the accomplishment of the work or performance of services under this Agreement. 5. INSURANCE. While not restricting or limiting the foregoing, during the term of this Agreement, VENDOR shall maintain in effect policies of comprehensive public, general and automobile liability insurance, in the amount of $1,000,000.00 combined single limit, and statutory worker's 2 c c c compensation coverage, and shall file copies of said policies with the CITY's Risk Manager prior to undertaking any work under this Agreement. CITY shall be set forth as an additional named insured in each policy of insurance provided hereunder. The Certificate of Insurance furnished to the CITY shall require the insurer to notify CITY of any change or termination in the policy. 6. NON-DISCRIMINATION. In the performance of this Agreement and in the hiring and recruitment of employees, VENDOR shall not engage in, nor permit its officers, employees or agents to engage in, discrimination in employment of persons because of their race, religion, color, national origin, ancestry, age, mental or physical disability, medical condition, marital status, sexual gender or sexual orientation, or any other status protected by law, except as permitted pursuant to Section 12940 of the California Government Code. 7. INDEPENDENT CONTRACTOR. VENDOR shall perform work tasks provided by this Agreement, but for all intents and purposes VENDOR shall be an independent contractor and not an agent or employee of the CITY. VENDOR shall secure, at its expense, and be responsible for any and all payment of Income Tax, Social Security, State Disability Insurance Compensation, Unemployment Compensation, and other payroll deductions for VENDOR and its officers, agents, and employees, and all business licenses, if any are required, in connection with the services to be performed hereunder. 8. BUSINESS REGISTRATION CERTIFICATE AND OTHER REQUIREMENTS. VENDOR warrants that it possesses or shall obtain, and maintain a business registration certificate pursuant to Chapter 5 of the Municipal Code, and any other licenses, permits, 3 c c c qualifications, insurance and approval of whatever nature that are legally required of VENDOR to practice its business or profession. 9. NOTICES. Any notices to be given pursuant to this Agreement shall be deposited with the United States Postal Service, postage prepaid and addressed as follows: TO THE CITY: Director of Parks, Recreation and Community Services 201-A North "E" Street, Suite #103 San Bernardino, CA 92401 Telephone: (909)384-5233 TO THE VENDOR: JMS Electric, Inc. 6965 Dover Court Highland, CA 92346 Telephone: (909) 862-2375 10. ATTORNEYS' FEES In the event that litigation is brought by any party in connection with this Agreement, the prevailing party shall be entitled to recover from the opposing party all costs and expenses, including reasonable attorneys' fees, incurred by the prevailing party in the exercise of any of its rights or remedies hereunder or the enforcement of any of the terms, conditions or provisions hereof. The costs, salary and expenses of the City Attorney and members of his office in enforcing this Agreement on behalf of the CITY shall be considered as "attorneys' fees" for the purposes of this paragraph. 11. ASSIGNMENT. VENDOR shall not voluntarily or by operation of law asSign, transfer, sublet or encumber all or any part of the VENDOR's interest in this Agreement without CITY's prior written consent. Any attempted assignment, transfer, subletting or encumbrance shall be void and shall constitute a breach of this Agreement and cause for the termination of this Agreement. Regardless of CITY's consent, no subletting or assignment shall release VENDOR of 4 c c c VENDOR's obligation to perform all other obligations to be performed by VENDOR hereunder for the term of this :Agreement. 12. VENUE. The parties hereto agree that all actions or proceedings arising in connection with this Agreement shall be tried and litigated either in the State Courts located in the County of San Bernardino, State of California or the U.S. District Court for the Central District of California, Riverside Division. The aforementioned choice of venue is intended by the parties to be mandatory and not permissive in nature. 13. GOVERNING LAW. This Agreement shall be governed by the laws of the State of California. 14. SUCCESSORS AND ASSIGNS. This Agreement shall be binding on and inure to the benefit of the parties to this Agreement and their respective heirs, representatives, successors, and assigns. 15. HEADINGS. The subject headings of the sections of this Agreement are included for the purposes of convemence only and shall not affect the construction or the interpretation of any of its provIsIons. 16. SEVERABILITY. If any provision of this Agreement is determined by a court of competent jurisdiction to be invalid or unenforceable for any reason, such determination shall not affect the validity or enforceability of the remaining terms and provisions hereof or of the offending provision in any other circumstance, and the remaining provisions of this Agreement shall remain in full force and effect. 5 c c c 17. ENTIRE AGREEMENT; MODIFICATION. This Agreement constitutes the entire agreement and the understanding between the parties, and supersedes any prior agreements and understandings relating to the subject manner of this Agreement. This Agreement may be modified or amended only by a written instrument executed by all parties to this Agreement. IN WITNESS THEREOF, the parties hereto have executed this Agreement on the day and date set forth below. Dated JMS ELECTRIC, INC. ,2008 By: Its: Dated CITY OF SAN BERNARDINO ,2008 By: Fred Wilson, City Manager Approved as to Form: James F. Penman, City Attorney By: 6 c c c fJ rll1cH^/Eil,/,T' /1 RFP F -08-04 City of San Bernardino Technical Specifications RFP F -08-04 General Provisions and Specifications for: "Field Lighting for Jerry Burnell Field located at Civitan Little League" ITEM DESCRIPTION NOTICE: "SPECIAL INSTRUCTIONS TO THE BIDDER" Services: Bidder shall complete right hand column indicating brief reasoning for exceptions to requirements when not acceptable. State "Acceptable" if requirements are agreeable as set forth on left-hand column. Equipment: Bidder shall complete right hand column indicating specific size andlor make and model of all components when not exactly as specified. State "As Specified" if item is exactly as set forth in the left-hand column. FAILURE TO COMPLETE RIGHT HAND COLUMN WILL INV ALIDA TE BID GENERAL REflUlREMENTS ACCEPTABLE / AS SPECIFIED Design, purchase and install field lighting for Jerry Burnell Field located at Civitan Little League at Sterling and Lynwood Avenue. Contractor shall posses a Class "A" License or appropriate Specialty License(s) at time the contract is awarded. The Manufacturer shall supply lighting equipment to meet the following: A. LIGHTING PERFORMANCE I. The performance criteria requires lighting equipment which will provide initial average light levels, after adjustment for an average lamp tilt factor, of62.97 foot-candles infield and 40.47 foot-candles outfield for the 200' Radius Field. c RFP F-08-04 A factor of.8 is to be applied in determining the target light value, in addition to the above adjustment for an average lamp tilt factor. These factors applied will result in a target lighting level of 50 foot-candles infield and 30 foot-candles outfield. 2. Light level shall be derived from the equation of Light loss factor( LLF) = ambient temperature factor (A TF) x voltage (VF) x ballast factor(BF) x lamp tilt factor (LTF) x lamp lumen depreciation (LLD) x luminaire dirt depreciation (LDD) per I.E.S. RP-6-88 and shall be calculated as follows: a.) Initial light levels = ambient temperature factor (A TF) x voltage (VF) x ballast factor (LTF). b.) Target Light Levels = Initial light levels x lamp Lumen depreciation (LLD) x luminaire dirt depreciation (LDD). 3. Uniformity ratio - The foot-candle level shall have a uniformity ratio or maximum to minimum ratio of not C greater then 2.0:1 infield, and 2.5:1 outfields or better. Kilowatt consumption - the kilowatt consumption of the entire system shall not exceed 153.60 kilowatts per hour. c B. SPILL/GLARE LIGHT . 1. Maximum spill light values- light levels shall not Exceed the designated maximum foot-candles or average foot-candles and shall be measured at distance of 150' from the boundary of the playing field in any direction. 150' from Horizontal Field Boundar Foot-Candles Foot-candles witb meter aimed to- ward brilrhtest Ihr:ht bank Max. Foot candles .71 Avg. Foot candles .24 2.31 1.22 2. Arc tube brightness (Luminance) - No Portion of any arc tube shall be visible beyond 12 degrees vertical and 35 degrees horizontal measured from the center c c c RFP F-08-04 axis line of the light output in the direction of the defined problem. 3. Beam definition - no fixture shall exceed the candle power at the specified degrees above the maximum candle power in the vertical plane as specified in the following: NEMA TYPE REFLECTOR CANDLE POWER DEGREES ABOVE CANDLEPOWER IN VERTICAL PLANE 21 degrees 21 degrees 21 degrees 21 degrees N ema 3 12,000 Nema 4 12,000 Nema 5 12,000 Nema 6 12,000 4. Lower beam definition - to further define the fixture beam, the minimum candlepower that may be achieved below, the center of the beam is described in the following table. Photometric reports from an independent testing laboratory must be provided to prove the capability of achieving specified performance: Nema Type Reflector 2Hx3V 3Hx3V 4Hx4V 5Hx5V 6Hx5V Min. Condlepower Degrees below the center of to be achieved the Vertical Diane 964,900 -1.5 degrees 520,200 -1.5 degrees 355,100 -2.5 degrees 201,390 -4.0 degrees 154,500 -4.0 degrees C. INDEPENDENT TESTING LABORATORY (ITL) REPORTS Complete photometric reports produced by an independent testing laboratory are to be provided for each type of reflector utilized to achieve performance criteria. Inspection And Verification: 1. All testing will be done with entire facility illuminated. 2. Horizontal foot-candle readings shall be measured with the test call positioned horizontally 36 inches above grade. 3. Maximum foot-candles shall be measured with the test cell oositioned 36 inches above grade and r '-' c c ,,,."'.c. RFP F-08-04 aimed at the brightest light source from test field. 4. Ambient light levels shall be measured at the specified test stations. Maximum ambient foot- candle level explored in all planes for each test station shall be recorded. Once the maximum spill light reading as defined in section A.2. have been recorded, subtract the ambient light readings from the respective foot-candle readings at each test station. 5. Testing equipment for measurement of foot-candle levels shall be Goshen Parallax Electronic 2 or an approved equal, calibrated and certified within the previous 12 months. 6. For final approval of the project the manufacturer shall provide a final report from the test results that shall provide the following items: a) Identification of a number and location of the test station, that shall agree in number and location with description provided in B.l. b) Actual horizontal foot-candle readings taken at each test station. c) Actual maximum foot-candle reading taken at each spill/glare test station d) Number of hours of operation and number of system starts. c c c RFP F -08-04 D. LIGHT-STRUCTURE SYSTEM \. Pre-stressed centrifugal spun concrete base. 2. Hot-dip galvanized steel shafts. 3. Hot-dip galvanized steel crossarms. 4. Fixtures consisting oflamp, lamp socket, reflector, lens, and lamp cone reinforcing retaining ring. 5. UL listed fusing for the lamp circuits. 6. Enclosure to consist ofNEMA 3R enclosure with ballast and capacitors. 7. Circuit disconnects utilized as local electrical disconnecting device. 8. All writing from the load side of disconnect to the lamp socket. 9. Plug-in or landing lug connection device for all electrical circuits on the pole. 10. Aiming method for alignment of the luminaries. II. Method for re-alignment of the luminaries after movement for revamping. E. LUMINAlRE STRUCTURE 1. Factory Cconstruction- the lamp and reflector mounting device shall be assembled to the crossarms and the manufacturer shall attach the . crossarms to a section of the pole. 2. Single Photometric Unit - each reflector shall be attached to the crossarms in such a way that is aiming position has been determined relative to all other fixtures on the pole so that in the factory all luminaries on the assembly are oriented to form a single photometric unit. 3. Lamps -lamps shall be 1500 watt metal halide and shall meet ANSI designation M8PC-1500 BU and be Philips MH1500BU (2 lamp orientation) 4. Reflector and Lamp Supports - the reflectors shall be fastened to the lamp cone utilizing six (6) # 10 stainless steel screws. A reinforcing retaining ring fabricated from fiberglass with a supplemental heat resistant and heat reflective coating shall be used to center and stabilize the lamp in the reflector and provide a shield to protect the lamp socket heat. 5. Lens - a removable lens of impact and thermal resistant glass with silicone gasket shall be centered in a stainless steel clamps. The lens shall further be secured to the reflector with a hinged cable or chain to prevent it from falling after removal during re- . c c c RFP F -08-04 lamming or servicing. 6. Pole Cap - a removable pole cap shall be provided to prevent moisture or foreign debris from entering the top of the pole. The pole cap shall be made from cast aluminum or iron. Aluminum pole caps shall have a supplemental coating of polyester or polyurethane powder coat paint, while cast iron pole caps shall be hot-dip galvanized. The pole cap shall be secured to the pole to assembly with a single 3/8" stainless steel bolt with a gasket head to prevent moisture drainage on the inside of the pole top assembly. It shall further be secured by a stainless steel aircraft-type cable to prevent it from being misplaced during installation and to ensure it does not fall during removal for repair or service work. 7. Aiming - the manufacturer shall provide a memory- positioning device for each luminaire on the assembly. The device shall provide for automatic repositioning of the aiming after revamping. 8. Field Alignment - luminaire assembly shall be provided from the factory to the job site as a unit, which may be universally oriented in a manner that the entire luminaire assembly can be field aimed as a single unit. 9. Material and Coatings - all steel components shall be hot-dip galvanized to the most current ASTM A-123 standards. High purity reflector-grade aluminum components shall be polyester or polyurethane power coat painted and/or anodized to MIL-A-8625E specifications and coated with a clear thermost polymer. All non-current carrying fasteners, hinges, and latches shall be stainless steel and cadmium plated or coated with thermost epoxy type organic coatings such as Empigard to prevent galvanic interaction. 10. Crossarm Welding - crossarms for the luminaire assembly shall be welded to the pole section before galvanizing by American Welding Society certified welders. Any additional fasteners used for attachment of accessories to the Crossarm shall be stainless steel and cadmium plated or coated with Empigard or c c c RFP F -08-04 equivalent. All weld joints utilized will pre-qualify per the American Welding Society or qualified by an A WS certified inspector or testing firm. 11. Structural Relief - the crossarm, reflector and their method of attachment shall be provided by the manufacturer such that it will structurally withstand winds of 125 mph, winds with 1.3 gust factor without misalignment of any luminaire and without any damage to the crossarm or its components. Luminaire shall be attached to the crossarm by a minimum of two bolts, which fasteners shall be stainless steel and Empigard coated. There shall be no penetrations of the top or the sides of the crossarm. F. WIRE HARNESS 1. Strain Relief- the wiring harness shall be supported at the top of the pole by a stainless steel wire mesh grip matched to the size of the harness. There shall be not more than 13 conductors supported by a single wire mesh grip. Ifharness is longer than 65' an interim wire grip support shall be located approximately halfway down the pole. 2. Strain Relief Slippage- the wire mesh grip shall be secured to the harness with a cable tie at the bottom of the grip to avoid slipping or loosening. 3. Pole Attachment - the wire mesh grip shall be mechanically attached to the pole to an enclosed mounting loops so that it cannot accidentally be removed in any direction. 4. Spiral Winding- the harness being supported by the wire mesh grip shall consist of multiple 14 gauge THHN conductors and shall be continuously spiral wound and bound with Mylar wrap to prevent slippage of individual conductors within the wiring harness. 5. Abrasion Protection Sledding - the wire harness shall be completely encased in flexible abrasion resistant sleeving to alleviate wear on the insulation of the conductors caused by abrading the interior of the pole. The wire harness sleeving shall begin no c c c RFP F -08-04 more than 32 inches from the top of the wire harness and end no more than 5 inches from the bottom of the wire harness. If additional wire mesh grips are provided, the sleeving shall begin no more than 4 inches above and below the grip. 6. Labeling - all wiring harness conductors shall be color-coded and clearly labeled. 7. Plug-ins- each end of the wire harness shall be terminated into a plug-in with conductors sequenced consistent with the pattern of the wiring schematic provided by the manufacturer. G. ELECTRIC COMPONET ENCLOSURE (ECE) 1. NEMA 3R - the ECE shall be a NEMA 3R- rated gasket enclosure to house the ballast, capacitors, fuses circuit disconnect, and distribution lugs. 2. Material- ECE shall be constructed out of .080" thick 5052-H32 aluminum for high corrosion resistance and thermal conduction. Optional: Steel materials galvanized prior to fabrication will not be accepted. 3. Coating - ECE shall be coated with 1.5-2.5 mils of high thermally radiant polyester powder coat paint. Paint shall pass the following performance test: METHOD DESCRIPTION Value ASTM 02794 ASTM D5ZZ ASTM D3363 ASTM D3359 ASTM 8117 Dir ./Rev. Impact Flexibility, MaDdrel PeDcll HardDess Cross Hatch Adbeosion Sail Spray no ID.-ibslUO ID.-ibs 1/8" Dia. (No fracture) 3H 58 (DO loss) 1,000 Hrs. 4. Two compartments - the ECE shall be divided into two compartments. The upper compartments shall house the ballast, capacitors, and fuses. The lower compartment shall provide for the circuit disconnects distribution lugs and connection of all circuits coming into and out of the ECE. RFP F-08-04 5. Stainless Steel - all latches, hinges, and non- e current carrying fasteners, either outside or inside the enclosure, shall be stainless steel of at least an 18-8 standard. All stainless steel shall be passivated and plated with .0002" thick cadmium to prevent galvanic interaction and to maintain electrical contact for grounding purposes. 6. Hinged Door Access - the access door to the ECE shall be attached by a full-length stainless steel or powder coated aluminum hinge and shall be secured when closed by lockable stainless steel latches. 7. Pole Attacbment - the ECE shall attach to the pole by means of a device, which is sufficient to align the ECE and support its weight. There shall be sealed joint with a non-threaded connection to provide wiring access on the pole to the ECE for both the primary and secondary circuits. The connection shall be gasketed for e watertight protection. All wire passages shall be protected to prevent wire abrasion or damage. 8. Capacitors - in the ECE, capacitor cases shall not be made aluminum. The capacitor case shall not make direct contact with surface of the ECE, but shall be mounted on an aluminum channel. The capacitor case shall be grounded to the ECE. Capacitor shall be rated in unison with the ballast to operate the lamps at specified wattage. 9. Disconnecting Device - there shall be provided within the ECE a UL listed circuit disconnect utilized as a local electrical disconnecting device such that electrical power to all equipment on the pole served by the feeder circuit shall be disengaged by the operation of one switch. The disconnect shall be located in a compartment separated from any capacitors or ballast, and shall have a lock-out-tag-out feature C for added safety of personnel. c c c RFP F -08-04 10. Lugs - the disconnect shall provide landing lugs for the conductor which provide power to the pole. 11. Distribution Terminal Blocks - there shall be provided by the manufacturer a set of distribution tenninal blocks which shall be factory wired from the disconnect to the blocks. These blocks shall provide for tennination of all ballast connection wiring. 12. Fusing - there shall be provided an individual fuse in a supported fuse block for each ballast conductor, which shall not be fused or switched. 13. Plug-in - all lamp supply circuits in the ECE shall be color-coded and labeled and shall tenninate into UL recognized plug-in device located in the lower compartment of the ECE in a manner suitable for the plug-in to the wiring harness. 14. Wire Harness Connection - the wiring harness circuits from the lamps shall be attached to the ECE circuits by UL recognized plug-in connectors. IS. Grounding - there shall be provided in the ECE located in the lower compartment of the enclosure three (3) feet of#6 wire rigidly fastened to the enclosure for attachment to the pole ground lug. 16. Drawing Attached - the manufacturer shall provide an electrical schematic of the ECE circuits, which schematic shall be of a durable material and affixed to the inside of the ECE door for use by maintenance personnel. 17. Location - the ECE shall be attached to the pole with the lower end approx. 10' above grade at the pole foundation. 18. UL Listing - the ECE shall be listed by UL both for use with 90 de ees Crated su I RFP F-08-04 c conducted and as suitable for use in wet Locations. c 19. System operation - Standard Multi-Watt a) The mode of operation (high/low) to be determined by a key switch located on the dimming circuit control box. With keyed switch on high, the system is to operate at normal lamp wattage. With key switched on low, the system is to start up at the normal speed up at normal lamp wattage and after a warm-up phase often minutes is to reduce the lamp wattage. The lamps are to continue operating in the low mode until the system is de-energized or the keyed switch is changed to high position. b) System allows for operation ofthe lamps at either or watts. The system may be switched from either low too high to low at any time after the initial warm-up phase with no interruption of the light output. c) Dimming system malfunctions shall not affect normal operation of this lighting system. d) Multi-watt panel to consist of steels box 16" high x 14" wide x 6" deep, Nema Type A enclosure. Box shall have a key switch for high/low operation, and terminal strips as required for this lighting system. The equipment shall be Musco Sports Lighting, LLC # MW -I, or approved equal. Contractor to supply the following: One pair of control wires to connect the ballast boxes to the control box. H. POLE STRUCTURE 1. Safety Factors - the structural design of the pole must be demonstrated to be based on the AASHTO criteria for pole stress allowances. c 2. Wind Factors - the poles for Civitan Little League Baseball field lighting project shall be designed to withstand 80-mph winds based upon UBC-C standards. The premise of the wind speed criteria will be the 50 year mean recurrent isotach wind map. Applicable gust factors to be applied per code. c c o RFP F-08-04 3. Heigbt and EPA - the pole shall be designed to provide a mounting height above the surface at its foundation of60'; 70' and of sufficient strength to support the effective projected area (EPA) of the pole and all of the attached device including as applicable, light fixtures, crossarms, mounting bracket, ballast boxes, and any other devices which are to be attached to the pole. 4. Pole Material - the pole shaft shall be high strength low alloy tapered tubular steel that is equal to current ASTM-A595 standards, with galvanized coating inside and out. All connections of pole sections shall slip fitting the top section over the lower section by length of at least 1.5 times diameter. 5. Resistance to corrosion - steel components of the pole shall be hot-dip galvanized to current ASTM A-123 standards. Steel portions of the pole shall be constructed such that all segments of the pole can be readily heated to like temperatures in commercially available galvanizing methods. To avoid problems of galvanized adherence to differing steel alloys, all steel components used for the pole must be of the same type steel. All exposed steel components of the pole shall be at least 18" above the surface of ground to avoid exposure of the steel to heavily moisture and oxygen-laden air, both above and below surface. There shall be a cap to cover the top of the pole so That the rain will not enter the interior pole. To avoid stress corrosion of the pole there shall be No weld points of the steel portion of the pole Within 18" of the ground. I. FOUNDATION 1. Safety Factors - foundation must be designed based on UBC design for foundations. 2. Foundation Strengtb - any concrete portions of the ole in which steel com onents that rovide c c c RFP F-08-04 tension strength are contained, shall be allowed to harden for a minimum of28 days before stress loads of pole attachment are applied. 3. Concrete Material - the foundation of the pole shall be constructed of not less than 9,500 psi- pre stressed centrifugally cast concrete such that the steel reinforcement within the concrete shall be protected from slippage and exposure to oxidation through voids in concrete shall be protected or exposure of steel through porous concrete material. 4. Soil Condition - the design criteria for these specification are based on soil conditions achieving at least 2000 psfunconfined compressive strength soil at the surface. It shall be contractor's responsibility to notifY the owner of soil conditions other than the design criteria. The owner shall than be responsible and absorb the additional cost associated with: a) Providing engineered foundation embeddment design by a registered engineer in the state of California for soils other then specified soil conditions. b) Additional materials required to achieve alternate foundation. c) Excavation and removal of materials other than normal soils, such as rock, caliche, etc. s. Lighting Protection a) All structures shall be equipped with lighting protection meeting standards established by NFPA 780 (National Fire Protection Association). b) There shall be provided at each structure at least one copper-clad steel ground rod of not less then 5/8" in diameter and not less then 10' in length. An 8' ground rod would be permissible provided it extends vertically into the earth at least 10' c) The ground rod( s) shall be connected to structure by copper main down conductor. This conductor shall be not less then a # 2 conductor if the structure is 75' or more above grade the conductor shall not be not less than a # 2/0 c c c RFP F-08-04 conductor d) For steel poles, the main down conductors and all bonding conductors shall extend from the base of the steel pole ground rod(s) and shall be bonded to the steel pole and the equipment ground. All metal components on the pole shall be bonded to the pole. e) All main down conductors and all bonding conductors shall maintain a horizontal or downward coursing path, free from "u" or "v" (down and back up) pockets. f) No bend of any conductors shall form an included angle of less then 90 degrees nor shall it have a radius bend ofless than 8" c c c RFP F -08-04 J. SAFETY -SPECIAL CONDITION 1. UL Listing - there shall be provided a UL listing for all electrical components from its connection to the feeder conductors to its completion at the lamp socket including all connections. The listing shall be based upon UL testing and evaluation of the compatibility of enclosures and components for use in combination in this application in addition to the individual components being UL Listed or recognized. 2. UL Test Report - bidder shall supply in advance of bid a copy of the complete UndelWriters Laboratory report covering the entire luminaire assembly being bid for the owner's review and retention. Partial UL files will not be accepted per requirements ofUL. In addition, bidder must supply proof of most recent UndelWriters Laboratory inspection process. 3. Codes - Sports Lighting Structure shall meet national electrical code. 4. Warranty -10 Club Service. S. Assurance - Manufacturer will provide services including all materials and labor to maintain operation of sports lighting equipment for ten years according to original design criteria, including alignment ofluminaries on the poletop luminaire assembly. 6. Conditions - Lamps will be group replaced at such time that the lamps exceed their useful life, which is 3,000 hours for ISOO-watt lamps. Individual lamp outages shall be repaired when anyone of these events occur: a) When more then 10% of the lamps are out. b) When lamp outages materially effect the usage of the field. 7. Regular Monitoring - Manufacturer shall provide regular monitoring of the lighting equipment. 8. Preventative and Spot Maintenance- Manufacturer shall provide preventative and spot maintenance as needed to maintain operation of the sports lighting equipment. 9. External Loss or Damage Repair - Customer may authorize manufacturer to complete maintenance; repair or replacement of non- covered items for an additional fee. 10. Service Contact - manufacturer shall provide a RFP F -08-04 c toll- free number to full-time service department, which shall be staffed by qualified repair personnel. II. Assurance Guarantee - Manufacturer shall be responsible for and provide the warranty service. To assure full compliance with this warranty, manufacturer shall provide the owner with a signed Certificate of Insurance, which guarantees the commitment for the entire ten years as to each of the above terms. The insurance policy shall be fully funded on an actually sound basis and underwritten by a top-rated insurance company. c K. INSTALLATION I.) Weight and size - to permit ease of handling of material at the job site, and to avoid damage to the existing facility, no single component of the pole shall be in excess of 3780 lbs. nor greater then 41 ' in length. 2.) Backfill - the pole base shall be installed in an excavation as prescribed by the UBC standards for foundation design. Concrete backfill is required. 3.) Assembly - the pole base shall be separate from the pole such that the base may be installed, properly plumbed, and enlarged as to bearing surface by concrete backfill allowing for inspection prior to the attachment of the steel pole. 4.) Electrical Wiring - the pole and the luminaries shall be designed such that all wiring remains underground before entering the base of the pole and that no wiring shall be exposed to sun or weather as it transitions through the pole and to the ballast and on to each lamp. There shall be provided a non- threaded hot-dip galvanized steel or concrete enclosed raceway for transition of the pole feeder conductors from the trench to the ECE. 5.) Field Connection - all field connections on the pole shall be achieved by UL listed plug-in or lug method of attachment from the load side of the disconnect to the lamp socket. The feeder and grounding conductors from the service entrance to the pole shall be connected at the pole by landing lugs. 6.) Ease Maintenance - to minimize crane expense, when service is necessary; by placement of ballast, c c c c RFP F-08-04 fuses, capacitors, along with disconnect, near ground level (IES RP-6-88, Pages 33 and 90). Wiring harness'shall be designed with abrasion protection sleeving, proper suspension support, etc. L. PATENT RIGHTS AND INFRINGEMENT There are various established performance criteria throughout this request for products and services. There may exist patent coverage for some means and methods of achieving those performance criteria. Bidders are responsible for ascertaining that means and methods of the products and services, which they are provided in violation of any such patent rights. Bidders shall: 1. Hold harmless, the owner, as to any violation to include dollar amounts that could owe as a result of damage for infringement of patent rights. 2 Any and all costs that the owner would incur in replacing materials and services which determined to infringe on patent rights. 3 All administrative, legal, and other costs that would be incurred as a result of an infringement. If any product or services proposed to be provided by the bidder are known by the bidder to be subject to any existing claims of infringement, bidder shall notifY owner of such claim and provide evidence of financial ability to perform on above hold harmless requirements. . c c c RFP F-08-04 M. FIELD TECHNICIAN ON-SITE VISIT Manufacturer shall provide an on-site visit by a factory technician after completion of the installation. The . factory technician shall make any necessary adjustments to the aiming in order to ensure that specified light levels are achieved. This service shall be included at no additional cost to the owner or installing contractor. N. ALTERNATE SUBMITTAL-DATA TO BE PROVIDED Failure to provide any of the following information with the alternate submittal will be grounds for rejection of the alternate. Each item listed below shall be provided in the form of clear and concise statements and/or plans and drawings, which can be easily read and clearly inteIpreted. Each item shall also be clearly lettered to correspond with the following list. All items shall be assembled in the order indicated and secured or bound in a neat and orderly fashion for easy use and reference. Owner must notify all bidders of any approved alternate by addendum only. Bidders requesting to use equipment other then that specified shall submit ten (10) days prior to bid the following: 1. Lighting layout design showing lurninaire mounting heights, aiming focus points, reflector types, number ofluminaire per pole and kilowatt consumption. 2. A drawing of the sport Lighting Structure meeting or exceeding specified criteria. 3. Computer generated point-by-point analysis offield light values as set fourth in accordance with lighting performance specification 4. Complete photometric reports produced by an independent testing laboratory for each type of reflector to be utilized to achieve performance criteria. 5. Computer generated spiIVglare analysis in accordance with lighting performance specifications. 6. Written statements of model number and manufacturer for all equipment bid. 7. Written warranty from the manufacturer covering c c o RFP F-08-04 entire structure as outlined in specifications. 8. Certified engineer, independent of Manufacturer, shall verify and stamp wind load test of luminaire assembly to meet or exceed structural strength as described in specifications. Please note, EP A does not constitute misalignment verification 9. Complete UL Test Report - bidder shall supply for the owner's review and retention a copy of the Underwriter Laboratory report covering the luminaire assembly being bid. 10. Manufacturer shall submit in writing a minimum of five similar lighting projects in the state of California where specifications outlined have been met. Include the project name, contact person and telephone number. II. Manufacturer shall submit a letter guaranteeing that foot-candle levels and uniformity's as specified criteria will be met. In addition, manufacturer's remedy to deficiencies will be noted. 12. There shall be provided by the pole supplier sufficient data and calculations to show that the specified criteria will be met, including a foundation design certified by an engineer in the state of California. 13. Iftotal electrical load differs from drawing, an engineered drawing shall be submitted with submittal information 14. If a baseplate mounted steel pole is to be submitted as an alternate, foundation drawing sealed by a structural engineer shall be submitted with submittal information. Failure to provide any of the above-described documentation will be grounds for immediate rejection.