2005 AGN SEP 06 I13 - Laserfiche WebLink

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CITY OF COLTON AGENDA REPORT FOR COUNCIL MEETING OF September 6, 2005 ITEM #13 TO: Honorable Mayor and City Council Members FROM: Bill Smith, Community Services Director SUBJECT: Award Contract to Musco Lighting, Inc. for the Installation of "Control Link" Remote Ballfield Lighting Controls to the Ballfields at Cesar Chavez, Elizabeth Davis, and Max Lofy Parks and Authorize City Manager to Sign Contract Documents DATE: August 17, 2005 BACKGROUND: The Community Services Department wishes to install "Control Link" remote ballfield lighting control to the athletic lights at Cesar Chavez, Elizabeth Davis, and Max Lofy ballfields. This control upgrade would enable City staff to control ballfield lights at these locations remotely, using a computer or telephone. This control would then be allocated to youth league representatives for use during authorized league play. DISCUSSION/ANALYSIS: Remote control of ballfield lighting will enable staff to closely monitor light usage at our ballfields. The feature will enable staff to monitor the number of authorized individuals with access to ballfield lighting, and quickly and effectively identify the responsible party when unauthorized or wasted use of lighting occurs. Additionally, this feature will enable staff to control lighting at the stroke of a computer key, or touch of a telephone, when necessary. This will effectively eliminate the need to dispatch staff members to ballfield locations to disengage ballfield lighting that is activated unnecessarily. The Control Link system is currently in use at the Colton Middle School. The system has worked very well to reduce the amount of wasted light usage, and effectively control and monitor light usage among various users and user groups. The system has proven to be very easy to use, and since the system was installed, there have been no instances in which staff members have had to proceed to the location, after hours, to manually shut down ballfield lighting left on unnecessarily. Section 3.08.140 (B) of the Colton Municipal Code provides an exemption to the bidding requirements for the purchase of supplies and equipment. The exemption in section (B) states, "No Competitive Market — When the City Council determines, in accordance with applicable law, that a competitive market does not exist and that no competitive advantage will be gained by the public bidding process." It is the opinion of staff that Musco Lighting, Inc. qualifies as the "sole source" for this specialized control system. This opinion is based on the fact that Musco is the only company that offers two-way high-speed communication technology for effective connectivity and equipment monitoring. Musco is also the only company with pass -code features that facilitate the ease of scheduling necessary for the system to useful in Colton's multi-user environment. Musco also provides 24-hour monitoring by live personnel, enabling user control around the clock, which is not available from other potential vendors. Additionally, this Musco system is currently in - use on City athletic field lighting at the Colton Middle School. These new controls will enable staff to effectively control athletic field lighting throughout the City, using a single resource.