A-3. Discuss Lake Susan Park Ballfield LightingMEMORANDUM
CITY OF CHANHASSEN
Chanhassen is a Community for Life -Providing for Today and Planning for Tomorrow
TO: Todd Gerhardt, City Manager
FROM: Todd Hoffman, Park and Recreation Director
DATE: January 8, 2018 DK
SUBJ: Recommend Purchase of Lake Susan Park Baseball Field LED Lighting System
and acceptance of $55,000 Donation from Chanhassen Athletic Association
BACKGROUND
The Chanhassen Athletic Association (CAA) would like to donate $55,000 to the City of
Chanhassen to finance a portion of a project that would install baseball field lighting at Lake
Susan Park. The association would like to propose a two -installment payment. The first payment
would be made in 2018 ($38,000). The second payment would be made in 2019 ($17,000).
All donations exceeding $500 must be approved by the City Council.
DISCUSSION
The CAA is a parent/adult-led organization that has successfully administered youth sports
programs within the community for over 40 years. The association has partnered with the city on
many occasions to work towards improving local athletic facilities.
The association would like to make this donation to assist the city in a project that increases the
capacity of the Lake Susan Park baseball field to host games through the installation of athletic
field lighting. In the event that the proposed project proceeds, the lighting equipment purchased
and installed becomes the sole property of the City of Chanhassen and the donation includes no
preferential treatment for the athletic association in future scheduling of the facility.
OPTIONAL LIGHTING PRODUCT
An optional lower priced lighting system is available as an alternative to LED fixtures. For a
total project cost of $245,000 or less, a metal halide lighting system is available. These are old
technology fixtures that require a cool down period between on and off cycles, have higher
maintenance needs, and higher energy costs.
PH 952.227.1100 • www.ci.chanhassen.mn.us • FX952.227.1110
7700 MARKET BOULEVARD • PO BOX 147 • CHANHASSEN • MINNESOTA 55317
Todd Gerhardt
Recommend Purchase of Lake Susan Park Baseball Field LED Lighting System and acceptance
of $55,000 Donation from Chanhassen Athletic Association
January 8, 2018
Page 2
Staff is recommending new technology LED diode light source fixtures be purchased at a total
project cost of $305,000 or less. The MUSCO LED Total Light Control system would save the
City an estimated $100,193 over a 25 year period as compared to a standard 1500 watt metal
halide lighting system (see attached cost of ownership comparison). Cost savings include utility,
maintenance and operational control of lighting system. In addition, the MUSCO LED Total
Light Control system will eliminate unwanted spill light, glare light and sky glow, making the
lighting environmentally friendly to residential and traffic areas.
MUSCO Lighting Systems can be purchased directly by the city through the National Joint
Powers Alliance (NJPA) cooperative purchase contract #082114-msl to insure lowest pricing of
either option. The city is a member of NJPA to be in the position to take advantage of this value
pricing.
ATTACHMENTS
1. Proposed Donation Agreement between the City of Chanhassen and CAA.
2. 2018 CIP Sheet PK&T in the amount of $305,000
3. Lake Susan Park Inventory Graphic
4. 25 -Year Cost of Ownership Comparison
5. Proposed Lighting Purchase Agreement
C. Mr. Brian Benkstein, CAA President
Mr. Todd Neils, Dug Out Club
Park and Recreation Commission
CITY OF CHANHASSEN
RESTRICTED DONATION AGREEMENT
AGREEMENT made this day of 2018 by and between the City of
Chanhassen, a Minnesota Municipal Corporation ("City"), whose address is 7700 Market
Boulevard, Chanhassen, Minnesota 55317, and the Chanhassen Athletic Association, a
Minnesota Nonprofit Corporation ("Donor"), whose mailing address is P.O. Box 113,
Chanhassen, Minnesota 55317.
NOW, THEREFORE, in consideration of their mutual covenants the parties agree as follows:
I. APPROVAL. This Agreement is contingent upon the City Council adopting a
resolution pursuant to Minnesota Statutes Section 465.03 accepting the donation subject to
the terms of this Agreement.
2. DONATION. The Donor donates $55,000 to the City for the purchase and
installation by the City of LED baseball field lighting at Lake Susan Park in Chanhassen
("Project"). The Donor shall make an initial payment to the City of $38,000 when the City
solicits bids for the Project and the balance of $17,000 on or before March I, 2019. If the
City in its sole discretion decides not to proceed with the Project, the City will return any
donated funds the City has received pursuant to this Agreement to the Donor.
3. NAMING. A plaque will be installed by the City adjacent to the installation to
recognize the donation.
4. MAINTENANCE. The Project shall be maintained by the City of Chanhassen.
Maintenance includes regular inspection, cleaning and minor repairs.
5. DECOMMISSIONING. The Project may be decommissioned based on the following
reasons at the City's discretion:
a. The Project has reached the end of its useful life.
b. The Project is damaged to a point where repair becomes financially burdensome
to the City.
1
195792vi
C. The City Council determines that the site is needed for another public use.
CITY OF CHANHASSEN
L -
Denny Laufenburger, Mayor
Todd Gerhardt, City Manager
CHANHASSEN ATHLETIC ASSOCIATION
LB
Name:
Title:
19s792A
Capital Improvement Program 2018 thru 2022
City of Chanhassen, MN
Project# PK&T-139
Project Name Lake Susan Park Baseball Field Lighting
Account#1 410-0000-4706
Account#2
Account#3
Account#4
Department Park & Trail Improvements
Contact Todd Hoffman
Type Improvement
Useful Lite
Category Park
Priority n/a
Total Project Cost: $305,000
ion of LED ballfield lighting at Lake Susan Park. The Chanhassen Athletic Association has pledged to contribute $55,000 towards the
to be paid in the following installments; $19,000 in 2017, $19,000 in the first quarter of 2018 and $17,000 in the first quarter of 2019.
Justification
kdding lights to a ballfield doubles its capacity to be scheduled for games and practices.
Expenditures 2018 2019 2020 2021 2022 Total
Improvement 305,000 305,000
Total 305,000 305,000
Funding Sources 2018 2019 2020 2021 2022 Total
Other Agency Contribution 55,000 55,000
Park Dedication Fund 250,000 250,000
Total 305,000 305,000
maintenance costs.
Lake Susan Park
Y
i
t _
r
rA
i
� � d
. ^t
I
Park Entry
Parking Area
Existing Sidewalk
--- Future Sidewalk
— Existing Trail
Future Trail
�
1municipalBoundaries
�
C-111 Park Boundaries
Wetlands
�arf'MPv "' •~�1
a.R1Rd
;{{ F
1 �t
Y
r
ffb
m
SEPTEMBER 2017 City of Chanhassen Park Inventory 23
Chanhassen Lake Susan Baseball Field
325'/350'/325' Baseball Field
Prepared for: Todd Hoffman
December 20, 2017
Typical 1500 Watt
Metal halide light source
108.0 Kilowatts
67 Fixtures
Green Generation Lighting• 10 Years Wrtenance included
Metal halide light source Controls included
62.6 Kilowatts
40 Fixtures
TLC for LED- 25 years maintenance includud
Diode light source Controls Included
48.7 Kilowatts
46 Fixtures
/$$00L $20,000 $40,000 $60,000 $80,000 $100,000 $120,000 $140,000
() Energy Ab Maintenance OControls
Now is this possible? MUSCO's 40 years of developing systems, light control and application expertise puts more
available lumens per watt on the field. Our services team provides all on/off operation, monitoring and maintenance.
For your budget ... for the environment
Musco Metal Halide
Musco LED
Assumptions
g ,ba,l
Annual operating hours
goo
Energy
Energy cost per Mowatt hour
Sonat
Demand charge per kdowatt hour
Soto
Maintenance:
Group relamp - cost per h#ure
9266
sp0:.^13:nte'a i, over 2�year5
53.75?
controls:
Labor - taming lights on & off
saw
Lights on extra time without controls
u%
0 2017 Muuo sports Dghtins, LLC- 1-224a-er61S1
0
25 -Year Ownership
Savings
$71,837
$100,193
r CO2 reduction
235.0 tons
309.5 tons"
" Equivalent to taking 65
cars off the road for one year
CCCO
We Make It Happen
166669
Date: December 21, 2017 Project Name: Chanhassen Lake Susan Youth Baseball Project #: 168869
1. SELLER NAME AND ADDRESS:
2. BUYER NAME AND ADDRESS:
Musco Sports Lighting, LLC ("Musco")
City of Chanhassen (the "Buyer")
100 1 s` Avenue West — PO Box 808
7700 Market Boulevard PO Box 147
Oskaloosa, IA 52577
Chanhassen, MN 55317
Attn: Edwin Arceo
Attn: Todd Hoffman
Email: Edwin.arceo@musco.com
Email: thoffman@ci.chanhassen.mn.us
Telephone: 641-673-0411
Telephone: 952-227-1100
800-825-6020 Ext 4027
Fax: 952-227-1110
Fax: 800-374-6402
3. OWNER NAME AND ADDRESS:
4. SHIPPING NAME AND ADDRESS:
City of Chanhassen
Lake Susan Park
7700 Market Boulevard PO Box 147
903 Lake Drive East
Chanhassen, MN 55317
Chanhassen, MN 55317
Attn: Todd Hoffman
Attn: Todd Hoffman
Email: thoffman@ci.chanhassen.mn.us
Email: thoffman@ci.chanhassen.mn.us
Telephone: 952-227-1100
Telephone: 952-227-1100
Fax: 952-337-1110
Fax 952-227-1110
6. WARRANTY CONTACT:
6. FACILITY NAME AND ADDRESS:
City of Chanhassen
Lake Susan Park
7700 Market Boulevard PO Box 147
903 Lake Drive East
Chanhassen, MN 55317
Chanhassen, MN 55317
Attn: Todd Hoffman
Email: thoffman@ci.chanhassen.mn.us
Telephone: 952-227-1100
Fax: 952-227-1110
7. EQUIPMENT DESCRIPTION — Musco shall sell, transfer and deliver to Buyer, and Buyer will
purchase, accept and pay for the following goods (the "Equipment") in accordance with the "Total
Price' paragraph of this Agreement. Musco's lighting system consisting of:
Light -Structure SystemTs Foundation-to-Poletop Lighting System
• 6 — pre -cast concrete bases
• 4 — 60ft galvanized steel poles
• 2 — 60ft galvanized steel poles
• 36 —Total Light ControlTM TLC -LED -1150 factory -aimed and assembled luminaires
• 10 —Total Light ControlT"l TLC -BT -675 factory -aimed and assembled luminaires
• 1 — Control -Link® Control & Monitoring System Cabinet
• Electrical component enclosures
Built to the following specifications:
• Ballast Input Voltage: 480
• Phase to Pole: 3 Phase
• Structural Integrity: Based upon IBC, 2012, 116MPH, Exposure C
8. RESPONSIBILITIES OF THE BUYER AND/OR THIRD PARTY — Buyer/Third Party agrees to:
• Confirm supply voltage required for lighting system.
• Provide confirmation on pole locations.
• Provide electrical design and materials for electrical distribution system.
• Provide labor and equipment for installation of electrical distribution system.
• Provide labor and equipment for installation of bases & poles.
Isco.
®eggs. 20+7 Musm Spoas ughgng. uc • M-iol�usa2
Page 1 of 5
Date: December 21, 2017 Project Name: Chanhassen Lake Susan Youth Baseball Project #: 168865
9. MUSCO SERVICES — Musca agrees to provide design and layout for the lighting system. In
addition to the purchase and sale of the Equipment, Musco agrees to provide, itself or through its
subcontractors, the following (the "Services"):
Control -Link customer support services: commission the system; monitor and report system
alarms; provide automated facility management reports; provide on-off schedules via website,
email, phone call or fax; and provide technical support 24 hours a day.. seven days a week.
10. CONSTANT 25TM WARRANTY & MAINTENANCE PROGRAM (the "Warranty") — Musco shall
provide parts, labor and services as outlined in the Musco Constant 25 Warranty Agreement to
maintain operation of lighting equipment included in the Equipment for a period of up to 25 years on
the following terms:
• Warranty Service Begins: On the date of product shipment
• Expiration Date: 25 years from date of shipment.
• Monitoring, Maintenance & Control Services
• Light levels — shall be guaranteed for 25 years
• Spill Light Control — as specified in Musco design documents
• Energy Consumption: System Average 48.15 kW
Area of Lighting
i Number of Luminaires
Target Light Levels
Estimated Annual / 25
Year Estimated Usage
Hours
Baseball
1 46
50fc Infield
300/7,500
30fc Outfield
11. TOTAL PRICE — Buyer will pay for the above-described Equipment and, if applicable, Services the
Total Price of $202,713.00 plus applicable taxes, payable as follows.
• $202,713.00 within 30 days from invoice date
A copy of the payment and performance bond (if applicable) is required prior to shipment.
Monthly progress invoicing and payments will apply.
Final payment shall not be withheld by Buyer on account of delays beyond the control of Musco.
Price includes delivery to the address indicated in item #4 of this Agreement. Price does not include
sales tax, unloading or installation.
Project is being purchased through the following cooperative purchasing agreement:
NJPA (contract number 082114-mst, expiration 9/16/2018)
Payments not paid when due are subject to a carrying charge for each month past due or will be pro-
rated for the portion of the month there is an unpaid balance. Carrying charges shall accrue in the
amount of one and one half percent (1Y:%) per month of any overdue unpaid balance, or the
maximum rate permitted by law, whichever is less.
Source of Funds: Buyer agrees that Buyers payment to Musco is not contingent upon Buyer
getting paid by the Owner/End User.
Buyer may not hold back or set off any amounts owed to Musco in satisfaction of any claims
asserted by Buyer against Musco. No partial payment by Buyer shall constitute satisfaction of the
entire outstanding balance of any invoice of Musco, notwithstanding any notation or statement
accompanying that payment.
oc(Do
muW. o
61999, 2017 Wus Sports L,Mtng. LLC • M-1 10-enU5-22
Page 2 of 5
Date. December 21, 2017 Project Name: Chanhassen Lake Susan Youth Baseball Project #: 166869
The Total Price was calculated utilizing parameters outlined in the project specifications. In the event
soil conditions vary from those relied upon, or if the soil cannot be readily excavated, Buyer shall be
responsible for Musco's additional associated costs, including but not limited to the cost of design,
alternate foundations, additional materials, and labor.
12. TAXES — Buyer shall pay all applicable state and local sales taxes, use or any similar tax invoiced
appropriately by Musco.
Taxable Dd Non -Taxable �(Copy of resale or exemption certificate must be attached.
Note: Just holding a sales tax permit does not, in and of itself,
qualify for a non-taxable sale.)
13. PAYMENT/PERFORMANCE BONDING — Is there a bond on this project? ❑ Yes ❑ No
Principal Bond Holder:
Bonding Company Name:
Bond in Com an Address:
Bondin Com an Address
Phone Number:
Bond Number:
14. DELIVERY — Normal delivery to the shipping address indicated above is 6-8 weeks after submittal
approval or release of order, if later. If the Equipment is shipped in multiple lots, Musco shall
prepare a separate invoice for the price of the Equipment shipped at the time of each shipment.
Buyer shall pay the amount of each such invoice upon the same terms as set out in the "Total Price"
paragraph of this Agreement.
All deliveries shall be made by means of a common carrier or some other reasonable means chosen
by Musco. All risk of loss to Equipment sold shall pass to Buyer upon delivery by Musco of such
Equipment to the shipping location indicated above.
Delivery is subject to Buyer maintaining credit satisfactory to Musoo. Musco may suspend or delay
performance or delivery at any time pending receipt of assurances, including full or partial
prepayment or payment of any outstanding amounts owed adequate to Musco in its discretion, of
Buyer's ability to pay. Failure to provide such assurances shall entitle Musco to cancel this contract
without further liability or obligation to Buyer.
15. NO RETAINAGEIWARRANTY — Buyer acknowledges payment in full is required within the agreed
terms. Warranty claims and back charges shall not be deducted from contract payments without
prior approval of Musco's Warranty Department (800-825-6020). Musco's Equipment and its
performance are sold subject to Musco's written warranty. The Warranty provided by Musco shall be
in lieu of all other representations, warranties and conditions of any kind, in respect of the Equipment
or the Services and Musco disclaims any other representation, warranty or condition whatsoever,
whether written or oral, express or implied, statutory or otherwise, including, but not limited to, the
implied warranties and conditions of merchantability and fitness for a particular purpose.
Buyer acknowledges that any warranty and/or maintenance guarantee contained within
paymenttperformance bonds issued on Musco's behalf pursuant to this Agreement and the
corresponding liability on behalf of the issuing surety shall apply only to the first 12 months of any
warranty and/or maintenance obligation of Musco specified in the written Warranty to be delivered to
Buyer. The balance of any warranty and/or maintenance obligation greater than 12 months shall be
the sole responsibility of Musco and shall not be guaranteed by a third party.
16. EXCLUSION OF SPECIAL DAMAGES — In no event shall Musco be liable for incidental, special or
consequential damages, including without limitation lost revenues and profits, in respect of this
Agreement or the Equipment and, if applicable, Services provided hereunder.
00`/�0 _Initials ®1999.2on Mus SMes Llghting. LL: • NAota.enu5.22
■ r usco.
Page 3 of 5
Date. December 21, 2017 Profeta Name: Chanhassen Lake Susan Youth Baseball Project #: 168869
17. LIMITATIONS PERIOD — Unless otherwise specified in the Warranty to be delivered to Buyer, any
action or proceeding against Musco arising out of or relating to the Equipment or Services will be
forever barred unless commenced within the earlier of: (a) one (1) year after delivery of the
Equipment or if applicable, completion of the Services; or (b) the period prescribed by the
applicable statute of limitation or repose.
18. SECURITY AGREEMENT — In consideration of the promises contained herein, Buyer hereby
grants and conveys to Musco, to secure payment and performance of all obligations in full, a
purchase money security interest in the Equipment, including all repairs, replacements and
accessions thereto and proceeds thereof (collectively referred to as the "Secured Property"). Buyer
hereby irrevocably authorizes Musco at any time to register in any registration office in any province
(including personal property registries and if applicable, land titles or real property registries) any
initial financing statements, financing change statements, notices of security interest or other
documents relating to this security interest or this transaction. Buyer further agrees to promptly
furnish any information requested by Musco to effectuate the terms of this Agreement. Buyer
further agrees to execute any document reasonably required by Musco to perfect the security
interest granted herein and to assure the preservation, priority and enforcement of such security
interest. Buyer agrees that value has been given for this security interest and that the parties have
not agreed to postpone the time for attachment of the security interest.
19. INSURANCE — From and after delivery, regardless of the pending performance of the Services,
until such time as Buyer has perfomned in full all obligations contained herein, Buyer shall maintain
adequate insurance covering the Equipment in accordance with generally accepted business
practices. Buyer shall name Musco as loss payee until such time as Buyer has performed in full all
obligations contained herein.
20. DEFAULT — Each of the following shall constitute a default ("Default") under this Agreement: a)
failure to pay, in full, any payment when due hereunder; b) Buyer becomes the subject of a
bankruptcy, receivership or insolvency proceeding; c) any warranty, representation or statement
made or furnished to Musco by or on behalf of the Buyer proved to have been false in any material
respect when made or furnished; d) loss, theft, damage, destruction or encumbrance to, or of, the
Secured Property or the making of any levee, seizure or attachment thereof or thereon prior to
payment in full; or e) the occurrence or non-occurrence of any event or events which causes
Musco, in good faith, to deem itself insecure for any reason whatsoever.
21. REMEDIES UPON DEFAULT — In the event of Default, Musco may, at its option, and without notice
or demand: a) declare the entire unpaid balance owing hereunder due and payable at once; b)
proceed to recover judgment for the entire unpaid balance due; c) exercise all rights provided to
Musco under this Agreement, any applicable personal property security act (or similar legislation),
at law or in equity including but not limited to entering the Buyer's premises and taking possession
of the Secured Property. All the remedies described herein are cumulative, and may be exercised in
any order by Musco. Buyer agrees to pay all costs (including reasonable attorney's fees and court
costs) incurred by Musco in disposing of the Secured Property and collecting any amounts owing
hereunder, and such costs shall be part of the obligations secured hereunder.
22. FORCE MAJEURE — Musco shall not be liable for delays or failure to perform in respect of the
Equipment or the Services due, directly or indirectly, to (i) causes beyond Musco's reasonable
control, or (ii) acts of God or nature, acts (including failure to act) of any governmental authority,
wars (declared or undeclared), strikes or other labor disputes, fires, and natural calamities (such as
floods, earthquakes, storms, epidemics).
01989, 2017 MU= 5pon3 Ughbng, U-3 • M-1010 a U5�2
Page 4 of 5
Date: December 21, 2017 Project Name: Chanhassen Lake Susan Youth Baseball Project* 168869
23. EEO COMPLIANCE — When applicable, Musco and Subcontractor shall comply with the EEO
Clause in Section 202 of Executive Order 11246, as amended, which is incorporated herein
by specific reference.
When applicable, Musco and Subcontractor shall abide by the requirements of 41 CFR 60-
741.5(a) and 41 CFR 60-300.5(a). These regulations prohibit discrimination against qualified
individuals on the basis of disability and against qualified protected veterans, and require
affirmative action by covered prime contractors and subcontractors to employ and advance
in employment qualified individuals with disabilities and qualified protected veterans.
24. CONDITIONS OF AGREEMENT
a. APPLICABLE LAW — This Agreement shall be governed by the laws, including the Uniform
Commercial Code, adopted in the State of Iowa as effective and in force on the date of this
Agreement.
b. EXPENSES/REMEDIES — Buyer shall pay to Musco the reasonable expenses, including court
costs, legal and administrative expenses and reasonable legal fees (on a solicitor and client
basis), paid or incurred by Musco in endeavoring to collect amounts due from Buyer to Musco- It
is further understood that if Buyer does not make a payment as due, Musco has the right to
forward appropriate notices or claims on jobs with owners, bonding companies, general
contractors, or the like, as deemed appropriate by Musco.
c. ENTIRE AGREEMENT — This Agreement, the written Warranty to be delivered to Buyer, and
any invoice issued by Musco pursuant to this Agreement constitute the entire agreement
between the parties and supersede all prior statements of any kind made by the parties or their
representatives. No representative or employee of Musco has any authority to bind Musco to
any term, representation or warranty other than those specifically included in this written
Agreement or the written Warranty to be delivered to Buyer in connection with this Agreement.
This Agreement may not be amended or supplemented except by written agreement executed
by Musco and Buyer.
d. ACCEPTANCE — This Agreement is subject to the approval of Musco's Credit Department and
the written acceptance of this Order by Musco.
CITY OF CHANHASSSEN
Acceptance
MUSCO SPORTS LIGHTING, LLC
Acceptance
this day of 20_ this 2 ( day of 201_�Z
Signature Signa-tP�a
ure // (fin
Todd Hoffman, Parks & Rec Director U,6lV�p G 1 I U5 C d ( tU�j
Name and Title Name and Title
Please remember to initial and return all pages of this agreement.
MUSCO
01999, 2017 M . WnS LIgMng, LL • M-1018 US -22
Page 5 of 5