Report to Mayor and City Council
Tuesday, May 16, 2023
Consent
SUBJECT:
Title
CONSIDER APPROVING THE PURCHASE OF FIFTEEN NEW PANAVIEW MULTI-SPORT SCOREBOARDS FROM DAKTRONICS, INC. (CITY COUNCIL)
Body
I. SUMMARY
The Department of Community Services has determined that the scoreboards at Veterans Park, Foisia Park, Carson Park, Dolphin Park, Dominguez Park, Del Amo Park, Calas Park, Hemingway Park, and Stevenson Park require immediate replacement. All are near or past their life cycle, do not operate, or need to be repaired but spare parts are obsolete or hard to find.
Therefore, staff is requesting City Council approval for the purchase of fifteen (15) new PanaView Multi-Sport Scoreboards through a purchase order with Daktronics, Inc., an authorized dealer, utilizing the cooperative purchasing bidding exemption pursuant to CMC 2611(g) and Omnia Partners Cooperative Purchasing Agreement #R220601, available at <https://www.omniapartners.com/publicsector/suppliers/daktronics/contract-documentation>. The purchase is for a total not-to-exceed cost of $152,458.21.
II. RECOMMENDATION
Recommendation
TAKE the following actions:
1. WAIVE the formal bidding procedures as defined by the Carson Municipal Code (CMC) Section 2610; and
2. APPROVE the purchase of fifteen (15) new PanaView Multi-Sport Scoreboards and additional accessories/supplies as shown in Exhibit No. 1 from Daktronics, Inc., an authorized dealer, for a total not-to-exceed cost of $152,458.21, by the Purchasing Manager via a purchase order pursuant to CMC Section 2611(g) (Cooperative Purchasing bidding exemption) and Omnia Partners Cooperative Purchasing Agreement #R220601.
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III. ALTERNATIVES
TAKE any other action the City Council deems appropriate, consistent with the requirements of applicable law.
IV. BACKGROUND
The City of Carson’s Youth and Adult Sports programs offer many opportunities for people to participate in organized team sports. Current offerings include baseball, softball, basketball, flag football, and soccer, with different divisions within each sport for Youth Sports, and multiple seasons each year for Adult Sports. As such, functioning scoreboards are needed for the community to enjoy these events.
Community Services staff have identified scoreboards at Veterans Park, Foisia Park, Carson Park, Dolphin Park, Dominguez Park, Del Amo Park, Calas Park, Hemingway Park, and Stevenson Park that require immediate replacement. Among the many issues with the scoreboards are that they have become obsolete with technology advancing at a rapid rate. Additionally, they regularly require repairs, which are growing more difficult to make as certain parts are no longer being manufactured.
The new scoreboards are LED, which results in more energy efficiency and provide a significant cost savings over incandescent bulbs that require regular replacement. They have remote access resulting in more ease of use at multipurpose events and separating the scoreboards for youth tournaments. The scoreboards come with a five-year warranty on parts. Once ordered, the manufacturing period will take between four to eight weeks to complete.
Section 2611(g) of the Carson Municipal Code (“CMC”) allows the City, through its Purchasing Manager, to dispense with competitive bidding processes to purchase materials, supplies, equipment, or services by utilizing a cooperative purchasing program engaged in by any local, county, State, or Federal public entity or entities. This policy applies even if the contracts and implementing agreements entered into by the participating entity or association under those cooperative purchasing programs were not entered into under a process that resulted in the contract being awarded to the lowest responsible and responsive bidder under CMC 2610(i), provided the bidder was selected in compliance with the competitive bidding or proposal process requirements of any participating entity or association within three years of City’s approval of the City contract entered into with the selected bidder via cooperative purchasing. The City Council has decided that the benefits to the City of utilizing cooperative purchasing outweigh any incremental higher price that may be paid by the City in certain instances as a result of not soliciting directly utilizing the lowest responsible and responsive bidder standard under CMC 2610(i).
Omnia Partners is a cooperative purchasing agency established to allow participating municipal agencies to reduce the cost of procurement by leveraging the benefits of contract purchasing. Through solicitations, Omnia contracts bring considerable value and efficiencies to members through nationally leveraged contracted suppliers with access to the highest quality products and brands. Each solicitation and RFP contain language, which includes all qualified customers in all fifty states.
It should be noted that the recommended procurement includes only purchase and delivery of the equipment, which is exempt from competitive bidding under CMC 2611(g). The procurement does not include installation of the equipment, which would be considered a public project subject to the bidding requirements of CMC 2612. The cooperative purchasing exemption is not available for public projects under CMC 2612. Accordingly, installation of the scoreboards will be performed pursuant to a separate procurement conducted in accordance with CMC 2612 at a later date. Given the 4-8 week manufacturing period, staff will pursue the procurement of installation services in the interim.
Finally, it should also be noted that CMC Section 2605(b)(ii) requires the City to use a written contract for purchases of any personal property, including materials, supplies, and equipment of $25,000 or more over a fiscal year, unless the Purchasing Manager waives this requirement. The Purchasing Manager has waived the contract requirement for each of the equipment purchases, as shown in Exhibit 4. Accordingly, the City’s standard form purchase order will be used for the purchase.
Funds in the Recreation Division have been identified to support this purchase. Staff is seeking the approval of the City Council to purchase the scoreboards for the park facilities.
V. FISCAL IMPACT
Funds for this service are available in the FY 2022/23 General Fund budget under the following accounts:
101-90-950-150-6027 - $3,054.60
101-90-950-252-6027 - $20,000.00
101-90-950-256-6027 - $20,000.00
101-90-950-254-6027 - $14,989.60
101-90-950-258-6027 - $14,989.60
101-90-950-355-6027 - $14,989.60
101-90-950-152-6004 - $59,500.00
101-90-950-260-6027 - $4,934.81
Total = $152,458.21
VI. EXHIBITS
1. Quotation from Daktronics (pgs. 5 - 13)
2. Daktronics MS-918 Specifications (pgs. 14 - 21)
3. Daktronics RC-200 Product Specifications (pgs. 22 - 23)
4. Memo to waive formal bidding and formal contract requirements (pg. 24)
Prepared by: Tim Grierson, Recreation Superintendent; Freddy Loza, LBM Superintedent; Modesto Bolaños, Facility Maintenance Supervisor