Report to Mayor and City Council
Tuesday, April 16, 2024
Consent
SUBJECT:
Title
CONSIDER APPROVING (1) THE PURCHASE OF FOUR PANAVIEW BASKETBALL/VOLLEYBALL/WRESTLING SCOREBOARDS FROM DAKTRONICS, INC. FOR VETERANS SPORTSCOMPLEX AND FOISIA PARK, AND (2) A PUBLIC WORKS AGREEMENT WITH CUSTOM SIGNS INC. TO REMOVE, INSTALL, OR MOVE SCOREBOARDS AT VETERANS SPORTSCOMPLEX, FOISIA PARK, AND STEVENSON PARK (CITY COUNCIL)
Body
I. SUMMARY
The Department of Community Services/Recreation/Park Maintenance has determined that the indoor scoreboards at Foisia Park and Veterans SportsComplex 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 four (4) new PanaView Basketball/Volleyball/Wrestling 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 $51,558.06.
Staff also recommends approval of a Public Works contract with Custom Signs, Inc. for a not-to-exceed Contract Sum of $28,200 for the removal of existing scoreboards at Foisia Park and Veterans SportsComplex and installation of two of the new scoreboards at Foisia Park and the other two at Veterans SportsComplex, as well as moving the two current scoreboards at Stevenson Park to better locations next to the basketball hoops.
II. RECOMMENDATION
Recommendation
TAKE all of the following actions:
1. WAIVE the formal bidding procedures as defined by the Carson Municipal Code (CMC) Section 2610, and APPROVE the purchase of four (4) new PanaView Basketball/Volleyball/Wrestling 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 $51,558.06, 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.
2. APPROVE the proposed Public Works Agreement with Custom Signs, Inc. for a total not-to-exceed Contract Sum of $28,200 (Exhibit No. 7; the Agreement”);
3. APPROVE a contingency in the amount of five percent (5%) of the Contract Sum set forth in the Agreement ($1,410) to cover any unforeseen extra work that may be needed pursuant to Section 1.12(a)-(b) of the Agreement; and
4. AUTHORIZE Mayor to execute the Agreement, following approval as to form by the City Attorney.
Body
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 provide 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 indoor scoreboards at Foisia Park and Veterans SportsComplex that require immediate replacement (Exhibit 1). Among their many issues are that they have become obsolete and regularly require repairs, which has become increasingly difficult 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 (Exhibits 2-5). 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. The proposed purchase also includes a shot clock for each of the new scoreboards (Exhibit 3). Once ordered, the manufacturing period for the purchase 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 cooperative purchasing procurement includes only purchase and delivery of the equipment, which is exempt from competitive bidding under CMC 2611(g). The cooperative purchasing procurement does not include installation of the equipment, which is considered a public project subject to the requirements of CMC 2612. The cooperative purchasing exemption is not available for public projects under CMC 2612. Installation of the scoreboards is recommended to be accomplished via approval of the separate proposed Public Works agreement with Custom Signs, Inc. (“Custom Signs”) as discussed below.
Lastly in regards to the proposed purchase of the new scoreboards from Daktronics, it should be noted that CMC Section 2606(b)(1)(i) provides that for a purchase of any personal property such as this in an amount of less than $75,000, a written contract is generally not required unless the Purchasing Manager in his or her sole discretion opts to require one. The Purchasing Manager has waived the contract requirement for each of the equipment purchases, as shown in Exhibit 6. Accordingly, the City’s standard form purchase order will be used for the purchase.
Custom Signs’ scope of work under the proposed Agreement (Exhibit No. 7) includes (without limitation) removal and disposal of the existing scoreboards at Foisia Park and Veterans SportsComplex, installation of the new Daktronics boards using Daktronics hardware, and connecting the power at each location. It also includes relocating the two current scoreboards at Stevenson Park to better locations next to the basketball hoops. Staff has assessed the qualifications and background of Custom Signs and has determined that it possesses the requisite ability to complete the work. Moreover, Custom Signs provided a detailed approach that would effectively and efficiently provide the required services.
The work under the proposed Agreement constitutes a public project within the meaning of CMC Section 2612 and Public Contracts Code (PCC) Section 22032. Pursuant to PCC Section 22032, public projects of $60,000 or less may be performed by negotiated contract; there are no formal or informal bidding procedures applicable to public projects of $60,000 or less. The cost of this public project is $28,200. Accordingly, there are no applicable bidding procedures, and the City may proceed via negotiated contract with Custom Signs, Inc. (Exhibit No. 7).
The City Council is now asked to approve the Agreement with Custom Signs for a total-do-not-exceed Contract Sum of $28,200, plus a 5% contingency.
In purchasing the scoreboards from Daktronics, staff will arrange for the scoreboards to be delivered directly from Daktronics to Custom Signs’ facility in Azusa, CA (notwithstanding the “Ship To” information on p. 6 of Exhibit 1 indicating delivery to City’s warehouse; this will be updated by staff prior to finalizing the purchase). Custom Signs, as part of its scope of work in the Agreement, will receive the scoreboards, transport them to the City’s facilities, and uncrate them in connection with installation.
Funds in the Community Services/Recreation/Park Maintenance Department 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 purchase and service are available in the FY 2023/24 General Fund budget in Account No. 101-90-901-100-6009.
VI. EXHIBITS
1. Quotation from Daktronics (pgs. 5 - 12)
2. Daktronics Scoreboard Specifications (pgs. 13 - 17)
3. Daktronics Shot Clock Specifications (pgs. 18 - 21)
4. Mockup of Veterans SportsComplex Scoreboards (pg. 22)
5. Mockup of Foisia Park Scoreboards (pg. 23)
6. Memo to waive formal bidding and formal contract requirements (pg. 24)
7. Custom Signs, Inc. Agreement (pgs. 25-63)
Prepared by: Tim Grierson, Recreation Superintendent; Michael Whittiker, Director of the Community Services/Recreation/Park Maintenance Department