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CONSIDERATION OF AUTHORIZATION FOR THE PURCHASE OF BLEACHERS FROM BSN SPORTS IN THE AMOUNT OF $49,976 TO BE USED FOR REAVES PARK BLEACHER REPLACEMENT PROJECT.
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BACKGROUND: During the FYE 2015 Capital Budget process, City Council approved funding for the Sports Complex Bleacher Replacement Project for the Parks and Recreation Department. The project is funded through a combination of Room Tax and Community Park Land Development Funds. This two-year project included replacing the damaged bleachers at the softball and baseball fields at Reaves and Little Axe Parks. The full scope of work includes both the purchase and installation of the new bleachers. The material is being purchased from an equipment dealer; while the removal of the old bleachers and the installation of the new ones will be done via a separate contract with a local contractor. A similar project was approved and completed in Fiscal Year 2013 which replaced all of the bleachers at the Griffin Park Youth Baseball and Softball fields.
The existing bleachers have been in Reaves Park since its initial development in the 1980's. They are old steel-frame units with wooden plank seating, which have experienced extensive wear and tear and various amounts of vandalism and repair over their years of use. Although the seats are regularly replaced and the frames repaired when damaged, most of the bleachers have now been patched together to the point where they are no longer able to be repaired in an attractive or cost-effective manner.
This item addresses the bid quotations required to purchase the materials needed for these replacements. Separate quotations for installation of these materials will be obtained from local bidders.
DISCUSSION: This year's project is to replace the large, 100-seat sets of bleachers at the west and middle complex at Reaves Park. A list of bleachers was created and distributed for quotations. The lowest and best quotation was received from BSN Sports in the amount of $49,976. A matching quote was provided by Tomark Sports from Corona, CA. We are recommending awarding the bid to BSN Sports, since they are closer, and we have done business with them in the past. They have demonstrated high quality and good service on previous projects. Section 8-203 of the City Code of Ordinances states that "the City Council must approve all contracts for, or purchase of supplies, equipment, or contractual services, where the valuation exceeds twenty-five thousand dollars ($25,000), prior to signing of such contracts or the transaction of such purchases." This is a materials-only purchase and Staff has obtained all the necessary affidavits and warranty information for the purchase and will notify BSN to proceed upon approval by Council.
RECOMMENDATION: It is recommended that City Council approve the contract with BSN Sports, Inc., in the amount of $49,976 for the Reaves Park Bleacher Replacement Project for the Parks and Recreation Department. The total budget for this project is $75,000. Funding of $37,500 is available in Project PC0018, Sports Complex Bleacher Replacements, Construction (052-9441-452.61-01) and $37,500 is available in Project RT0083, Sports Complex Bleacher Replacements, Construction (023-9441-452.61-01).