SUBJECT/RECOMMENDATION:
Title
Award a contract (purchase order) to TS Sports of Dallas, TX, Bid 14-0030-PR for the construction and installation of a new video and scoreboard for Bright House Field which includes a 10% contingency, for $680,484; and transfer $776,214 to Bright House Field Repairs (CIP315-93640) from unappropriated retained earnings to complete the funding for this project and authorize the appropriate officials to execute same. (consent)
Body
SUMMARY:
Included in the Fiscal Year 2014/15 Capital Improvement budget is $216,900 for the replacement of the existing scoreboard at the stadium. Additionally $200,000 was budgeted in Fiscal Year 2015/16 to replace the video display board.
Both the scoreboard and video boards have been failing for some time and parts are no longer available to make even the smallest necessary repairs. Staff from both the Phillies/Threshers as well as the City with the help and advice from consultants came to the same conclusion that the existing video and scoreboard would not last another season and thus, are recommending that they be replaced prior to the beginning of baseball season in 2015.
Competitive bids were solicited for the design, construction and installation of the new score board and video system with three respondents. Two were qualified to place bids while the third did not meet necessary standards to qualify.
TS Sports had the lowest and most responsive bid at $680,484 (Option 3 and Alternate 4). This contract will provide for the removal of the existing scoreboard and video board, design of the new system, construction of the new boards, maintenance of the boards when complete and spare parts for future repairs. The new video system will be state of the art and carry a 10-year warranty on parts and labor.
A separate bid is being developed to purchase the remaining items needed to complete the operational aspects of the video and scoreboard including cameras, switching gear, etc. estimated to cost $250,000.
Summary of expenses and revenues as follows:
Expenses: $680,484 TS Sports bid
$250,000 Additional cameras and equipment
$ 62,630 Professional services costs
$993,114 Total
Revenues: $216,900 Existing CIP 315-93640
$776,214 Retained earnings
$993,114 Total
This is a 120 day project and will be completed prior to Spring Training 2015.
This item supports the City's Strategic Vision to provide quality facilities (Bright House Field) for not only the enjoyment by residents but to promote the sports tourism associated with the Phillies.
APPROPRIATION CODE AND AMOUNT:
USE OF RESERVE FUNDS:
Funding for this contract will be provided by a first quarter budget amendment allocating General Fund reserves in the amount of $776,214 to capital improvement project 93640, Bright House Field Repairs. The balance in General Fund reserves is approximately $19 million or 16.2% of the 2014/15 General Fund operating budget. A total of $1,051,214 of General Fund reserves has been used to date to fund expenditures in the 2014/15 operating budget.