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REJECT BIDS FOR THE STOCKTON BALLPARK SCOREBOARD
recommended action
RECOMMENDATION
It is recommended that the City Council approve a motion rejecting all bids received for the Stockton Ballpark Scoreboard replacement project (PUR 18-031), pursuant to Stockton Municipal Code section 3.68.160(B).
It is also recommended that the City Manager be authorized to take appropriate and necessary actions to carry out the purpose and intent of this motion.
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Summary
The City advertised the Stockton Ballpark Scoreboard Replacement project for bids on December 20, 2018. On January 31, 2019, the City received four bids for this project (Attachment A). Premier Signs, the apparent low and responsive bidder, submitted a bid in the amount of $716,744. The low bid was higher than expected, and there are insufficient funds to award the contract.
Stockton Municipal Code (SMC) section 3.68.160(B) provides that the City Council shall award a contract to the lowest and best regular, responsible bidder, or reject all bids.
Rejecting the current bids and re-advertising the project with revised specifications will enable award of a final contract that matches the available budget. It is recommended that Council approve a motion to reject all the bids received.
DISCUSSION
Background
The Ballpark Scoreboard, auxiliary board, and operating system are in need of replacement, as both are original to the Ball park when it opened in 2005. The scoreboard system and components are beyond their useful lives and are failing. Replacement parts to keep the video board functioning are unsupported by the manufacturer and no longer available, resulting in black pixel sections throughout the video picture.
On August 21, 2018, Council allocated $650,000 from one-time infrastructure funding to the Stockton Ballpark Scoreboard Replacement project (ED8600), in order to meet its obligation of providing and maintaining an acceptable scoreboard for the Stockton Ports team license agreement.
Present Situation
On December 20, 2018, the Ballpark Scoreboard Replacement project was advertised for bids. On January 31, 2019, four bids were received with the following results:
COMPANY NAME BID AMOUNT
Premier Signs (Riverside, CA) $716,744
Visua (La Crosse, WI) $719,950
Prismview. (Logan, UT) $772,696
Ad Art (Stockton, CA) $932,300
Project Budget $650,000
The Local Business Preference Ordinance, pursuant to SMC section 3.68.090, applies to this contract. This provides a two percent preference on bidders who have a physical business location within the boundaries of San Joaquin County, and a five percent preference on bidders who have a physical business location within the boundaries of Stockton. Application of the bid preference did not change the bid order. The Local Employment Ordinance, SMC section 3.68.095, applies to this contract.
Premier Signs, the apparent low and responsive bidder, submitted a bid in the amount of $716,744, which is approximately 10 percent over the project budget. There are insufficient funds to award the project. SMC section 3.68.160(B) provides that the City Council shall award a contract to the lowest and best regular, responsible bidder, or reject all bids.
While all base bid components require replacement, staff will review the specifications with regard to video quality and size necessity of the auxiliary board in order to lower the associated costs. Additionally, potential for an increased power requirement was indicated by potential bidders during the solicitation process. Staff will research this issue and potential origin of additional power, prior to further solicitation. In consideration of the available budget for this work, staff recommends Council approve a motion to reject all bids received.
The project will be re-advertised with revised specifications that will enable award of a final contract that matches the available budget. It is anticipated that the scope will be modified and re-bid within the next three months with project completion by the end of 2019.
FINANCIAL SUMMARY
The recommended action has no financial impact. There are sufficient funds for the rebidding process in the FY 2018-19 Venue capital funding (086-3020-640), which includes the $650,000 Scoreboard allocation from one-time, infrastructure funding (Attachment B - Resolution 18-08-21-1404).
There is no additional impact to the City’s General Fund or any other unrestricted fund as a result of taking the recommended action.
Attachment A - Bid Abstract
Attachment B - Resolution 2018-08-21-1404