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Department of Finance - Division of Procurement & Contracts
Reference: Award of Single Source for Brighton Sports Complex Lighting Improvements Project #91316 and 91214
To: Mayor Richard N. McLean and Members of City Council
Through: Clint Blackhurst, Acting City Manager
Prepared By: Pam Roeding, Procurement & Contracts Manager
Through: Chontel Trujillo, Assistant City Manager Operations, Gary Wardle, Parks and Recreation Director
Cc: Dan Frelund, Finance Director
Date Prepared: February 28, 2017
PURPOSE
The Finance Department is requesting City Council approval of a Single Source designation for the Brighton Sports Complex Lighting Improvements. Municipal Code Section 3-8-10 defines Single Source Procurement as …”a contract for the procurement of material, supplies, equipment and/or services entered into after soliciting and negotiating only with one (1) source, necessitated usually because of the technology required or the uniqueness of the material, supplies, equipment and/or service provided.”
Municipal Code Section 3-8-20 provides, in pertinent part, “…All procurement of materials, supplies, equipment and services….shall be accomplished by competitive bidding or requests for proposals… In circumstances necessitating sole source procurement…or when only one (1) vendor or contractor is available in the area, procurement and contracts shall be effected with maximum economy to the City, without the necessity of requiring bids thereon; however, a full and complete justification therefor shall be prepared by the requesting department and filed with the procurement documents relating to the transaction.”
BACKGROUND/HISTORY
The City of Brighton constructed the Brighton Sports Complex, including the installation of lights on 4 fields, in spring 1998. The life span of the field lighting lamps was 10-years at the time of construction in 1998.
The majority of the present lamps in the Sports Complex Field have never been replaced since the fields were constructed 19 years ago, and approximately 1/3 of the lamps are burned out now.
In addition to replacement of the lamps, the Sports Complex Field needs a satellite control of the lights, namely “Control Link”, for the appropriate management of turning on, running, and turning off the lights. The City is already using the Musco Sports Lighting “Control Link” satellite control in other park locations. Due to the number of burned out lamps the field lighting presents a playability and safety issue. The present lamps will be replaced with new lamps when the Control Link is installed.
The cost will include the following:
1. “Control Link” control system (includes a 10 years parts and labor warranty on all equipment).-Thirty Six Thousand Seven Hundred and Eighty Dollars ($36,780.00).
2. Brighton Sports Complex Group Re-lamp Fields 1-4. -Twenty Five Thousand One Hundred Fifty Dollars ($25,150.00).
The completed Justification for Sole Source or Single Source Acquisition form is attached to provide justification for awarding the contract for the project to Musco Sports Lighting, LLC, as a single source provider.
FINANCIAL IMPACT
Sufficient funding was approved in the 2017 budget for the Brighton Sports Complex Lighting Improvements Project.
The Procurement and Contracts Division reviewed the proposal from Musco Sports Lighting, LLC submitted through National Joint Powers Alliance (NJPA) and found the prices quoted were equal to or less than that of the NJPA. The proposal from Musco Sports Lighting, LLC is within the budgeted amount.
STAFF RECOMMENDATION
The Finance Department, in working with the Parks and Recreation Department and completing the review and evaluation of this proposal, finds that this firm has the requisite expertise and experience to provide the equipment and perform the required services, and that it is in the best of the City to award the contract to Musco Sports Lighting, LLC in an amount not to exceed Sixty One Thousand Nine Hundred Thirty Dollars ($61,930.00).
Musco Sports Lighting, LLC is in good standing with the State of Colorado.
OPTIONS FOR COUNCIL CONSIDERATION
Ø Approval as presented
Ø Reject
Ø Require formal solicitations
Attachments:
Ø Resolution
Ø Justification for Sole Source or Single Source Acquisition
Ø Musco Sports Lighting, LLC Quote
Ø National Joint Powers Alliance (NJPA) Overview