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CITY COUNCIL AGENDA ITEM NO. 17

Meeting Date: January 13, 2004

Subject/Title: Approve purchase of Century Industries MSM3200 “Showmaster Series” Mobile Sound Acoustical Shell Stage in the amount of $124,879 and authorize the City Manager to execute change orders up to 10% contingency of the amount.

Submitted by: Craig Bronzan, Director of Parks and Recreation
Report prepared by Poldina Scherff, Recreation Services Manager

Approved by: John Stevenson, City Manager

RECOMMENDATION
Staff recommends the approval of the purchase of a Mobile Sound Acoustical Shell Stage Century Industries MSM3200 “Showmaster Series” for the amount of $124,879 and authorize the City Manger to execute change orders up to 10% contingency of the amount.

PREVIOUS ACTION
The Redevelopment Agency at its’ priority setting workshop on February 11, 2003 consented to the reservation of $150,000 of Tax Allocation Bonds for the purchase of a mobile stage as a capital improvement to the City Park for community events and functions.

The Redevelopment Agency approved its’ 2003/04 budget on June 10, 2003, by Resolution No RA-69, that included $150,000 from Tax Allocation Bonds for the investment of a mobile stage and sound system for use at City Park and City-related functions at various locations.

BACKGROUND
A community group was formed to help determine the specifications of the mobile stage. This committee that was formed included Greg Robinson of the Chamber of Commerce, Chris Robinson and Barbara Guise of the Arts Commission, and Bob Brown of the Brentwood Union School District, who discussed possible usage of the stage. From these discussions a priority list was developed of specifications and upgrades. The Brentwood Parks and Recreation Department sent out a request for quote to four prospective companies on November 14, 2003. The quotes received are as follows:

Marshall Austin Productions, Inc. - Lakewood, CO $ 73,085.00
Wenger Corporation - Owatonna, MN $105,927.00
Stageline Mobile Stage Inc. - Quebec, Canada $108,454.00
Century Industries - Sellersburg, IN $124,101.00

The specifications for quotes were on two stage dimensions, one at 28’ and the other at 32’. As the quotes for the larger stage came within the allotted funds, staff recommends the 32’ stage that would accommodate a larger variety of activities, programs, and events. Two of the companies, Marshall and Wenger, could not provide the City with a 32’ stage and were eliminated from consideration.
In comparing the final two quotes between Century and Stageline, the basic differences are as follows:

Century Stageline
Acoustical hard shell backdrop. Soft wind wall backdrop.
Steel construction. Aluminum construction.
Hydraulics run off of 24V re-chargeable batteries. Hydraulics run off of a Honda 5.5 hp gas engine.
Training provided on site with no additional cost. Training provided in Canada or pay all expenses to have Stageline come on site.
Sales tax included. Sales tax not included.
Hydraulic handicapped access lift. Manual handicapped access lift.
No freight cost. Estimated freight fee.
(Optional solar panels.) (Solar panels not an option.)

Upon further research, staff is recommending the option of solar panels for an additional $778. The solar panels charge the batteries and allow the stage to be stored were there is no electrical access. The City currently utilizes solar panels on our portable bleachers. Staff has found this to be very beneficial as the bleachers are always charged and ready. The total cost of the mobile stage with the solar panels is $124,879.

The City of Brentwood Parks and Recreation Department currently owns two sets of portable bleachers from Century Industries. Staff has been satisfied with the product and with the company’s good costumer service. Staff called other local cities and found the City of Tracy owns a 36’ Showmaster by Century Industries and they have been very pleased with the product.

Once approved, staff will be meeting with the committee to establish rules and procedures for use and rental, with rental fees being brought back for City Council approval.

FISCAL IMPACT
The stage will require general maintenance, which will be budgeted as routine maintenance in the Parks budget. There is potential for staff overtime costs if set-up and takedown does not occur during normal work hours. A staff member will be required to possess a Class A driver’s license for transporting. The purchase of this stage will eliminate the cost of renting a stage for most venues. This purchase will create additional revenue by renting the stage to non-City users, revenue that could be utilized to offset the budget for City sponsored performances and events.

Attachments:
Century Industries quote
Resolution

RESOLUTION NO.

APPROVE PURCHASE OF CENTURY INDUSTRIES MSM3200 “SHOWMASTER SERIES” MOBILE SOUND ACOUSTICAL SHELL STAGE IN THE AMOUNT OF $124,879 AND AUTHORIZE THE CITY MANAGER TO EXECUTE CHANGE ORDERS UP TO 10% CONTINGENCY OF THE AMOUNT.

WHEREAS, the City of Brentwood has identified the need for a mobile stage; and

WHEREAS, the City of Brentwood has worked with the Arts Commission, Chamber of Commerce, and Brentwood Union School District to identify specifications for a mobile stage that will meet the needs of the community and user groups; and

WHEREAS, the Redevelopment Agency approved funding for this mobile stage in the 2003/04 budget on June 10, 2003, by Resolution RA-69; and

WHEREAS, the City of Brentwood sent out a request for quote on November 14, 2003; and

WHEREAS, Century Industries provided a quote that meets all specifications determined by staff and the committee;

NOW, THEREFORE BE IT RESOLVED that the City Council of the City of Brentwood hereby approves the purchase of Century Industries MSM3200 “Showmaster Series” Mobile Sound Acoustical Shell Stage in the amount of $124,879 and authorizes the City Manager to execute change orders up to 10% contingency of the amount.

PASSED, APPROVED AND ADOPTED by the City Council of the City of Brentwood at a regular meeting held on the 13th day of January, 2004 by the following vote:


AYES: Councilmembers
NOES:
ABSENT:
_____________________________
Brian Swisher
Mayor

ATTEST:

__________________________________
Karen Diaz, CMC
City Clerk
 

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