Title
MOTION TO AWARD IFB # RE-25-01 "STAGE LIGHTING FOR THE SUSAN B. KATZ THEATER OF THE PERFORMING ARTS" TO THE MOST RESPONSIVE/RESPONSIBLE BIDDER, ASF PRODUCTIONS, INC., IN THE AMOUNT NOT TO EXCEED $65,433.90, WHICH INCLUDES AN OWNER'S CONTINGENCY IN THE AMOUNT OF $3,115.90.
Summary Explanation and Background
PROCUREMENT PROCESS TAKEN:
- Chapter 35 of the City’s Code of Ordinances is titled “PROCUREMENT PROCEDURES, PUBLIC FUNDS.”
- Section 35.15 defines an Invitation for Bid as “A written solicitation for competitive sealed bids with the title, date and hour of the public bid opening designated therein and specifically defining the commodities or services for which bids are sought. The invitation for bid shall be used when the city is capable of specifically defining the scope of work for which a service is required or when the city is capable of establishing 15 precise specifications defining the actual commodities required. The invitation for bid shall include instructions to bidders, plans, drawings and specifications, if any, bid form and other required forms and documents to be submitted with the bid.”
- Section 35.18 of the City's Code of Ordinances is titled "COMPETITIVE BIDDING OR COMPETITIVE PROPOSALS REQUIRED; EXCEPTIONS.
- Section 35.18(A) states, "A purchase of or contracts for commodities or services that is estimated by the Chief Procurement Officer to cost more than $25,000 shall be based on sealed competitive solicitations as determined by the Chief Procurement Officer, except as specifically provided herein."
- Section 35.19 of the City's Code of Ordinances is titled "SEALED COMPETITIVE BIDDING PROCEDURE."
- Section 35.19(A) states "All sealed competitive solicitations as defined in § 35.18 shall be presented to the City Commission for their consideration prior to advertisement."
- Section 35.21 of the City's Code of Ordinances is titled "AWARD OF CONTRACT."
- Section 35.21(A) of the City's Code of Ordinances is titled "City Commission approval.
- Section 35.21(A)(1) states, "An initial purchase of, or contract for, commodities or services, in excess of $25,000, shall require the approval of the City Commission, regardless of whether the competitive bidding or competitive proposal procedures were followed."
SUMMARY EXPLANATION AND BACKGROUND:
1. On January 15, 2025, the City Commission authorized the advertisement of IFB # RE-25-01 "Stage Lighting for the Susan B. Katz Theater of the Performing Arts", which was advertised on January 22, 2025.
2. The purpose of this solicitation is to provide an upgrade to the existing stage lighting system located at the Susan B. Katz Theater of the Performing Arts to an energy-efficient stage lighting system.
This project involves upgrading the stage lighting system to high-performance, energy-efficient LED fixtures, with 50% of the dimmer cards replaced by constant-on modules. The goal is to improve lighting quality, flexibility, and color rendering while reducing energy consumption and maintenance costs.
The upgrade will enhance brightness, special effects, and control capabilities, ensuring compatibility with existing dimming systems.
3. On February 25, 2025, the City opened bids from the following five (5) vendors, listed in ascending order of their primary or alterative bid submittal, whichever was lower:
|
Vendor |
Primary |
Alternative |
|
Pro Audio Video, Inc. |
$62,935.25 |
$840.00* |
|
ASF Productions, Inc. |
$65,648.00 |
$62,318.00 |
|
Koncept Systems LLC |
$69,995.09 |
N/A |
|
8761 A Ely Rd |
$82,153.00 |
$82,153.00 |
|
Solotech Sales & Integration USA Inc. |
$86,715.24 |
N/A |
*Note - The lowest apparent bid was for an alternate, submitted by Pro Audio Video, Inc. in the amount of $840. However, the alternative bid submitted by Pro Audio Video, Inc. was significantly lower than the others because they only included the alternate pricing for line items #9, #10, and #11, rather than for a complete alternate proposal.
The alternate lines pertain to various types of cabling required for the lighting system upgrade. When these alternate line items are substituted for their corresponding items in the primary proposal, the resulting total alternate bid amounts to $61,344.25.
|
Item |
Description |
Qty |
Unit Cost |
Total |
|
1 |
LED Ellipsoidal Fixture |
14 |
$997.00 |
$13,958.00 |
|
2 |
LED Wash Fixture 18 LEDS |
15 |
$663.00 |
$9,945.00 |
|
3 |
LED Batten Stage Lighting Fixture 40" to 50" RGBAW |
12 |
$825.00 |
$9,900.00 |
|
4 |
LED moving yoke spot fixture, lightweight |
4 |
$2,394.00 |
$9,576.00 |
|
5 |
ETC Brand current Constant Current Modules |
24 |
$253.00 |
$6,072.00 |
|
6 |
Clamp medium duty |
16 |
$13.00 |
$208.00 |
|
7 |
Half Coupler Clamp for spots |
8 |
$27.75 |
$222.00 |
|
8 |
Data Stream |
1 |
$142.00 |
$142.00 |
|
9 |
10' 5 pin DMX Cable shielded |
40 |
$14.00 |
$560.00 |
|
10 |
25' 5 pin DMX cable shielded |
8 |
$25.00 |
$200.00 |
|
11 |
100' 5 pin DMX cable shielded |
1 |
$80.00 |
$80.00 |
|
12 |
20 amp Stage pin male connector |
45 |
$7.25 |
$326.25 |
|
13 |
Removal of Existing Fixtures and Accessories |
1 |
$3,385.00 |
$3,385.00 |
|
14 |
Installation of New Fixtures and Accessories |
1 |
$4,200.00 |
$4,200.00 |
|
15 |
Calibration/Testing |
1 |
$2,570.00 |
$2,570.00 |
|
|
Total |
|
|
$61,344.25 |
Additionally, the Procurement Department reached out to Pro Audio Video, Inc. to confirm the details of their alternate proposal, and was informed that both Pro Audio Video, Inc.’s primary and alternate bids were inaccurate and the person who made the proposals was no longer with the company. As a result, the vendor formally requested to withdraw both bids from consideration.
In addition, the alternative bid from 8761 A Ely Rd is a mistake and was actually a duplicate of their primary bid.
4. The Recreation Department evaluated the next lowest bidder, which was ASF Productions, Inc., which submitted a primary bid in the amount of $65,648 and an alternative bid in the amount of $62,318.
5. Upon review of ASF Productions, Inc.'s alternate submittal, the Recreation Department determined that the proposed alternate lighting products are approved equivalents to those specified in the solicitation.
6. As a result, the Recreation and Cultural Departments reviewed the proposals and deemed ASF Productions, Inc. to be the lowest, most responsive/responsible bidder.
7. In addition, ASF Productions, Inc., has also completed the Equal Benefits Certification Form and has stated that the "Contractor currently complies with the requirements of this section."
8. Request Commission to award IFB # RE-25-01 “Stage Lighting for the Susan B. Katz Theater of the Performing Arts” to the most responsive/responsible bidder, ASF Productions, Inc., in the amount not to exceed $65,433.90, which includes an owner's contingency amount of $3,115.90.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: Amount not to exceed $65,433.90, which includes an owner's contingency amount of $3,115.90.
b) Amount budgeted for this item in Account No: Funds are available in account # 001-519-6001-546155-0000-000-0000 (R&M Land Bldg - SCH Major Proj.)
c) Source of funding for difference, if not fully budgeted: Not Applicable.
d) 5 year projection of the operational cost of the project: Not Applicable.
e) Detail of additional staff requirements: Not Applicable.
FEASIBILITY REVIEW:
A feasibility review is required for the award, renewal and/or expiration of all function sourcing contracts. This analysis is to determine the financial effectiveness of function sourcing services.
a) Was a Feasibility Review/Cost Analysis of Out-Sourcing vs. In-House Labor Conducted for this service? Not Applicable.
b) If Yes, what is the total cost or total savings of utilizing Out-Sourcing vs. In-House Labor for this service? Not Applicable.