TITLE
Recommendation to adopt Specifications No. PA-02510 and award a contract to Sport Supply Group, dba BSN Sports, of Corona, CA (not a MBE, WBE, SBE or Local), in an annual amount not to exceed $170,000 for furnishing and delivering sports and athletic equipment for a period of one year, with the option to renew for two additional one-year periods, at the discretion of the City Manager. (Citywide)
DISCUSSION
City Council approval is being requested to enter into a contract for furnishing and delivering sports and athletic equipment to support ongoing Department of Parks, Recreation and Marine . (PRM) programs and related activities citywide.
Each year, PRM has almost three million users and visitors to its many facilities, including: 156 parks, 24 community centers, three indoor pools, 34 tennis courts and 52 other game courts. Programs provided by the City utilizing sports and athletic equipment help PRM's goal to ensure parks and recreation facilities meet budget and program needs, while enhancing and delivering a positive experience for the needs and interests of residents and visitors. This contract will help support the programs and services provided to all age groups and the City Manager's key outcome to promote youth and family participation in productive social and economic activities.
The programs and facilities utilizing this equipment include: youth and adult sports; aquatic programs; game courts; after school, summer, weekend and mobile recreation using four Mobile Recreation Trucks with supervision across the City. The Youth Sports Program is offered at 26 sites and nine schools sites and engages over 6,000 youth participants in four seasons of sports. The Adult Sports Program is offered throughout the year and includes roller hockey, baseball, softball, slow pitch, basketball, volleyball, kickball, and flag football, with over 120,000 participation days. Unfortunately, vandalism has become a growing issue and has caused the need to replace equipment more frequently including backboards, rims, tennis nets, screening, etc.
The bid for furnishing and delivering sports and athletic equipment was advertised in the Press Telegram on March 1, 2010, and 215 potential bidders specializing in sports equipment were notified. Of those bids, 38 downloaded the bid via our electronic bid system. The bid document was made available from the Purchasing Division, located on the seventh floor of City Hall, and the Division's website at www.lonqbeach.qov/purchasinq. A bid announcement was also included in the Purchasing Division's weekly update on Open Bid Opportunities, which is sent to 30 local, minority and women's business groups. Five bids were received and a public bid opening occurred on March 24, 2010. Of those five bidders, none were Minority-owned Business Enterprises (MBEs), none were Women-owned Business Enterprises (WBEs), two were Small Business Enterprises (SBEs) and none were Long Beach businesses (Local). Sports Supply Group, of Corona, CA (not an MBE, WBE, SBE or Local), was the lowest responsible bidder.
Local Business Outreach
Our outreach goal during the bid process is to encourage Long Beach businesses to take advantage of local preferences offered by the City and submit bids for City contracts. We assist businesses with registering on our Bids Online database to download the bid specifications. Of the Long Beach businesses registered for providing sports equipment, none of them were able to provide a bid for sports equipment. We contacted various local companies such as Soccer City, Target, Kmart and Big 5 and they did not participate in the bid process. The Purchasing Division will continue to seek local vendors for these supplies to participate in future bid opportunities.
This matter was reviewed by Deputy City Attorney Amy R. Burton and Budget Management Officer Victoria Bell on June 15, 2010.
TIMING CONSIDERATIONS
City Council action to adopt Specifications No. PA-02510 and award a contract concurrently is requested on July 6, 2010 to ensure that a contract is in place expeditiously and thereby avoiding the delay of purchasing sports equipment in order for our recreational programs to have supplies for upcoming summer programs.
FISCAL IMPACT
The cost of this annual contract is $170,000 and is budgeted in the General Fund (GP), the General Grants Fund (SR 120), and in the Tidelands Operating Fund (TF 401) in the Department of Parks, Recreation and Marine (PRM).
SUGGESTED ACTION
Approve recommendation.
Respectfully Submitted,
LORI ANN FARRELL
DIRECTOR OF FINANCIAL MANAGEMENT/CFO
APPROVED:
PATRICK H. WEST
CITY MANAGER