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CONSENT CALENDAR
City of San Bernardino
Request for Council Action
Date: January 15, 2025
To: Honorable Mayor and City Council Members
From: Rochelle Clayton, Acting City Manager;
Ernesto Salinas, Interim Director of Parks & Recreation and Operations & Forestry
Department: Parks & Recreation and Operations & Forestry Subject: Approve the Purchase of a Mobile Stage Trailer in the amount of $191,390 for Special and Citywide Events
(All Wards)
Recommendation:
It is recommended that the Mayor and City Council of the City of San Bernardino, California adopt Resolution No. 2025-013:
1. Approving the award of a Mobile Stage Trailer Agreement with Stageline Mobile Stage in the amount of $191,390 for the purchase of a mobile stage trailer; and
2. Authorizing the City Manager or his designee to execute the Professional Services Agreement (PSA) between the City of San Bernardino and Stageline Mobile Stage; and
3. Authorizing the Director of Finance & Management Services to issue a purchase order in the amount of $ 191,390 to Stageline Mobile Stage for the purchase of the mobile stage trailer.
Executive Summary
This agreement authorizes the purchase of a mobile stage trailer from Stageline Mobile Stage. The mobile stage trailer will allow the department to have host concerts in the park and at several locations within the city during the renovation of Roosevelt Bowl.
The mobile trailer will also afford for additional entertainment options for special events year-round.
Background
The Parks and Recreation Department focuses on community engagement and 2 2
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provides memorable experiences year-round for residents. The department has recently expanded its offerings to include an array of activities such as summer concerts, movies in the park, festivals, and beloved traditions like Miracle on Court St. and the Dia de Los Muertos event.
Staff analyzed the cost benefit of continuing to rent a stage versus purchasing a mobile stage. Over a five-year period, the cumulative cost of such rentals amounted to $350,000. Purchasing a stage, however, was estimated at $125,000. As a result, staff determined it was more cost beneficial to purchase a mobile stage trailer.
In fiscal year 2023-2024 staff requested $125,000 budget increase for the purchase of the mobile stage trailer during mid-year budget request. This request was approved and staff was able to request for quotes for a mobile stage trailer.
Discussion
In an effort to optimize resources and provide for a more efficient, readily available stage, the department proposes purchasing this mobile stage trailer. In collaboration with procurement, staff submitted an RFP in of March 2024; however, the bids submitted were rejected as they did meet the minimum requirements of the RFP. The department then resubmitted the public bidding in June of 2024. Two sealed bids were received as illustrated below:
Bidder City Base Bid
Monmouth Solutions, Inc. Lowell, MA $ 859,989.00
Stageline Mobile Stage L'Assomption, Quebec $ 191,390.00 Stageline Mobile Stage provided the lowest bid and met all technical specifications required for the trailer and was therefore selected by staff. The mobile stage trailer represents a versatile asset that can be leveraged for additional revenue streams, with the capacity to rent out the stage to community partners for park reservations. This supplementary income not only offsets operational costs but also contributes to the sustainability of the department's initiatives. By seizing this opportunity, the Parks and Recreation Department not only enhances its event management capabilities but also reinforces its commitment to enriching the lives of residents through accessible and inclusive recreational experiences.
2021-2025 Strategic Targets and Goals
This request aligns with Strategic Target No. 3.b. Improved Quality of Life - Increase the ability of residents in underserved areas, as well as improve the health and wellness through educational and outdoor recreational activities.
Fiscal Impact
There is sufficient funding in the department’s budget to cover the costs for the trailer.
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Conclusion
It is recommended that the Mayor and City Council of the City of San Bernardino, California adopt Resolution No. 2025-013:
1. Approving the award of a Mobile Stage Trailer Agreement with Stageline Mobile Stage in the amount of $191,390 for the purchase of a mobile stage trailer; and
2. Authorizing the City Manager or his designee to execute the Professional Services Agreement (PSA) between the City of San Bernardino and Stageline Mobile Stage; and
3. Authorizing the Director of Finance & Management Services to issue a purchase order in the amount of $ 191,390 to Stageline Mobile Stage for the purchase of the mobile stage trailer.
Attachments
Attachment 1 Resolution 2025-013
Attachment 2 PSA – Stageline Mobile Stage
Attachment 3 Mobile Stage Trailer RFP-F-24-1003
Attachment 4 ReBid Mobile Stage Trailer RFP-F-24-1008 Ward:
All Wards
Synopsis of Previous Council Actions:
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