Item Number: 12
City Council / Board of Directors
Written Communications
Meeting of: May 6, 2025
Submitted By:
Donna Meester, Community Services Director
Subject:
Replacement Scoreboards and Wireless Controllers for Various City Parks Recommendation:
That the Honorable City Council:
(1) Adopt City Council Resolution 25-037 thereby accepting a donation in the amount of $137,275.75 from Benefit Everyone, Assist Recreation and Sports (B.E.A.R.S.), for the purchase of twelve (12) scoreboards and wireless controllers for various City Parks;
(2) Adopt City Council Resolution 25-037 thereby amending the annual budget for fiscal year 2024-2025 to reflect an additional appropriation of $18,475.75; and (3) Award the piggyback purchase, under The Interlocal Purchasing System (TIPS) Contract 220901, of scoreboards and wireless controllers to Electro-Mech Scoreboard Company in the amount not to exceed $137,275.75.
Fiscal Impact:
The recommended action will result in an increase of $18,475.75 in revenue and expense in the following accounts for fiscal year 2024-2025:
Donation Improvements Not Buildings
1056050-47410 1056050-55070-81074
Funds in the amount of $118,000 for this expenditure have been appropriated in the fiscal year 2024-2025 budget in account 1056050-55070-81074; the additional appropriation of $18,475.75 will provide sufficient funds for the purchase of scoreboards and wireless controllers in the amount of $137,275.75. Given the donation is sufficient to cover the expenditure, there is zero net cost to the City for this project.
Strategic Plan Goal:
This item aligns with Strategic Goal E, Invest in Infrastructure, focuses on creating a healthy and livable community by maintaining the City’s assets through investment in 4 0
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infrastructure and innovations. The utilization of this donation will provide the community with suitable amenities for ballfields in parks and better meet the needs of the community.
Background:
In September 2024, staff assessed scoreboard operations at several parks, including Center Street, Hook, Liberty, Mojave Vista, and Sunset Ridge. It was discovered that, except for Sunset Ridge Park, the scoreboards were either not operational, lost connectivity to the hardwired controller, or in need of major repairs. In addition, apart from Sunset Ridge Park, the existing scoreboards are over twenty years old and utilize costly incandescent bulbs for scoreboard illumination.
Staff researched a variety of qualified vendors and modern scoreboards that include LED illumination and wireless controllers. Staff were apprised of the City’s membership with TIPS and the access to discount pricing based on nationally advertised competitively bid contracts that offer purchasing contracts to its members.
Through the TIPS website, staff found Electro-Mech Scoreboard Company to be a qualified vendor. The quote received (Attachment B) includes production and delivery of twelve (12) scoreboards and wireless controllers, with a TIPS’ discount of $12,820.00.
The Facilities Division will provide installation. Attachment C includes a rendering of the selected scoreboards.
Discussion:
On September 1, 2022, TIPS posted an RFP (Attachment D) for “Goods Items” as it relates to scoreboards and associated parts and accessories. Vendors were required to provide discount prices on selected “catalog” items. On October 21, 2022, Electro-Mech Scoreboard Company was awarded a Contract (Attachment E). As a TIPS member, the City may piggyback upon and utilize this contract as our own solicitation for legal procurement.
Per the City’s Municipal Code § 2.28.120, for Purchasing of Supplies and Equipment through Cooperative Purchasing Agreements, the City may utilize various cooperative purchasing programs to take advantage of volume pricing through TIPS Cooperative Program. As a TIPS member, the City has access to competitively procured contracts saving time and financial resources necessary to fulfill the City’s bid requirements with access to national discounted priced supplies and equipment that cannot be procured from local dealers. The piggyback of the TIPS contract fulfills the City’s legal obligations of competitive bidding requirements, thus providing significant savings.
Staff recommends that City Council adopt Resolution No. 25-037 to accept the donation in the amount of $137,275.75 from B.E.A.R.S., founded by Doris Davies, and amend the Fiscal Year 2024/2025 annual budget for the associated revenue and expenses; and award the purchase of the scoreboards and wireless controllers to Electro-Mech Scoreboard Company in the amount of $137,275.75.
Staff is available for any questions the Council may have. 4 0
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Attachments: A. Resolution No. 25-037
B. Electro-Mech Scoreboard Company Quote
C. Scoreboard Rendering
D. TIPS Request for Proposal
E. Electro-Mech Scoreboard Company TIPS Contract