City Council Meeting Date: October 3, 2023
To: Mayor and City Council
City Administrator
From: David Bennett, Public Works Director/City Engineer
Charlie Fredericks, Streets and Parks Manager
Title
Consider Accepting Bids and Awarding Contract - Purchase of Mobile Stage.
Body
Action Requested:
Staff recommends approval of the attached Resolution accepting bids and awarding the contract for the purchase of a mobile stage with Stageline.
Summary Report:
The City Council is being asked to award the contract for the purchase of a mobile stage to replace the Showmobile. The Specifications were completed by staff, and at the August 22, 2023 City Council Meeting, the Council authorized the advertisement for bids via Resolution 2023-075. The ad for bid was published in the Northfield News and on the City of Northfield website.
The City received one (1) competitive bid (Attachment 1), which was publicly opened and tabulated on September 21, 2023 at 2:00 p.m. The bid was for $192,975 from Stageline Mobile Stage Inc. This purchase is identified in Resolution 2022-085, which authorizes $200,000 in American Rescue Plan Act (ARPA) spending.
Staff is recommending that the bid be awarded. The existing stage has reached the end of its useful life and can no longer be repaired or maintained by the manufacturer.
Background
Funding received from the American Rescue Plan Act (ARPA) was allocated to replace the existing mobile stage. Specifications for the new stage were developed, with consideration given to the various community events that utilize the stage, as well as maintenance and setup of the stage. The bids received for the stage will be brought back to Council for approval and authorization of purchase at the October 3rd meeting.
The existing stage is at the end of its useful life and in need of major repairs. The company that built and services the stage can no longer repair nor update it. The new stage would give more options to community events and local organizations who reply on it.
The mobile stage is utilized at more than 15 community events each year, including the Summer Concert Series, Third Thursday Block Parties and the Vintage Band Festival. The new stage specifications were created with these events/users in mind.
Staff consulted with Vintage Band Festival representatives, a local private stage rental business that provides numerous brand stages locally, regionally, and across the nation.
The stage will be fully ADA accessible as included in a provision of the specifications that are attached.
Alternative Options:
Staff does not recommend any alternative actions outside of considering award of contract. This was authorized for use of these federal funds by the City Council previously.
Financial Impacts:
$192,975 in APRA funds.
Estimated cost = $195,000
Budgeted funds (origination was from reimbursed ARPA funds) = $200,000
Tentative Timelines:
Delivery of the stage would tentatively be mid-summer 2024.