ITEM 6-G
City Council Meeting: August 7, 1990
TO: Mayor and City Council
FROM: City Staff
SUBJECT: Resolution Waiving Competitive Bidding and Authorizing
the City Manager to Negotiate and Execute a Contract to
Design, Furnish and Construct an Outdoor Computer
Programmable Message Display at the Civic Auditorium
INTRODUCTION
This report requests that the City Council adopt the attached
resolution waiving competitive bidding and authorizing the City
Manager to negotiate on the open market to execute a contract to
design, furnish and construct an outdoor computer programmable
message display board at the Civic Auditorium.
BACKGROUND
The display board will replace the existing sign and be installed
in the same location outside the Civic Auditorium. This display
will be remotely operated from the Auditorium Office and has the
capability of being programmed so that an assortment of static
and graphic displays can be produced. The display will be
readable, both day and night, from approximately 500 feet. The
new display board was part of the 1989-1990 Capital Improvements
Program.
A notice inviting bids was published on May 18 and 21, 1990, in
the Outlook and four construction journals. Bidding documents
were sent to five DBE contracting associations and were requested
by three contractors. Bids were opened and read publicly by the
Deputy City Clerk on June 11, 1990.
Two bids were received as follows:
Chief Neon Sign Co. Inc. $ 99,990.00
Visual Information Systems Inc. $ 74,950.00
City Engineer's estimate $ 100,000.00
The bid from Visual Information Systems Inc. was determined to be
non-responsive on the basis that specification requirements were
not met as follows:
Nine fonts submitted instead of the required 12.
Maximum of 1.2 frames/second furnished instead of the
required 5.0 frames/second
Ten months of successful system operations instead of
the required 5 years.
The high bid from Chief Neon Sign Co. met all specification
requirements, however, the bid cost exceeded the available funds
when the contingency costs were considered.
To rebid the project would result in a delay of two months to
reissue contract documents and allow contractors adequate time to
prepare bids and may not result in a responsive bid within the
budget.
Section 608 of the City Charter of Santa Monica states the City
Council, after rejecting bids, may determine by resolution that
the work may be purchased at a lower price on the open market.
BUDGET/FINANCIAL REPORT
Funds Required
Contract (Approx.) $ 92,500
Contingency (5%) 4,327
Total $ 96,827
Funds in the amount of 96,827.00 are available in CIP
Account 32-740-621-27390-8911-99183.
RECOMMENDATION
It is recommended that City Council:
(1) Adopt the attached resolution rejecting bids and
waiving competitive bidding for the design,
furnishing and construction/installation of an
outdoor display board at the Civic Auditorium;
(2) Authorize the City Manager to negotiate with a
responsible contractor and execute a contract for
the foregoing design/construction; and
(3) Authorize the City Manager to issue any necessary
change orders to complete additional work in
conformance with the Administrative Instructions.
Prepared by: Stan Scholl, Director of General Services
Barbara Franklin-Moran, Director of Cultural and
Recreational Services
Carole Curtin, Manager of the Civic Auditorium
Dave Britton, Acting City Engineer
RESOLUTION NUMBER ________
(CITY COUNCIL SERIES)
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA
MONICA AUTHORIZING THE CITY MANAGER TO NEGOTIATE AND
EXECUTE A CONTRACT FOR THE DESIGN, FURNISHING AND
CONSTRUCTION/INSTALLATION OF AN ELECTRONIC SIGN AT THE
CIVIC AUDITORIUM
WHEREAS, Section 608 of the Santa Monica City
Charter provides that the City Council after rejecting bids may
declare and determine in its opinion that work may be purchased
or performed at a lower price in the open market or with City
employees; and
WHEREAS, the high bid received for the design,
furnishing and construction/installation of an electronic sign at
the Civic Auditorium was in excess of budget; and
WHEREAS, the low bid received for the work was
non-responsive to the specification requirements,
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF
SANTA MONICA DOES RESOLVE AS FOLLOWS:
SECTION 1. The City Council rejects all bids for
the design, furnishing and construction/installation of an
electronic sign at the Civic Auditorium.
SECTION 2. In accordance with Santa Monica City
Charter Section 608, the City Council declares and determines
that, in its opinion, a contract within the budget can be
negotiated in the open market, and waives competitive bidding for
the said improvements.
SECTION 3. The City Manager is authorized to
negotiate and execute a contract for the design, furnishing and
construction/installation of an electronic sign at the Civic
Auditorium.
SECTION 4. The City Clerk shall certify to the
adoption of this Resolution, and thenceforth and thereafter the
same shall be in full force and effect.
APPROVED AS TO FORM:
____________________
ROBERT M. MYERS
City Attorney