Title
Consider a memorandum/resolution authorizing the purchase of the replacement stage at the Killeen Civic and Conference Center from StageRight in the amount of $90,028.
Summary
DATE: August 1, 2023
TO: Kent Cagle, City Manager
FROM: Tiffanie McNair, Executive Director of Community Development
SUBJECT: KCCC Stage Replacement
BACKGROUND AND FINDINGS:
The stage at the Killeen Civic and Conference Center is 21 years old, and many of the parts are at the end of their usable life. The inserts are wearing down with repeated use, some welds have begun to crack, back rails have become worn and are very difficult to attach to the stage. These issues pose a safety hazard and concern for customers who utilize the stage.
Since the current stage is no longer produced, a complete stage replacement is the only option to continue offering a safe, clean, professional stage for customers. This replacement was included in the FY 2023 budget as a decision package.
The Killeen Civic and Conference Center requested quotes from three stage manufacturers, and the following quotes were received.
Company Quote Amount
StageRight $90,028
Sico $91,473
MityLite $104,287
Staff evaluated the quotes and found StageRight to be responsive and below the estimated cost for stage replacement budgeted in FY 2023. Staff recommends acceptance of the quote from StageRight, in the amount of $90,028, utilizing the Buyboard cooperative agreement (#667-22).
THE ALTERNATIVES CONSIDERED:
1. Do not approve the purchase of a replacement stage.
2. Approve the purchase of a replacement stage from another vendor.
3. Approve the purchase of a replacement stage from StageRight, in the amount of $90,028.
Which alternative is recommended? Why?
Staff recommends alternative number 3, acceptance of the quote from StageRight, in the amount of $90,028. Staff evaluated the quotes and found StageRight to be responsive and below the estimated cost for stage replacement budgeted in FY 2023.
CONFORMITY TO CITY POLICY:
Yes, purchasing from StageRight conforms to city policy based on their BuyBoard cooperative contract. The purchase will utilize BuyBoard cooperative contract #667-22. Purchases made through a cooperative contract are exempt from the competitive bidding process as stated in Texas Local Government Code (TLGC) section 271.102, subchapter F; local government that purchases goods or services under this subchapter satisfies any state law requiring the local government to seek competitive bids for the purchase of the goods or services.
FINANCIAL IMPACT:
What is the amount of the expenditure in the current fiscal year? For future years?
The amount is $90,028 in FY 2023. No expenses are expected for this project in future fiscal years.
Is this a one-time or recurring expenditure?
This is a one-time expenditure with fixed costs.
Is this expenditure budgeted?
Yes, funds are available in the Hotel Occupancy Fund Conference Center account 214-0705-457.61-50.
If not, where will the money come from?
N/A
Is there a sufficient amount in the budgeted line-item for this expenditure?
Yes
RECOMMENDATION:
Staff recommends the City Council authorize the purchase of the replacement stage at the Killeen Civic and Conference Center from StageRight in the amount of $90,028. The staff also recommends that the City Council authorize the City Manager to execute all necessary contract documents and that the City Council expressly authorize the City Manager to execute any and all change orders within the amounts set by state and local laws.
DEPARTMENTAL CLEARANCES:
Finance
Legal
ATTACHED SUPPORTING DOCUMENTS:
StageRight Quote 12479
1295
Buyboard contract document