Title
Consider and take action on a resolution authorizing an agreement with Qualite Sports Lighting LLC for retrofit lighting at The Ballpark at League City in an amount not to exceed $750,000 (Executive Director of Facilities, Information Technology & The Ballpark)
Background:
Approval of this resolution will authorize funding in the amount of $750,000 to replace all field lighting at The Ballpark, including:
• Six (6) baseball fields
• Two (2) multipurpose soccer fields
• One (1) large multipurpose soccer field
A competitive bidding process was conducted under Invitation to Bid RFP 25-009 (Retrofit Lighting), with five (5) proposals received on January 28, 2024. After evaluation, Qualite Sports Lighting LLC was selected as the best-evaluated proposer, with substantial completion scheduled for May 2025. The company also meets all compliance requirements under the Buy America Act (BAA).
The multipurpose fields should generate an additional $150,000 per year due these fields being available to rent at night with illumination.
Cost Breakdown & Negotiated Agreement:
Scope of Work Proposed Cost
Base proposal (3 baseball fields) $353,362
Alternate 1 (3 remaining baseball fields) $345,752
Alternate 2 (multipurpose fields) $135,565
Total $834,679
Purchasing received a best and final offer of $780,479
Staff and Purchasing negotiated a final contract amount of $750,000 based on the payment schedule below:
The project payment schedule is as follows:
• 25% deposit upon approval ($187,500)
• 25% due upon delivery ($187,500)
• 50% due upon completion ($375,000)
The fiscal year 2025 budget allocated $300,000 under the Ballpark equipment budget for this project. The additional $450,000 is available in the fund balance from the initial $1,000,000 transfer from the General Fund.
Staff recommends replacement of lighting at the six baseball fields in FY2025 based on the ability to (1) lock in today’s pricing anticipating the remaining three fields are proposed in the FY2026 budget, (2) awarding replacement of the six fields saves roughly $8,000 in mobilization cost compared to splitting the purchase, and (3) completing the replacement for all fields in one contract ensures a consistent lighting vendor / system for The Ballpark.
Attachments:
1. Proposed Resolution
2. Exhibit A - Qualite Sports Lighting LLC agreement
3. Award notification letter
4. Bid Tabulation
FUNDING
{ X } Funding in the amount of $300,000 is available from 23254630-55730 Ballpark Maintenance Equipment. A future budget amendment is required in the amount of $450,000 to establish the budget of $750,000. The $450,000 is available in the fund balance from the initial $1,000,000 transfer from the General Fund.
STRATEGIC PLANNING
{ X } Addresses Strategic Planning Critical Success Factor #4 - Quality Community Amenities