title
CC - CONSENT ITEM: (1) Waiver of Formal Bidding Pursuant to Culver City Municipal Code Section 3.07.075.F.3; and (2) Approval of a Purchase Order with Insane Impact for an LED Screen Trailer and Mobile Display in an Amount Not-to-Exceed $113,123.
body
Meeting Date: May 27, 2025
Contact Person/Dept: Ted Stevens/ PRCS
Phone Number: (310) 253-6682
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Public Hearing: [] Action Item: [] Attachments: Yes [X] No []
Public Notification: (Email) Meetings and Agendas - City Council (05/22/2025)
Department Approval: Ted Stevens, PRCS Director (05/06/2025)
_____________________________________________________________________
RECOMMENDATION
Staff recommends the City Council (1) waive the formal bidding requirements, pursuant to Culver City Municipal Code (CCMC) Section 3.07.075.F.3; and (2) approve a purchase order with Insane Impact for an LED Screen Trailer and Mobile Display in an amount not-to-exceed $113,123.
BACKGROUND/DISCUSSION
Throughout the year, the Parks, Recreation and Community Services (PRCS) Department hosts a number of events that need projections, such as the movies during the Movies in the Park series and the Rotating Informational Signage at Fiesta La Ballona. By purchasing a mobile LED screen and trailer, the department could eliminate the annual contracts it has to set up for projector screens and to run movies. It also would allow for more information to be shown at events that traditionally did not utilize screens or projections. PRCS is also open to loaning the trailer and screen to other departments in order to enhance community events, such as the upcoming events for the 2028 Olympics and the 2026 World Cup.
PRCS is requesting that this procurement be exempt from formal bidding procedures pursuant to CCMC 3.07.075.F.3 because there is a lack of consistency of the product among competing companies, and it would be contrary to the best interests of the City to conform to the formal bidding procedures set forth in CCMC 3.07.075. PRCS has received three quotes for the product. Insane Impact offers a trailer and a 16x9 size screen with a resolution of 720x432. The system is battery operated with a run time up to 15-17 hours. The trailer includes a fully enclosed self-contained production cabinet with integrated audio-visual equipment provided. Additionally, Insane Impact offers an 11-year warranty on the item and works with its clients to help rent the equipment to neighboring communities through a revenue sharing agreement.
Other companies that provided quotes only had screens that were 17x10 instead of the 16x9. PRCS wishes to go with the smaller screen for storage purposes. Other companies also only offered a 3-year warranty, which lowered their cost. PRCS prefers the 11-year warranty in order to ensure the long life of the product. Finally, unlike Insane Impact, many of the companies do not have a battery powered option and must be powered by a generator which generates exhaust and noise. Jumbotron, which came in with a lower price than Insane Impact, does not include a generator or the integrated audio-visual equipment.
Staff recommends the City Council approve a purchase order with Insane Impact in an amount not-to-exceed $113,123.
FISCAL ANALYSIS
The Adopted Budget for Fiscal Year 2024-2025 includes sufficient funding in the amount of $113,123 to cover the cost of this purchase in Account No. 10130110.619800 (Veterans Memorial Complex - Other Contractual Services) which can be found in the Park, Recreation, and Community Services section of the budget book on page 256.
ATTACHMENTS
1. 2025-05-27 - ATT 1 Quote from Insane Impact
2. 2025-05-27 - ATT 2 Warranty from Insane Impact
3. 2025-05-27 - ATT 3 Back-up Quotes for Procurement
MOTIONS
That the City Council:
1. Waive formal bidding requirements pursuant to CCMC Section 3.07.075.F.3 finding that it would be contrary to the best interests of the City; and
2. Approve a purchase order with Insane Impact for LED Screen Trailer and Mobile Display in an amount not-to-exceed $113,123; and,
3. Authorize the Purchasing Officer to issue such Purchase Order.