HomeMy WebLinkAboutE-10 Staff Report - Approve Homerun Fence purchaseCONSENT ITEM
E-10
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
VIA: SEGIO GONZALEZ, CITY MANAGER
FROM: ROBERT DELGADILLO, DIRECTOR OF PUBLIC WORKS/CITY ENGINEER
DATE: OCTOBER 19, 2020
SUBJECT: APPROVE THE PURCHASE OF SPORTAFENCE WHEELED SYSTEMS
PORTABLE FENCE SECTIONS
BACKGROUND:
With the Azusa Raiders Football program moving from Northside Park to Memorial Park, the existing
homerun fence needed to be removed to accommodate a regulation size football field. The Softball
program was also moved to Northside Park which currently has no homerun fence. While removing the
existing homerun fence at Memorial Park, staff encountered several issues which resulted in panels
being damaged or post foundations being pulled from the ground. The purchase of the portable fences
for Memorial Park and Northside Park will allow for more versatility while trying accommodating
various sports programs and tournaments. Installing and removing the fence will also be less strenuous
on City staff and require less working hours.
RECOMMENDATION:
Staff recommends the City Council take the following actions:
1)Waive purchasing procedures as authorized under Azusa Municipal Code Section 2.520(b), Sole
source purchases, and approve the purchase of the SportaFence Wheeled Systems in the amount
not to exceed $75,068.96 from SportaFence Marketing Enterprises, LLC.
2)Authorize the City Manager to execute a purchase agreement with SportaFence Marketing
enterprises, LLC for the purchase of the SportaFence Wheeled Systems and proposed
attachments.
APPROVED
CITY COUNCIL
10/19/2020
SportaFence Portable Fence Purchase
October 19, 2020
Page 2
ANALYSIS:
With the Azusa Raiders Football program moving from Northside Park to Memorial Park, the existing
homerun fence needed to be removed to accommodate a regulation size football field. The Softball
program was also moved to Northside Park which currently has no homerun fence. While removing the
existing homerun fence at Memorial Park, staff encountered several issues which resulted in panels
being damaged or post foundations being pulled from the ground. The purchase of the portable fences
for Memorial Park and Northside Park will allow for more versatility while trying accommodating
various sports programs and tournaments. Installing and removing the fence will also be less strenuous
on City staff and require less working hours.
The baseball field at Memorial Park is host to a number of leagues and tournaments which would result
in a loss of revenue if a homerun fence is not in place. Similarly, the fields at Northside Park are utilized
by various sports leagues outside of softball season. It is estimated that the revenue over several years
would cover the cost of the portable fence systems.
The City’s purchasing procedures allow for the acquisition of unique commodities that can only be
obtained through one vendor. In this case, SportaFence Marketing Enterprises, LLC was able to provide
the City with a Sole Source memorandum which explains their products’ United States Patent.
FISCAL IMPACT:
If approved by Council, staff will utilize the Capital and Infrastructure Replacement Reserve Fund,
account number 46-000-000-000-7140 for the $75,068.96 purchase of the SportaFence Wheeled
Systems’ portable fence, leaving an approximate remaining balance of $296,282 in the Reserve account
for future projects.
Prepared by: Reviewed and Approved by:
Robert Delgadillo, P.E. Sergio Gonzalez
Director of Public Works/ City Manager
City Engineer
Fiscal Impact Reviewed by:
Talika M. Johnson
Director of Administrative Services
Attachments:
1)SportaFence Marketing Enterprises, LLC Sales Quote
2) SportaFence sole Source Memorandum
3)SportaFence Product Warranty
Quote NO.
DATE
TO
SALESPERSON JOB SHIPPING
METHOD
SHIPPING
TERMS
DELIVERY
DATE
Dan Gentry City of Azusa Ground TBD 25% deposit at time of order =$18,643.14
75% payment at completion by the factory =$55,929.43
Total Amount =$74,572.58
QTY ITEM #UNIT PRICE Upgrade LINE TOTAL w/o
Upgrade
38 101 695.00$ 26,410.00$
2 110 $40.00 80.00$
57 101 695.00$ 39,615.00$
2 110 $40.00 80.00$
-$
-$
-$
-$
-$
-$
-$
-$
-$
SUBTOTAL 66,185.00$
SALES TAX 9.5%6,287.58
DELIVERY CHARGE 2,100.00
TOTAL 74,572.58$
Note: At the time of delivery the client will need to provide a fork lift to off load the portable fencing
system.
Make all checks payable to SportaFence Marketing Enterprises LLC
Sales Quote is good for 30-days!
(916) 715-6287
DESCRIPTION
SALES QUOTE
1007201
October 7, 2020
5201CUSTOMER ID
SportaFence Marketing Enterprises, LLC.
Dan Gentry, President
2058 Ladera Dr.
dgentry@sportafence.com
Lincoln, CA 95648
PAYMENT
TERMS
SportaFence wheeled system 6' X 10'
Portable Fence Sections with black coated
wire and yellow safety topper.
Wheeled panel - Leverage tool
SportaFence wheeled system 6' X 10'
Portable Fence Sections with black coated
wire and yellow safety topper.
Wheeled panel - Leverage tool
Marc Gonzales, Recreation Superintendent
City of Azusa
320 N. Orange Place
Azusa, CA 91702
O: (626) 812-5201
mgonzales@azusaca.gov
Azusa, CA 91702
Note: At the time of delivery the client will
need to provide a fork lift to off load the
portable fencing system.
Delivery Time: Approximately 5-8 weeks from time of order. Order will be place as soon as a Purchase Order is received. The Factory will make
every effort to compete and ship the order sooner than the 5-8 weeks, but cannot guarantee an early completion date at this time.
SHIP TO
SportaFence specifications:
1.6' x 10' portable fence sections
2. Segments are inter-locking chain link panels with connectors that secure the panels together to
form one continuous fence.
3. Panels are constructed of 1 5/8" galvanized steel piping and weigh no less than 175 lbs. per panel.
4. The fencing material is 8-gauged black vinyl coated chain link wire.
5. Each panel has 1 ½” solid core retractable wheels (4 wheels per panel).
6. Each panel has a yellow safety topper cut to size but not installed.
7. Able to take a 500 lbs front impact without falling over
8. Portable outfield sports fence that is not secured into the ground and can withstand a 50 mph
wind from the front side of the fence and 30 mph wind back side of the fence
9. Production time of panels are 5-8 weeks from when a purchase order is issued.
10. Manufacture warranty is one year unlimited and five years limited warranty.
XXXXXX
XXXXXX -$75,068.96
- $6,783.96 (10.25%)
Attachment 1
September 3, 2020
Robert Delgadillo, Public Works Director
City of Azusa
320 N. Orange Place
Azusa, CA 91702
Re: SportaFence Sole Source
Dear Robert,
SportaFence obtained patent from the United States Patent (NO: US 9,822,549 B2) and Trademark Office on
November 21, 2017 that is good for 18 years (2035). The patent abstract statement:
A portable fence system comprising a plurality of interlocking fence unity. Each fence unit has a main frame and a least one
wheel assembly deployable from a withdrawn position to an extended ground-engaging position for rolling. A fence member is
pivotally affixed to a forward portion of the main frame. The fence member may be lowered into a horizontal position for
storage and raised into a vertical position for use. Downwardly and rearwardly inclined braces extend from a top portion of the
fence member to the rear edge of the frame. Protective coverings are placed on portions of the fence member to prevent
injuries from impact therewith. Couplers are provided along opposing side portions of the fence member, so that adjacent
fence units may be interconnected and arranged to provide the desired length and configuration for the fence system.
Currently, there are no other products on the market with the combinations of stability, durability, and ability to be moved on
built-in adjustable wheels.
SportaFence Research
o SportaFence is the only commercial grade portable high impact (up 500 lbs. of impact - front) chain link
outfield fence on the market of this quality.
o SportaFence is the only portable outfield sports fence that is not secured into the ground and can
withstand a 50 mph wind - front.
o SportaFence is the only portable outfield sports fence that is five or six feet high.
o SportaFence is the only portable outfield sports fence that is adjustable on wheels that allow’ outfields to
be easily moved to variable field measurements.
o SportaFence is not aware of any product that is manufactured with the same material and combination of
components.
o It is not likely that the City of Azusa would receive two competitive bids that meet the design and
combination of materials and utility that is offered by SportaFence product. The Lackland Airforce Base,
City of Medford, Oregon, San Leandro School District, St. George, Utah, Wichita Public Schools, Kanas,
Louisiana State University (LSU) and the Military in South Korea all did formal bids for our product and
no other company could bid on the project.
SportaFence as described above is a sole source with conditions unique to its specific design and construction.
SportaFence has also been purchase as a sole source for the Military at Naval Air Station Sigonella, Italy and US
Army Wiesbaden Germany and many other government organizations. Therefore, it is not likely that the City of
Azusa would receive two competitive bids that meet the design and combination of materials and utility that is
offered by SportaFence product.
Regards,
Dan Gentry, President/Owner SportaFence Marketing Enterprises, LLC.
2058 Ladera Drive
Lincoln, CA 95648
(916) 715-6287 dgentry@sportafence.com
Attachment 2
Maintenance Suggestions: There is minimum upkeep for SportaFence. However, several items should be
checked annually. The framework is galvanized, but the welds are not. After the frame is welded together, all of
the welds are cleaned, primed and painted to match the silver color of the frame. There will be some rusting of
the welds which can be cleaned up with a wire brush and touched -up from time to time as needed. The wheels
have a Zerk fitting that should be greased annually, at the beginning of each year. The fence panel should be
checked to make sure that all the tie wires that hold the fence fabric to the frame are tight and have not broken
off. Loose ties can be tighten with pliers. Annually, inspect the bands that hold the fabric to the frame on each
end of each panel, ensuring that the nuts are tight and that the bar that runs through the end of the chain link fab-
ric has not slipped down. If this is the case then the bar should be put back into proper position and the nuts
tightened.
Storage Suggestions:
For Sportafence winter
storage, pull the bolt out of
the top of each brace and
fold them down, so they
lay along the back of the
base frame. Note: When
the pins are removed, the
fence panel will be unsup-
ported. Prior to removing
pins, have bracing ready.
Pull the pins that hold the
base frame to the fence
panel. After pulling the
pins, the fence panel and
base frame will pull apart
along with the two wheel
axles. The fence panels
may be stacked in a loca-
tion suitable for storage.
All of the frames are inter-
changeable so SportaFence
panels may be easily be
reassembled for the sport
season or special event.
SportaFence shipping rack
can be used for storage.
“Fencing Without Boundaries”
Product Warranty
SportaFenceTM System
Product Description and Coverage
The SportaFenceTM portable outfield fence is constructed of commercial-grade fencing materials to provide many years of successful opera-
tion as an outfield fence for baseball, softball, little league, youth league baseball, and temporary fencing for special events. This revolution-
ary new patent-pending device is designed to sustain the “game like” impacts that may normally occur during the course of baseba ll or soft-
ball games. It is also designed to absorb normal and routine contact when used as a barrier for special event uses.
The SportaFenceTM device is primarily designed for the purpose of functioning as a portable temporary fencing or barrier system for special
events and as a portable outfield fence for baseball and/or softball diamonds. As such, the use of the SportaFence TM for other non-compatible
purposes for which it was not designed or intended may void this warranty.
This warranty agreement guarantees that the SportaFenceTM will function as intended and the manufacturer will fix, repair, and/or replace
defective part(s) should the parts cease to function through normal and reasonable use, movement, transit or transportation of the Sporta-
FenceTM product.
Normal and reasonable use is defined herein as using the SportaFenceTM as a portable outfield fence device during sporting events such as
baseball or softball at any level of play (youth leagues, Little Leagues, high school, college, tournaments, etc).
When using the wheel system as intended, the SportaFenceTM can be moved in single unit panels or in multiple unit panels; however, the
manufacturer recommends no more than a maximum of five panels be moved at a time. Transport is expected to be across reasonably
smooth, flat, and level ground without impediments; ground conditions which are consistent with typical smooth and level mani cured athletic
fields. Please note, the SportaFenceTM is not designed to carry the additional weight of any materials, objects, or persons.
Terms on Coverage
Parts guaranteed and covered by this warranty agreement include the SportaFenceTM frame, the barrier fabric (typically made of chain link
material), the bracing system, the wheel system, the wheels, the connecting rods, the welds, and the nuts and bolts holding t he device
together.
The manufacturer of the SportaFenceTM device will unconditionally replace or repair any of the above for a period of one year from the date
of delivery provided said damage was not attributed to said exclusions noted above.
Please note, any attendant or additional charges, fees, taxes, or tariffs (such as shipping fees) may be the responsibility o f the buyer or owner,
user, or person requesting warranty coverage of the SportaFenceTM device. Such charges are not included as a part of this warranty agree-
ment, and the responsible party may be asked to cover such expenses in advance and prior to delivery or repair of the damaged part(s).
After the first year (one calendar year from the date of delivery) the cost of repair and/or replacement of parts will be cov ered on a prorated
basis. For the purposes of this warranty, the costs shall be allocated as follows:
2nd year: Manufacturer shall pay for 75% of the eligible retail costs of replacement and/or repair.
3rd year: Manufacturer shall pay 50% of the eligible retail costs of replacement and/or repair.
4th year: Manufacturer shall pay 25% of the eligible retail costs of replacement and/or repair.
Cost of repair shall be determined by market conditions of materials or labor at the time of damage, and not based on the cost of materials at
the time of manufacture as materials for the construction of the SportaFenceTM can and do fluctuate depending on various market forces
beyond the control of the manufacturer.
Filing Requirements for Warranty Coverage
Photos and a detailed description of the damage and date of occurrence, and a detailed explanation of the circumstances under which the dam-
age occurred are necessary to determine eligibility of coverage under this warranty.
Information must be submitted to SportaFence Marketing Enterprises, L.L.C. at 2058 Ladera Dr., Lincoln, California 95648.
Exclusions
Repairs, replacement, or damages under this warranty may exclude certain conditions for which the manufacturer of the SportaFenceTM device
will not be held liable or responsible. These certain conditions include but are not limited to the following:
Moving the SportaFenceTM over rough and uneven ground.
Moving the SportaFenceTM over undulated surfaces (such as dips, hills, rises, curvatures).
Moving the SportaFenceTM over curbs, gutters, speed bumps, railings, railroad tracks, or any other similar impediments that would make
an otherwise flat surface unsmooth or uneven.
Hitting baseballs or softballs into the fence from a short distance intentionally or unintentionally as in games of "pepper" or using it as a
barrier for batting practice or toss up or any such close range activity where a baseball or softball or any other hard object could be di-
rected into the SportaFenceTM from the front or the back and thus cause damage to the fabric or frame or any other part of the device.
Deliberately throwing baseballs, softballs, or any other hard object into the SportaFenceTM at close range and with enough force or poten-
tial force to dent, damage, bend, disable, or deface. This includes using the SportaFenceTM for a backstop when warming up throwing
arms or pitching or any other circumstance that could cause a ball to be thrown into the fence intentionally or not except for activity that
occurs during the normal course of a baseball or softball game.
Collisions with the fence with other than a human body during normal playing conditions. The SportaFenceTM is designed to withstand the
force of a human body running or colliding with it under normal playing conditions. Purposely running into, colliding with, or impacting
the fence from the "backside" or non-playing side, climbing on the fence, having multiple persons colliding with, impacting, sitting on, or
otherwise inappropriately making contact with the fence.
Impacts from non-human sources such as but not limited to bats, pipes, clubs, spikes, rocks, stones, wood, lumber, cars, trucks, carts,
concrete, lawnmowers, picks, shovels, hammers, blades, cutters, shears, barriers, or any other hard object or objects capable of denting,
scratching, bending or damaging the SportaFenceTM in any way not otherwise listed whether said object is known to be capable of causing
damage or the SportaFenceTM or not.
Damage from vandalism, weather conditions or unforeseen "natural" event or "acts of god" which are beyond the control of the buyer or
manufacturer (e.g. tornadoes, hurricanes, lightening, earthquakes, or any other severe weather-related condition).
SportaFence Marketing Enterprises, LLC.
2058 Ladera Dr., Lincoln, California 95648
www.sportafence.com (916) 715-6287