DEPARTMENT: Finance
DEPARTMENT HEAD: Troy Elliott
COUNCIL DISTRICTS IMPACTED: Citywide
SUBJECT:
Purchase and installation of Telescopic Seating for the Alamodome
SUMMARY:
An Ordinance authorizing a capital improvement expenditure with Hussey Seating in an amount not to exceed $11,325,599.43 for the purchase and installation of MXP Telescopic Seating at the Alamodome for the Convention and Sports Facilities Department. Hussey Seating will provide all labor, material, equipment and installation of new telescopic seating and the removal and disposal of the existing seating at the Alamodome. Funding in an amount not to exceed $11,325,599.43 is available from the Alamodome Improvement and Contingency Fund included in the FY 2020 - FY 2025 Capital Improvement Program.
BACKGROUND INFORMATION:
This ordinance approves a contract with Hussey Seating for the purchase and installation of MXP Telescopic Seating at the Alamodome. Part of the Alamodome’s ability to provide a variety of venue options is the flexibility of the lower bowl telescopic seating system. The current telescopic seating is the original system that was installed in 1992 and provides approximately 11,880 seats. The seating is utilized for approximately 50 event days during a typical year. The fixed seating at the Alamodome is not affected and will remain as is.
Two assessments of the telescopic seating were conducted in 2019, one by a structural engineering firm which evaluated the structural components, analyzed the existing capacity based on structural elements exhibiting signs of stress, and the serviceability of the system. The second assessment of the telescopic seating was an inspection based on National Fire Protection Agency 102 standards and International Code Council 300-2017 standards for telescopic seating to ensure that the seating is safe and in proper operating condition.
Both assessments found that a vast majority of the components are not functioning as designed due to the age of the telescopic seating. The current seating system is 27 years old and maintenance of the system is hampered by parts obsolescence. The telescopic seating system should work in unison, with multiple parts working together. The current system has stopped working as designed and forced to perform outside its operations procedure. Both assessments recommended that the system be completely replaced.
The replacement of the telescopic seating will need to be completed by January 2021 to accommodate the scheduled events at the Alamodome, specifically the Women’s Final Four in March 2021. Approval of the contract in December 2019 is requested in order to meet the manufacturing timeline for a January 2021 completion date.
ISSUE:
This contract with Hussey Seating will provide all labor, material, equipment for the installation of MXP Telescopic Seating system at the Alamodome. The contractor shall provide a telescopic seating system that will include portable rigid and mobile seating, non-portable traditional seating and platform decks, and railing systems. The telescopic seating system shall include assembly by a hydraulic system. The telescopic seating will include 14 seating configurations to meet the needs of Alamodome for events such as UTSA Football, Alamobowl, Monster Jam, soccer, basketball, and Illusion Theater. The new telescopic seating system shall provide for approximately 11,871 polymer fold forward upholstered seats. The minimum seating width size shall be 19 inches. The contractor will remove and dispose of the current existing telescopic seating system. The contractor will also provide 2% parts inventory, storage carts, dollies and provide seating system set-up and operation training for Alamodome staff and perform a first year telescopic platform inspection required by National Fire Protection Association (NFPA), International Code Council (ICC) and American National Standards Institute (ANSI) codes.
This ordinance also authorizes a purchase with Hussey Seating through a cooperative contract with Sourcewell for 11,871 arm mount cup holders with bottom strap for each seat in the amount of $166,194.00, which in included in the not to exceed cost of $11,325,599.43.
Three seating companies capable of producing and installing portable telescopic seating systems were invited to view the current system at the Alamodome and submit a quote to replace and install a new system. Upon review of the quotes, City staff conducted additional due diligence which included the firms’ relevant experience with telescopic seating, experience of assigned design engineer and project manager, adaptability of the proposed design, more detailed information on seating requirements, diagrams and layouts, project approach and time line and references from venues in which firms had installed telescopic seating.
Based upon the information provided, staff determined Hussey offered the best value based upon their extensive experience in manufacturing and installing retractable and portable seating systems, demonstrated their ability to deliver a system with minimal customization, five year warranty, twenty-five year life expectancy, and purchase price. Hussey’s vast experience in producing and installing a portable system that adapts to all the different configurations required by the diverse events held at the facility is an important factor which set them apart from their competitors. Another factor considered in selecting Hussey as the provider for this project included the fact that the seating system itself was designed with considerable input from facility operators. This aspect is important because the day-to-day seating operators understand what works and where the product weaknesses reside. With such input from the end users, the product reduces setup times; parts needed for setup and incorporates the highest safety features. Finally, Hussey has committed and is capable of meeting the aggressive installation timeline of January 2021, prior to the hosting of the Women’s Final Four in March 2021.
Hussey Seating provides a five year warranty on labor, electrical and power systems and materials to begin the date of acceptance by the Convention and Sports Facilities Department.
This purchase is made in accordance with the National Joint Powers Alliance (Sourcewell) Cooperative Program on Ordinance 2009-02-12-0102, Dated 2/12/19.
This contract is within the scope of the SBEDA Program. However, due to lack of available firms and/or subcontracting opportunities, the Goal Setting Committee was unable to apply a SBEDA tool to this contract.
The recommended award is an exception to the Local Preference Program.
The Veteran-Owned Small Business Program does not apply to goods/supplies contracts, so no preference was applied to this contract.
ALTERNATIVES:
Should the contract with Hussey Seating not be approved, the City will lose its opportunity to replace the aged telescopic seating in time for the Women’s Final Four in March 2021. The delay in replacing the telescopic seating could also potentially increase costs due to market inflation.
FISCAL IMPACT:
This ordinance authorizes a contract with Hussey Seating in an amount not to exceed $11,325,599.43 for all labor, material and equipment to remove and dispose of existing telescopic seating and the installation of new MXP Telescopic Seating at the Alamodome for the Convention and Sports Facilities Department. Funding in an amount not to exceed $11,325,599.43 is available from the Alamodome Improvement and Contingency Fund included in the FY 2020 - FY 2025 Capital Improvement Program.
RECOMMENDATION:
Staff recommends approval of the contract with Hussey Seating to provide all labor, material and equipment to provide and install MXP Telescopic Seating at the Alamodome for the Convention and Sports Facilities Department in an amount not to exceed $11,325,599.43.
This contract is procured by means of cooperative purchasing and a Contracts Disclosure Form is not required.