Report to Mayor and City Council
Tuesday, March 16, 2021
Consent
SUBJECT:
Title
CONSIDER ADOPTING RESOLUTION NO. 21-020 TO AMEND THE EXPENDITURE BUDGETS OF THE TRANSPORTATION DEVELOPMENT ACT ARTICLE III FUND AND THE DEVELOPMENT IMPACT FEE FUND TO PERMIT THE PURCHASE OF CONCRETE TABLES, BARBECUES, AND CHARCOAL RECEPTACLES FOR VARIOUS CITY PARKS (CITY COUNCIL)
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I. SUMMARY
The Community Services Department wishes to purchase new concrete picnic tables, barbecues, and charcoal receptacles for Anderson Park, Mills Park, and Stevenson Park. An Invitation for Bids (IFB) was advertised through the Planet Bids portal from February 8, 2021, to February 16, 2021. The proposal submitted by Outdoor Creations, Inc. fulfilled the IFB requirements with a total bid amount of $85,759.96. Staff is requesting that City Council adopt Resolution No. 21-020 to amend the expenditure budgets of the Transportation Development Act Article III (TDA3) Fund in the amount of $61,717, and Development Impact Fee (DIF) Fund in the amount of the $27,000 to support this purchase (Exhibit No. 1). The total amendment amount exceeds the proposed cost of the purchase in order to provide a small contingency for any currently unknown fees, taxes, etc. Additionally, staff is requesting that the City Council approve Outdoor Creations, Inc. as the selected vendor.
II. RECOMMENDATION
Recommendation
TAKE the following actions:
1. WAIVE further reading and ADOPT Resolution No. 21-020, “A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARSON, CALIFORNIA, AMENDING THE FISCAL YEAR 2020/21 BUDGETS IN THE TRANSPORATION DEVELOPMENT ACT ARTICLE III FUND AND THE DEVELOPMENT IMPACT FEE FUND TO PURCHASE CONCRETE PICNIC TABLES, BARBECUES, AND CHARCOAL RECEPTACLES FOR VARIOUS CITY PARKS
2. APPROVE the selection of Outdoor Creations, Inc., for the purchase of concrete picnic tables, BBQs, and charcoal receptacles for Anderson Park, Mills Park, and Stevenson Park for a total do not exceed cost of $88,717
1.
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III. ALTERNATIVES
1. REJECT the recommendation, and DIRECT staff to initiate a new Invitation for Bid (IFB) Process.
2. TAKE another action the City Council deems appropriate.
IV. BACKGROUND
Community Services staff was recently notified of $61,717 that is available in the Transportation Development Act Article III (TDA3) Fund. The Act states that the money must be used towards the “Design, construction, and/or acquisition of pedestrian and bicycle amenities such as picnic shelters, benches, rubberized pads, etc. to benefit pedestrians, cyclists, and the general public.” As the funds are scheduled to expire on May 31, 2021, it is imperative that staff move quickly to select a project. Staff has determined that upgrades at Anderson Park, Mills Park, and Stevenson Park are ideal projects given that all three parks are located near bike paths, lanes, or routes as identified in the Carson Master Plan of Bikeways, adopted on August 3, 2013 (Exhibit No. 2). The Act allows for the purchase of new concrete picnic tables only with the TDA3 funds while existing Development Impact Fees can be used for the procurement of barbecues and charcoal receptacles to complete the park picnicking enhancements (Exhibit No. 3).
From February 8, 2021, to February 16, 2021, an IFB process was completed to select a vendor. The IFB was advertised through Planet Bids, and resulted in the receipt of one (1) proposal from Outdoor Creations, Inc. at a cost of $85,759.96 (Exhibit No. 4). Staff reviewed its proposal and determined that the bid fulfilled the IFB’s requirements (Exhibit No. 5). Moreover, the vendor was well-established in the industry, and has completed work with many other California municipalities.
In addition to the $61,717 available in the TDA3 Fund, staff wishes to utilize $27,000 in the DIF Fund to cover the balance of the purchase, as well as to provide a small contingency for any currently unknown fees, taxes, etc. The City Council is being asked to adopt Resolution No. 21-020 to amend the expenditure budgets of both the TDA3 Fund and the DIF Fund and approve the selection of Outdoor Creations, Inc. as the vendor for this purchase.
V. FISCAL IMPACT
Should the City Council wish to move forward with this purchase, the expenditure budgets of the Transportation Development Act III Fund and the Development Impact Fee Fund will be amended. Resolution No. 21-020 will formalize this action and make available $61,717 in the TDA3 Account No. 217-80-820-904-6009, and $27,000 in the DIF Account No. 289-80-820-904-6009. There is no anticipated fiscal impact to the General Fund Budget.
VI. EXHIBITS
1. Resolution 21-020 Purchase of Concrete Tables, BBQs, and Coal Receptacles (pgs. 4-5)
2. Portion of figure 6.1 from the Carson Master Plan of Bikeways (pg. 6)
3. List of Items by Location (pg. 7)
4. Bid Register (IFB) 21-01 (pg. 8)
5. IFB 20-01 Concrete Tables (pgs. 9-18)
Prepared by: Scott Griffee, Recreation Program Manager