Report to Mayor and City Council
Tuesday, January 18, 2022
Consent
SUBJECT:
Title
CONSIDER ADOPTING RESOLUTION NO. 22-013 TO AMEND THE EXPENDITURE BUDGET OF THE TRANSPORTATION DEVELOPMENT ACT ARTICLE III FUND TO PERMIT THE PURCHASE OF CONCRETE TRASH RECEPTACLES, TABLES AND BENCHES FOR VARIOUS CITY PARKS (CITY COUNCIL)
Body
I. SUMMARY
The Community Services Department wishes to purchase new concrete trash receptacles for various parks and concrete tables and benches for Walnut Mini-Park and Perry Street Mini-Park. An Invitation for Bids (IFB) (Exhibit 1) was advertised through the Planet Bids portal from December 9, 2021 through January 6, 2022. The proposal submitted by Outdoor Creations, Inc. fulfilled the IFB requirements with a total bid amount of $69,407.69. Staff is requesting that City Council adopt Resolution No 22-013 to amend the expenditure budget of the Transportation Development Act Article III (TDA3) Fund in the amount of $54,893 (Exhibit 2). Funding for this project will be from Transportation Development Act Article III (TDA3) funds and funds already available in the Community Services FY21/22 budget.
II. RECOMMENDATION
Recommendation
1. WAIVE further reading and ADOPT Resolution No. 22-013 “A RESOLUTION OF THE CIY COUNCIL OF THE CITY OF CARON, CALIFORNIA, AMENDING THE FISCAL YEAR 2021/22 BUDGET IN THE TRANSPORTATION DEVELOPMENT ACT ARTICLE III FUND TO PURCHASE CONCRETE TRASH RECEPTACLES, TABLES AND BENCHES FOR VARIOUS CITY PARKS.”
2. APPROVE the purchase of concrete trash receptacles, tables, and benches for various City parks from Outdoor Creations, Inc., for a total do-not-exceed cost of $69,407.69 (Exhibit No. 3).
1.
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III. ALTERNATIVES
1. REJECT all bids, 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 $54,893 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, trash receptacles, etc. to benefit pedestrians, cyclists, and the general public.” As the funds are scheduled to expire on June 30, 2022, it is imperative that staff move quickly to select a project.
In consultation with the Public Works Department, staff has determined that sturdier trash receptacles are needed at all City of Carson parks. All City parks are located along or very near to current or previously identified potential bike paths, lanes, or routes, and parks are destination points for distance bike riders and those traveling from home. The purchase of 70 concrete trash receptacles will be almost entirely funded with TDA3 funds while existing Community Services budgeted funds can be used for the procurement of 8 concrete benches and 4 concrete tables for Walnut Mini-Park and Perry Street Mini-Park.
From December 9, 2021 through January 6, 2022, an IFB process was completed to select a vendor. The IFB was advertised through Planet Bids, and resulted in the receipt of two (2) bids. Outdoor Creations, Inc.’s bid was $69,407.69 (Exhibit 3) and Skylar's Home & Patio’s bid was $166,054.67 (Exhibit 4). Staff reviewed the bids and determined that the bid from Outdoor Creation, Inc.’s fulfilled the IFB’s requirements. Moreover, the vendor was well-established in the industry, and has completed work with many other California municipalities.
|
Vendor |
Bid Amount |
|
Outdoor Creations Inc. |
$ 69,407.69 |
|
Skylar’s Home & Patio |
$166,054.67 |
The City Council is being asked to approve the selection of Outdoor Creations, Inc. as the vendor for this purchase (Exhibit 3), as Outdoor Creations, Inc. is the lowest responsive and responsible bidder pursuant to CMC 2610(i).
Per CMC 2605(b)(1)(ii), for purchases of any personal property, including materials, supplies and equipment, if the estimated value of an individual purchase is $25,000 or greater over a fiscal year, then a separate written contract, in a from approved by the City Attorney shall be required in addition to the purchase order requirement under CMC 2605(a). However, the Purchasing Manager has the sole discretion to waive this requirement.
The Purchasing Manager (Acting City Manager) has been asked to waive the separate written contract requirement and use the standard Purchase Order to procure the aforementioned personal property/equipment for the parks. This request has been approved by the Acting City Manager. The vendor will not be doing any installation, only delivery of products to the Corporate Yard. Therefore, general liability insurance will not be required but auto insurance will be required for the delivery of products. Public Work staff will be responsible for offloading and installing the products at the parks.
V. FISCAL IMPACT
There is no fiscal impact as current funds are available in the TDA3 Account No. 217-80-820-904-6009 that will cover the $54,893 for the concrete trash receptacles. Supplemental funds are allocated in the Mini-Park Account No. 101-90-950-680-6009 and will cover the additional $14,514.69 for the benches and tables.
VI. EXHIBITS
1. IFB 21-18 Concrete Trash Receptacles, Tables and Benches (pgs. 4-37)
2. Resolution 22-013 Purchase of Concrete Trash Receptacles, Tables and Benches (pgs. 38-39)
3. Outdoor Creations Inc. Bid (pgs. 40-45)
4. Skylar’s Home Patio Bid (pg. 46)
Prepared by: Scott Griffee, Recreation Program Manager, & Tim Grierson, Recreation Superintendent