Report to Mayor and City Council
Tuesday, May 03, 2022
Consent
SUBJECT:
Title
CONSIDER APPROVAL OF A PURCHASE AGREEMENT WITH PEARLWIND, LLC, AND ADOPTION OF RESOLUTION NO. 22-045 AMENDING THE EXPENDITURE BUDGET OF THE TRANSPORTATION DEVELOPMENT ACT ARTICLE III FUND, TO PURCHASE WATER BOTTLE REFILL STATIONS FOR CITY PARKS (CITY COUNCIL)
Body
I. SUMMARY
The Community Services Department wishes to purchase outdoor water bottle refill stations for each of the twelve City of Carson parks. An Invitation for Bids (IFB) (Exhibit 1) was released through the Planet Bids portal from March 10, 2022, through March 24, 2022. Three bids were received (Exhibits 4-6). The bid submitted by Pearlwind, LLC was the lowest, at a total cost of $28,221.60, and met the required specifications set forth in the IFB.
To effectuate this purchase, staff is requesting that the City Council: (1) approve the proposed Purchase Agreement with Pearlwind, LLC (Exhibit 3); and (2) adopt Resolution No. 22-045 to amend the expenditure budget of the Transportation Development Act Article III (TDA3) Fund in the amount of $11,210 (Exhibit 2). The balance of the funding for the purchase ($17,011.60) will come from the FY 2021/22 Recreation budget.
II. RECOMMENDATION
Recommendation
TAKE the following actions:
1. ADOPT Resolution No. 22-045, “A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARSON, CALIFORNIA, AMENDING THE FISCAL YEAR 2021/22 BUDGET IN THE TRANSPORTATION DEVELOPMENT ACT ARTICLE III FUND TO PURCHASE WATER BOTTLE REFILL STATIONS FOR VARIOUS CITY PARKS” (Exhibit 2);
2. WAIVE any bid irregularities or informalities in the Pearlwind, LLC bid pursuant to CMC 2610(k)(2), and APPROVE the Purchase Agreement with Pearlwind, LLC for the purchase of twelve (12) outdoor water bottle fillers at a not-to-exceed cost of $28,221.60 (Exhibit 3; the “Purchase Agreement”); and
3. AUTHORIZE the Mayor to execute the Purchase Agreement, following approval as to form by the City Attorney.
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 Department staff was recently notified of $11,210 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 June 30, 2022, staff quickly moved forward to select and develop a project that would fulfill that requirement. In consultation with Public Works, staff determined that adding an outdoor water bottle filler at each park would be useful in encouraging usage of refillable water containers instead of single-use plastic bottles. This project would also potentially reduce trash created at the facility. 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.
From March 10, 2022 through March 24, 2022, an Invitation for Bids (IFB) process was completed via Planet Bids to select a vendor. Three (3) proposals were received by the deadline - Pearlwind, LLC (Exhibit 6), Secure Detention Products (Exhibit 4), and Harrison Building, Inc. (Exhibit 5). The bid amounts are as detailed below:
|
Vendor |
Bid Amount |
|
Pearlwind, LLC |
$28,221.60 |
|
Secure Detention Products |
$33,075.00 |
|
Harrison Building |
$69,799.00 |
Staff reviewed the proposals and determined that the bid from Pearlwind, LLC fulfilled the IFB’s requirements and that Pearlwind, LLC is a responsible vendor which is active in the industry and has completed work with other California municipalities/public agencies. Pearlwind, LLC is an authorized distributor of the Murdock product that is the subject of its bid. Staff determined that Pearlwind, LLC is the lowest responsive and responsible bidder pursuant to CMC 2610(i), and accordingly, staff prepared the attached proposed Purchase Agreement with Pearlwind, LLC for the Council’s consideration.
To move this project forward, the City Council is asked to adopt Resolution No. 22-045 that would authorize the use of TDA3 funds for this purchase, and to approve the proposed Purchase Agreement with Pearlwind, LLC. This purchase of the twelve (12) outdoor water bottle fillers will be supported with TDA3 funds and existing Recreation budgeted funds. Pearlwind, LLC will deliver the products to the Corporate Yard. Offloading and installation will be handled by Public Works staff.
V. FISCAL IMPACT
Should the City Council approve the recommendation, funds are available in the TDA3 Account No. 217-80-820-904-6009 that will cover $11,210 of the total cost. The $17,011.60 balance will be provided by money in the Recreation/Mini Park Account No. 101-90-950-680-6009.
VI. EXHIBITS
1. IFB 22-16 Outdoor Water Bottle Refill Stations (pgs. 4-22)
2. Resolution No. 22-045 (pgs. 23-24)
3. Pearlwind, LLC Purchase Agreement (pgs. 25-35)
4. Secure Detention Product Bid (pgs. 36-39)
5. Harrison Building Bid (pgs. 40-42)
6. Pearlwind Bid (pgs. 43-46)
Prepared by: Scott Griffee, Recreation Program Manager, and Tim Grierson, Recreation Superintendent