Report Prepared by: Joe Cardoso, P.L.S., City Surveyor, Engineering Department
Title
SUBJECT: Approval to Waive the Competitive Bidding Requirements and Authorizing the Purchase of a Restroom and a Concession/Restroom Building for Project CP220061 - Community Park 42 (CP-42) with CXT Precast Concrete Products in the Amount of $628,570.40 Through Sourcewell Cooperative Purchasing Process
REPORT IN BRIEF
Considers approving to waive of the City’s competitive bidding requirements pursuant to Merced Municipal Code Section 3.04.210 and approving the purchase a restroom and a concession/restroom for Community Park 42.
RECOMMENDATION
City Council - Adopt a motion:
A. Waiving the City’s competitive bidding requirement as allowed by Merced Municipal Code Section 3.04.210 to utilize cooperative agreements through Sourcewell, a government procurement program; and,
B. Approving the purchase of a 11’x 26’ Dakota Restroom in the amount of $172,062.80 through Sourcewell contract # 081721-CXT; and,
C. Approving the purchase of a custom Santiago concession/restroom building in the amount of $465,507.60 through Sourcewell contract # 081721-CXT; and,
D. Authorizing the Finance Officer to make the appropriate budget adjustment for the purchase and approval of any additional change orders and/or price adjustments not to exceed 10% of the purchase price; and,
E. Authorizing the City Manager or Deputy City Manager to execute any necessary documents as required to purchase the above-described buildings.
Body
ALTERNATIVES
1. Approve, as recommended by staff; or,
2. Approve, subject to other than recommended by staff (identify specific findings and/or conditions amended to be addressed in the motion); or,
3. Deny; or,
4. Refer to staff for reconsideration of specific items; or,
5. Continue to a future meeting (date and time to be specified in the motion)
AUTHORITY
Merced City Municipal Code Section 3.04.210 - Exemptions from competitive bidding.
CITY COUNCIL PRIORITIES
As provided for in the 2023-24 Adopted Budget
DISCUSSION
The Sourcewell procurement process streamlines the purchasing power by developing RFPs and IFBs for national, competitive solicitations that meet or exceed local requirements. Cooperative purchasing is “Procurement conducted by, or on behalf of, one or more Public Procurement Units” as defined by the American Bar Association Model Procurement Code for State and Local Governments.
Over the last several years, the City of Merced has purchased a variety of equipment and structures through the Sourcewell process.
During the December 6, 2021, Public Hearing, City Council adopted the American Rescue Plan Act (APRA) Strategic Investment Plan the included an allocation of $5,000,000 to fund the Community Park 42 Sports Facility. The allocation of ARPA funds was approved by City Council on April 18, 2022. During the budget process for Fiscal Year 2023-24, the City Council reallocated ARPA funding and added an additional $3.35 million to CP42.
On April 17, 2023, City Council awarded a contract to American Paving Company in the amount of $5,800,580.70 for the construction of Community Park 42.
Staff is requesting Council approve the waiver of the competitive bidding requirements to purchase the restroom and concession/restroom buildings. The purchase of these buildings through the Sourcewell procurement process saved the City from paying higher prices if they were included as part of the awarded contract with American Paving Company. The installation of the restrooms is included in American Paving’s construction contract, therefore there shouldn’t be any additional cost subject to unforeseen circumstances.
If Council rejects the waiver of the competitive bidding process the project would be subject to the cost of the buildings plus any additional mark-ups from American Paving Company.
Staff is recommending Council waive the bidding requirement for the purchase of these two buildings.
IMPACT ON CITY RESOURCES
Funding is available within the project budget and no additional appropriation of funding is needed.
ATTACHMENTS
1. Dakota Restroom
2. Santiago Concession/Restroom