Report Prepared by: Joe Cardoso, P.L.S., City Surveyor, Engineering Department
Title
SUBJECT: Authorizing the Purchase of a Restroom Building for Project CP220061 - Community Park 42 (CP- 42) with CXT Precast Concrete Products in the Amount of $129,355.90 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 of a restroom for Community Park 42 in the amount of $129,355.90.
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 10’ x 17’ Cortez Restroom in the amount of $129,355.90 through Sourcewell Contract # 052725-CXT; and,
C. Authorizing the 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 2025-26 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.
Over the last two budget cycles, Council has allocated an additional $400,000 of Public Facility Financing Plan funds ($200,000 from FY 24/25, $200,000 from FY 25/26) to cover unforeseen costs and assist getting the complex operational. Of this funding, staff has installed fencing and covered unexpended staff time. There is a remaining available balance of $285,150.
This second restroom was in the original plans to be installed. But due to funding a shortfall and unforeseen circumstances, the restroom was removed and planned for Phase 2 of the project. After meeting with our partners, Merced County, Merced High School District, and Merced County Office of Education, it was determined that the second restroom was necessary and the desire of the group was to install the restroom in Phase 1.
Staff is requesting Council approve the waiver of the competitive bidding requirements to purchase the restroom buildings. The purchase of these buildings through the Sourcewell procurement process saves the City from paying higher prices if they were included in the contractor’s awarded construction contract. 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.
IMPACT ON CITY RESOURCES
CP220061 was established as a Capital Improvement Project and there is sufficient funding in the project to purchase the restroom utilizing the available funding from the Public Facility Financing Plan Funds. No appropriation of funding is needed.
ATTACHMENTS
1. Cortez Restroom Quote