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AGENDA ITEM REVIEW FORM |
6.H.
Regular City Council Meeting
- Meeting Date:
- 05/28/2025
- Department Head:
- Eulogio Vera
- Submitted By:
- Xochitl Lopez, Administrative Coordinator, Public Works Department
Action Requested:
Motion
ITEM:
Discussion and possible action on any and all matters regarding the City of San Luis East Community Park parking lot paving. (Council Members Maria Cecilia Cruz, Luis E. Cabrera and Lizeth Servin)
SUMMARY:
The City of San Luis is working towards making improvements to the East San Luis Community Park. Paving some of the parking areas is considered as a priority. Engineering staff requested quotes for paving the west parking lot and a portion of the south parking lot. One quote was received from Gutierrez Canales Engineering in the amount of $263,476.15, which includes a 5% contingency. Staff would like to increase Gutierrez Canales Engineering's original scope by allowing them to pave more area but not to exceed $286,000.00 and honoring the unit prices in their quote.
The city's formal purchase procedure is to go out to bid for purchases over $45,000. Under San Luis City Code § 3.05.010 (F): "For good cause, with the approval of the Council, formal purchase procedures may be waived." Quotes were requested from the three main paving contractors in Yuma County. Given that we received one quote and that the end of the fiscal year is approaching, staff is seeking City Council's approval to contract with Gutierrez Canales Engineering and to waive formal purchasing procedures, as allowed under San Luis Purchasing Code Section 3.05.010 (F), to save the time it takes to formally advertise and to allow the project to be completed within the current fiscal year.
Awarding his road construction/improvements without going out for a separate bid process complies with the ceiling for road construction under A.R.S. 34-201 of $286,500.00 for fiscal year 2025. This was not a budgeted project for fiscal year 2025, thus staff is also requesting approval to transfer funds as shown in the fiscal impact.
The following Council Members requested that this item be placed on the Agenda for May 28, 2025, to approve the City of San Luis East Community Park parking lot paving.
__________________________________________________
Council Member Maria Cecilia Cruz (See attached signed AIR Form)
__________________________________________________
Council Member Lizeth Servin (See attached signed AIR Form)
__________________________________________________
Council Member Luis E. Cabrera (See attached signed AIR Form)
The city's formal purchase procedure is to go out to bid for purchases over $45,000. Under San Luis City Code § 3.05.010 (F): "For good cause, with the approval of the Council, formal purchase procedures may be waived." Quotes were requested from the three main paving contractors in Yuma County. Given that we received one quote and that the end of the fiscal year is approaching, staff is seeking City Council's approval to contract with Gutierrez Canales Engineering and to waive formal purchasing procedures, as allowed under San Luis Purchasing Code Section 3.05.010 (F), to save the time it takes to formally advertise and to allow the project to be completed within the current fiscal year.
Awarding his road construction/improvements without going out for a separate bid process complies with the ceiling for road construction under A.R.S. 34-201 of $286,500.00 for fiscal year 2025. This was not a budgeted project for fiscal year 2025, thus staff is also requesting approval to transfer funds as shown in the fiscal impact.
The following Council Members requested that this item be placed on the Agenda for May 28, 2025, to approve the City of San Luis East Community Park parking lot paving.
__________________________________________________
Council Member Maria Cecilia Cruz (See attached signed AIR Form)
__________________________________________________
Council Member Lizeth Servin (See attached signed AIR Form)
__________________________________________________
Council Member Luis E. Cabrera (See attached signed AIR Form)
RECOMMENDATION / SUGGESTED MOTION:
I MOVE TO ACCEPT CONSTRUCTION SERVICES FROM GUTIERREZ CANALES ENGINEERING FOR PARKING LOT PAVING AT THE EAST SAN LUIS COMMUNITY PARK FOR THE AMOUNT NOT TO EXCEED $286,000.00, AND APPROVE THE BUDGET TRANSFER AS PRESENTED IN THE FISCAL IMPACT STATEMENT, AND WAIVE FORMAL PURCHASING PROCEDURES FOR THE REASONS PRESENTED.
Fiscal Impact
- IS THERE FISCAL IMPACT ASSOCIATED WITH THIS ITEM:
- Yes
- CITY/STATE/FEDERAL FUNDS:
- City
- TOTAL:
- $286,000
- BUDGETED AMOUNT:
- 0
- AVAILABLE AMOUNT TO TRANSFER:
- $286,000
- ACCT NAME & GL#/REMAINING BALANCE BEFORE PURCHASE:
- See the fiscal impact statement
FISCAL IMPACT STATEMENT (IF THIS IS A BUDGET TRANSFER, YOU MUST ATTACH THE BUDGET ADJUSTMENT FORM):
The City of San Luis East Community Park parking lot paving project is not currently budgeted for Fiscal Year 2025. To fund this project, staff is requesting city council authorize processing a budget transfer from two existing capital improvement projects:
- $200,000 from the 10th Avenue Widening Phase 1 project (GL Account 200-860-90010, Project No. 2025024), and
- $86,000 from the 6th Avenue Extension North project, from Union Street to County 22nd Street (GL Account 200-210-90010, Project No. 2025033).
Attachments
- SIGNED AIR Form
- Quote Request Letter
- GCE Quote
- Evans Custom Concrete No Response
- DPE No Response
- Plan Sheet