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AGENDA ITEM REVIEW FORM |
2.A.
Work Session
- Meeting Date:
- 01/18/2017
- Department Head:
- Jenny Torres
- Submitted By:
- Dania Castillo, Economic Development Assistant, Community Development Department
Action Requested:
Discussion Item - No Action to be Taken
ITEM:
Discussion on any and all matters regarding the Price Center parking lot projects and request to ratify and to waive formal purchase procedures as authorized by San Luis City Code-Purchasing, Section 36.01 (H). (Jenny Torres, Community Development Director)
SUMMARY:
The Price Center parking lot was in need of repairs. Staff evaluated the parking lot and resulted in establishing two (2) different repair projects.
1. The Front Parking Area Repair Project
The first repair project was located at the front parking lot. The process for repair involved crack seal and preserving it with slurry seal and re-striping.
The crack seal repairs and re-striping was done by Marco Seal Coating and Paving in a combined amount of $6,370.00.
The slurry seal was done by American Pavement Preservation in the amount of $12,402.71. The City piggy-backed with the City of Yuma Slurry Seal Service Bid #2016-2000004 which complies with the San Luis City Code-Purchasing, Section 36.09, Cooperative Purchasing.
2. The Second Parking Area Repair Project
The second repair project was located at the back and side parking areas. The process for repair for the second project involved setting a one-inch (1") asphaltic overlay.
Per San Luis City Code-Purchasing, Section 36.01 (D), staff requested three (3) quotes from contractors on October 26th for a 1" asphaltic overlay. Only two (2) contractors responded and submitted price quotations. Marco Seal Coating and Paving was the lowest quote in the amount of $32,800.00.
Reason for bringing this item to City Council
Although the two projects are distinct and separate projects, from a finance prospective, it may be confusing because the contractor for part of the first project submitted a quote for the second project and both projects involve the price center. Looking at the total amount paid to Marco Seal Coating and Paving for both projects it is $4,170.00 above the $35,000.00 limit pursuant to San Luis City Code-Purchasing, Section 36.01 (D) which allows for 3 verbal quotes. Combing both would require a formal bidding process under San Luis City Code-Purchasing, Section 36.01 (D).
A formal bid process was not undertaken as staff appropriately categorized the work being done as two (2) separate projects. The time constraints to undertake the project in this matter allowed the City to have substantial cost savings. A formal bid process would have taken more time and would have resulted in a higher expense.
1. The Front Parking Area Repair Project
The first repair project was located at the front parking lot. The process for repair involved crack seal and preserving it with slurry seal and re-striping.
The crack seal repairs and re-striping was done by Marco Seal Coating and Paving in a combined amount of $6,370.00.
The slurry seal was done by American Pavement Preservation in the amount of $12,402.71. The City piggy-backed with the City of Yuma Slurry Seal Service Bid #2016-2000004 which complies with the San Luis City Code-Purchasing, Section 36.09, Cooperative Purchasing.
2. The Second Parking Area Repair Project
The second repair project was located at the back and side parking areas. The process for repair for the second project involved setting a one-inch (1") asphaltic overlay.
Per San Luis City Code-Purchasing, Section 36.01 (D), staff requested three (3) quotes from contractors on October 26th for a 1" asphaltic overlay. Only two (2) contractors responded and submitted price quotations. Marco Seal Coating and Paving was the lowest quote in the amount of $32,800.00.
Reason for bringing this item to City Council
Although the two projects are distinct and separate projects, from a finance prospective, it may be confusing because the contractor for part of the first project submitted a quote for the second project and both projects involve the price center. Looking at the total amount paid to Marco Seal Coating and Paving for both projects it is $4,170.00 above the $35,000.00 limit pursuant to San Luis City Code-Purchasing, Section 36.01 (D) which allows for 3 verbal quotes. Combing both would require a formal bidding process under San Luis City Code-Purchasing, Section 36.01 (D).
A formal bid process was not undertaken as staff appropriately categorized the work being done as two (2) separate projects. The time constraints to undertake the project in this matter allowed the City to have substantial cost savings. A formal bid process would have taken more time and would have resulted in a higher expense.
RECOMMENDATION / SUGGESTED MOTION:
Discussion item only, no action.
Fiscal Impact
- IS THERE FISCAL IMPACT ASSOCIATED WITH THIS ITEM:
- Yes
- CITY/STATE/FEDERAL FUNDS:
- City
- TOTAL:
- $39,170.00
- BUDGETED:
- $400,000.00
- AVAILABLE TO TRANSFER:
- N/A
- GL ACCT # & NAME/REMAINING BALANCE BEFORE PURCHASE:
- 802-820-90005 Improv Build/ $348,123.00 Remaining Balance
FISCAL IMPACT STATEMENT (IF THIS IS A BUDGET TRANSFER, YOU MUST ATTACH THE BUDGET ADJUSTMENT FORM):
Repairs were paid from Capital Outlay- Improvement Building