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AGENDA ITEM REVIEW FORM |
5.B.
Regular City Council Meeting
- Meeting Date:
- 02/24/2021
- Department Head:
- Eulogio Vera
- Submitted By:
- Liliana Evangelista, Administrative Coordinator, Public Works Department
Action Requested:
Motion
ITEM:
Discussion and possible action on any and all matters regarding the approval of a contract for the Lift Station 300 Repairs. (Eulogio Vera, Director of Public Works)
SUMMARY:
Lift Station 300 discharge pipes are in urgent need of replacement. They have been leaking for over a year but staff has not been successful in finding a contractor to do the confined space entry work. The City will supply stainless steel discharge pipes and all materials to do the repairs. Staff reached out to three contractors that showed interest and are capable of doing the work but only DPE Construction, Inc. ($81,000 quote ) and Yuma Valley Contractors ($86,684 quote) responded.
Due to the San Luis City Code-Purchasing Section 36.01(E) requires three (3) written quotes for amounts of $15,000.00 up to $34,999.99 and Section 36.01(F) requires formal bidding for amounts of $35,000.00 and above, staff recommends that the formal bidding procedure be waived, as is allowed under the San Luis City Code-Purchasing Section 36.01(H), and project be procured through the quote process to save about 4 weeks of advertising time. As the installation of all materials has a short duration needing no more than three(3) weeks. A bidding process is not likely to change the results or be of any benefit to city in terms of price or competition since only two companies have provided quotes.
Due to the San Luis City Code-Purchasing Section 36.01(E) requires three (3) written quotes for amounts of $15,000.00 up to $34,999.99 and Section 36.01(F) requires formal bidding for amounts of $35,000.00 and above, staff recommends that the formal bidding procedure be waived, as is allowed under the San Luis City Code-Purchasing Section 36.01(H), and project be procured through the quote process to save about 4 weeks of advertising time. As the installation of all materials has a short duration needing no more than three(3) weeks. A bidding process is not likely to change the results or be of any benefit to city in terms of price or competition since only two companies have provided quotes.
RECOMMENDATION / SUGGESTED MOTION:
I MOVE TO TRANSFER $81,000 FROM CAPITAL OUTLAY BUDGET TO THE MAINTENANCE/OTHER BUDGET, APPROVE CONTRACTING WITH DPE, THE LOWEST QUOTE, IN THE AMOUNT OF $81,000, AND WAIVE FORMAL PURCHASING PROCEDURES FOR THE REASONS PRESENTED.
Fiscal Impact
- IS THERE FISCAL IMPACT ASSOCIATED WITH THIS ITEM:
- YES
- CITY/STATE/FEDERAL FUNDS:
- ENTERPRISE FUNDS
- TOTAL:
- $81,000.00
- BUDGETED AMOUNT:
- See fiscal impact stmt
- AVAILABLE AMOUNT TO TRANSFER:
- YES
- ACCT NAME & GL#/REMAINING BALANCE BEFORE PURCHASE:
- 310-311-90015.350 Capital Outlay $1,299,268
FISCAL IMPACT STATEMENT (IF THIS IS A BUDGET TRANSFER, YOU MUST ATTACH THE BUDGET ADJUSTMENT FORM):
Emergency repair is not budgeted. A budget transfer from account 310-311-90015.350 Capital Outlay to Account # 310-311-70025 Maintenance/Other in the amount of $81,000 will be made.