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AGENDA ITEM REVIEW FORM |
2.A.
Work Session
- Meeting Date:
- 10/05/2022
- Department Head:
- Maria A Roldan
- Submitted By:
- Crystal Ochoa, Administrative Coordinator, Parks & Recreation Department
Action Requested:
Discussion Item - No Action to be Taken
ITEM:
Discussion and possible directions to staff on any and all matters regarding the garden area fencing at the Cesar Chavez Cultural Center. (Lizandro Galaviz, Acting City Manager)
SUMMARY:
The Cesar Chavez Cultural Center has been in high-demand community events and gatherings for the last couple of months. Due to this, staff has decided to add a garden area for the community to have an outside area to enjoy during their reservations. The addition of a garden area was presented to City Council during the Budget Retreat for Fiscal Year 2022-2023 and was given a budget of $64,921.69. Staff reached out to various Yuma County vendors and received quotes from Brenda's Custom Works, Yepez Enterprises LLC., and Beast Metal Fabrication and Constructions. All three (3) quotes are for the fencing that is needed to surround the future garden area.
From the three (3) quotes received, the lowest bidder is Yepez Enterprises LLC in the amount of $48,799.00. Per City Procurement Code 3.05.010 (D), whenever any contemplated purchase, except for professional services as defined in the San Luis City Code 3.05.080 is for the sum of $45,000.00 or more, the purchasing agent shall cause to be published in two (2) issues of a newspaper of general circulation, notice inviting sealed bids or requests for proposals, which notice shall be published at least five (5) days before the date set for the receipt of the bids or proposals.
The Finance Department has requested that vendors have a city business license as well as a state Registrar of Contractors (ROC) license. Staff has contacted all three (3) vendors and the vendor who has recently obtained their state ROC is Yepez Enterprises LLC. The other vendors have mentioned to staff that they do not have a state ROC but have not advised if they plan on processing their ROC license.
Staff would like to seek direction in regard to waiving the procurement code and allowing the selection of the lowest bid received. Due to the rising cost of materials and items being delayed due to shipping issues, staff would like to begin the fencing of the garden area as soon as possible. Staff believes that the quotes received are fair in pricing and would like to move forward instead of having to go out to bid and wait a couple of months for this project to begin. Staff is open to any recommendations City Council may have.
From the three (3) quotes received, the lowest bidder is Yepez Enterprises LLC in the amount of $48,799.00. Per City Procurement Code 3.05.010 (D), whenever any contemplated purchase, except for professional services as defined in the San Luis City Code 3.05.080 is for the sum of $45,000.00 or more, the purchasing agent shall cause to be published in two (2) issues of a newspaper of general circulation, notice inviting sealed bids or requests for proposals, which notice shall be published at least five (5) days before the date set for the receipt of the bids or proposals.
The Finance Department has requested that vendors have a city business license as well as a state Registrar of Contractors (ROC) license. Staff has contacted all three (3) vendors and the vendor who has recently obtained their state ROC is Yepez Enterprises LLC. The other vendors have mentioned to staff that they do not have a state ROC but have not advised if they plan on processing their ROC license.
Staff would like to seek direction in regard to waiving the procurement code and allowing the selection of the lowest bid received. Due to the rising cost of materials and items being delayed due to shipping issues, staff would like to begin the fencing of the garden area as soon as possible. Staff believes that the quotes received are fair in pricing and would like to move forward instead of having to go out to bid and wait a couple of months for this project to begin. Staff is open to any recommendations City Council may have.
RECOMMENDATION / SUGGESTED MOTION:
DISCUSSION AND POSSIBLE DIRECTIONS TO STAFF ONLY, NO ACTION ITEM.
Fiscal Impact
- IS THERE FISCAL IMPACT ASSOCIATED WITH THIS ITEM:
- YES
- CITY/STATE/FEDERAL FUNDS:
- CITY
- TOTAL:
- $48,799.00
- BUDGETED AMOUNT:
- $64,921.69
- AVAILABLE AMOUNT TO TRANSFER:
- N/A
- ACCT NAME & GL#/REMAINING BALANCE BEFORE PURCHASE:
- CAPITAL OUTLAY - IMPROV BUILD 100-999-90005 / $64,921.69
FISCAL IMPACT STATEMENT (IF THIS IS A BUDGET TRANSFER, YOU MUST ATTACH THE BUDGET ADJUSTMENT FORM):
The Cultural Center Garden Area was approved as a CIP item for FY23 and was given a budget of $64,921.69.