Discussion and possible action on any and all matters regarding the selection of the vendor who will complete the rough grading for the East San Luis Community Park parking lots.  (Angelica Roldan, Acting Director of Parks and Recreation)

The City of San Luis staff have been working very hard to make sure that the East San Luis Community Park will be a park that all the residents will enjoy and make many memories. To make sure the park can be accessed from various areas, this park will consist of three parking lots. As the construction of the park continues, staff has reached out to vendors to request quotes for the grading of the three parking lots. Staff has received quotes from Evans Custom Concrete for $52,130.04, CEMEX Construction Materials South LLC for $106,750.39, DPE Construction, Inc. for $130,000.00 and GCE for $150,000.00. 

The San Luis City Code ("SLCC:), Purchasing Chapter § 3.05.010 (D) states that whenever any contemplated purchase except for professional services as defined in SLCC § 3.05.080 is for the sum of $45,000 or more, the purchasing agent shall cause to be published in two issues of a newspaper of general circulation, notice inviting sealed bids or requests for proposals, which notice shall be published at least five days before the date set for the receipt of the bids or proposals. Also, SLCC § 3.05.030 states that the purchasing agent and all parties contracting with the city, except those parties contracting for professional services as defined in SLCC § 3.05.080, shall follow the procedure set forth in this section in relation to all bids or requests for proposals required under SLCC § 3.05.010 or as may be required by state law.

Staff believes that the presented quotes include what is necessary for the rough grading to begin the construction of the East San Luis Community Park parking lots. Staff have been in constant communication with James Davey and Associates who are overlooking this project and have been working together in requesting the quotes. Waiving formal bidding procedures allowed under SLCC § 3.05.10(H) is justified.  First, because the bidding process likely will not result a lower price given the quotes we received.  Second, with the supply chain issues that have been going on nationwide, staff would like to prevent delays in the project and this is the reason staff would like to present City Council with the attached quotes. Staff believe that having to post two issues in the newspaper and waiting for the bidding to select the winning bid will delay the completion of the parking lots if there are any issues with materials getting here on time. 

Staff would like to request that City Council waive the formal bidding procedures under SLCC §§ 3.05.010 (D) and3.05.030. Staff would like to award Evans Custom Concrete with this project since the vendor provided the lowest quote of $52,130.04 (Fifty Two Thousand, One Hundred Thirty Dollars with Four Cents.)