City Council Regular


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  Item # 11.       
Meeting Date: 08/24/2020  
FROM: Douglas Dancs

SUBJECT
Award Contracts for the Purchase of Cypress Sports Park Amenities
RECOMMENDATION
1. Award a contract to Musco Sports Lighting for $288,940, for the purchase of sports field lighting; and

2. Award a contract to USA Shade for $268,088.71, for the purchase and installation of fabric shade sails; and

3. Award a contract to Dynamo Industries for $234,711.25, for the purchase of play equipment; and

4. Award a contract to Rexel Energy Solutions for $51,499.06, for the purchase of eight dual-electric vehicle charging stations.
DISCUSSION
The City Council approved the sports park plans and specifications in July and directly purchasing select park amenities will reduce park construction costs by approximately $200,000. The amenities include sports field lighting, shade sails, play equipment, and vehicle charging stations.

Local governments use cooperative government purchasing programs to directly purchase items and receive discounted pricing unavailable to the contractors hired to build a CIP project. When contractors purchase amenities, they generally pay retail prices and mark-up the cost by 10%-20%. The City will utilize BuyBoard to purchase the play equipment, and Sourcewell to purchase the sports field lighting equipment, fabric shade sails, and electric vehicle charging stations. Once a general contractor is selected, they will be responsible for coordinating the final delivery and installation of these items.

Both BuyBoard and Sourcewell provide the City the same terms and competitively bid prices offered to other government agencies. Municipal Code Section 21A-10(e) allows the use of cooperative purchasing programs as a more efficient and cost-effective method of procurement by receiving volume type pricing.

Community Development will not issue the purchase orders/contracts until and unless the City Council awards the sports park construction contract, which is expected to come before the City Council in October. Should the City Council choose not to proceed with sports park construction, the City will have no obligation to complete the amenity purchases, nor will the City be subject to any financial penalties.  Approving the amenity purchases ahead of awarding the construction contract helps Community Development keep the project on schedule.
BUDGET IMPACT
The cost to purchase park amenities is $843,239 and the $13 million construction budget includes sufficient amounts for these items. It is estimated direct procurement of the amenities will save up to $200,000.
LEGAL REVIEW
None required.
  
APPROVED BY: Peter Grant, City Manager
Attachments
Cost Propoals


    

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