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  ITEM 11.       
Meeting Date: 10/13/2020  
Submitted For: Jim Burke
Department: Public Facilities, Recreation, Event  

Subject
AUTHORIZATION TO ENTER INTO AMENDMENT NO. 1 TO THE LINKING AGREEMENT WITH SHADE ‘N NET OF ARIZONA, INC. FOR ADDITIONAL FABRIC SHADE STRUCTURES AT O’NEIL AND FOOTHILLS PARK LOCATIONS
Presented by: James Burke, Director, Public Facilities, Recreation and Special Events
Purpose and Recommended Action
This is a request for City Council to authorize the City Manager to enter into Amendment No. 1 to the linking agreement with Shade ‘N Net of Arizona, Inc. for pre-engineered fabric shade structures.  Amendment No. 1 will increase the expenditure limit by $79,435.71, for a total not to exceed amount of $199,435.71 for the entire term of the contract (initial term plus all renewals) for additional shade structures at O’Neil and Foothills Park locations.  All other terms and conditions will remain the same.
Background
City Council approved an Agreement with Shade ‘N Net of Arizona, Inc., Contract No. C18-0503, on June 12, 2018, authorizing a one-year term with the option to renew for two (2) additional one-year periods. The Agreement covers the installation of new shade structures, repairs, or replacements of fabric and shade structures at multiple park locations. 
 
Staff is seeking additional funds to complete two projects: O’Neil Park for two new shade structures and Foothills Park for new spectator shade structures for the three ball fields. All other conditions of the contract will remain the same.
Analysis
The Public Facilities, Recreation and Special Events Department selected Shade ‘N Net of Arizona, Inc. ("Shade 'N Net) for pre-engineered fabric shade structures through the Mohave Educational Services Cooperative (Mohave). The City entered into a linking agreement with them on April 1, 2018, for one year with the option to renew for two (2) additional one-year terms, ending on April 1, 2021. The total purchase price for the goods and/or services purchased under the Agreement included an amount of $40,000 annually, or $120,000 for the entire term of the Agreement (initial term plus any renewals).  
 
Amendment No. 1 will modify the scope of work and compensation for Shade ‘N Net for additional shade structures to be constructed at O’Neil and Foothills Park ball fields. This Amendment, if approved, will increase the compensation amount to Shade ‘N Net by $79,435.71 for a total not to exceed amount of $199,435.71 for the entire term of the contract.
Previous Related Council Action
On June 12, 2018, Council authorized entering into a linking agreement with Shade ‘N Net (C18-0503) for pre-engineered fabric shade structures through the Mohave Purchasing Cooperative, Contract No. 16D-SHADE-0401, with an initial term beginning April 1, 2018 through April 1, 2019, with the option to renew for two (2) additional one-year periods allowing the contract to be extended through April 1, 2021.
Community Benefit/Public Involvement
Providing shade and safety from the elements of our Arizona weather for our citizens is paramount and enhances the usability of many park amenities such as playgrounds, splash pads and ball field bleachers.

Fiscal Impact
Fiscal Year: FY2020-21
Fiscal Year Amount Requested: $79,435.71
Budgeted Y/N?: Y
Account: Various
Transfer Required? Y/N: N
If Yes, what account will be used?: N/A
Budget and Financial Impacts:
Amendment No. 1 will increase the expenditure limit by $79,435.71, to a total not to exceed amount of $199,435.71 for the entire term of the contract (initial term plus all renewals). 
 
Project Costs Funding Source
Two (2) Ramadas at O’Neil Park $11,471.28 CDBG Grant for O’Neil Park Redevelopment - 20405110-521110
Shade Structures at Foothills Park $45,309.62 GRT2621001 - Foothills Sports Complex Improvements - 21605231 - 550120
Shade Structures at Foothills Park $22,654.81 GRT2621001 - Foothills Sports Complex Improvements - 10002611 - 550120
Total Project Cost: $79,435.71  

 
Attachments
Amendment


    

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