From
Linda Townley
Title
Rejection of Bid#17106; and approve a contract with Home Depot Renovation Services in the amount of $359,750 for repairs and/or replacement of picnic shelters at both Lynn Creek Park and Loyd Park; and approve a 5% contingency in the amount of $17,988 for a total project cost of $377,738 through a national inter-local agreement with US Communities.
Presenter
Rick Herold, Director of Parks, Arts and Recreation
Recommended Action
Reject bid# 17108; Approve inter-local contract with Home Depot
Analysis
During the flood of 2015, fifty eight (58) picnic shelters were damaged or destroyed at both Lynn Creek Park and Loyd Park. City staff has worked diligently with both TML and FEMA to repair and/or replace these damaged shelters. While working through the FEMA process, which has taken almost two years, we have finally received confirmation that FEMA will assist in the project. TML has granted the City a project extension until January 2018, when all construction must be complete to be eligible for reimbursement. City staff will work aggressively to ensure we make this deadline.
Staff recommends approval of a 5% contingency in the amount of $17,988 for unforeseen conditions.
Bid# 17106 was advertised on May 14th & May 21st, 2017 with three bid responses turned into the offices of the Purchasing Department. One bid was received with an incomplete submittal packet, one bid was received without a bid bond, and the last bid met all specifications. The City reserves the right to reject any or all bids and to waive formalities; the City also reserves the right to purchase these items through state and local intergovernmental agreements when it is in the best interest of the city. City Staff recommends rejecting all bids due to the recommended repair/replacement contract being available from Home Depot Renovation Services through their US Communities Contract No. 16154-RFP at a quoted price that proves to be more cost-effective than the original bid responses.
2 CFR 200.318 (e), provides non-Federal entities the ability to enter into state and local intergovernmental agreements or inter-entity agreements where appropriate for procurement or use of common or shared goods and services. Additionally, Chapter 271.102 of the Local Government Code authorizes local governments to participate in a cooperative purchasing program with another local government or local cooperative organization in lieu of competitive bidding. The City of Grand Prairie maintains master inter-local cooperative agreements with various entities including US Communities Government Purchasing Alliance.
US Communities Contract No. 16154-RFP was executed on February 1, 2017 for an initial term of (5) years expiring December 31, 2021, with the option to renew for (5) additional (1) year periods. This contract does include the FEMA terms and conditions required in 2 CFR 200.
This item was presented to the Finance and Government Committee on July 18, 2017 and received recommendation for approval by the City Council.
Financial Consideration
Although the City has no guarantee at this time, both TML and FEMA have indicated that the costs to replace/repair the picnic shelters are eligible for reimbursement with FEMA reimbursing 75% of the costs not covered by TML. City staff expects to receive the final determination/acknowledgement from TML in August. If TML and FEMA funding sources do not cover these costs, funding will have to be allocated from Park CIP Funds. At this time, Park management has put several FY17 Lake Park CIP projects on hold pending final determination from TML and FEMA. And, if necessary, other funding sources will need to be identified in FY17/18.
All costs related to this contract will be tracked and accounted for in FEMA Grant Fund (300598) Activity 63515025 (City Parks Flood Damage) 63010 (Buildings and Ground Maintenance).