Title
MOTION TO APPROVE THE RESURFACING OF THE TRACK AT THE ACADEMIC VILLAGE CHARTER SCHOOL CAMPUS BY CONICA USA POLYTRACKS LLC DBA POLYSPORT FOR A TOTAL AMOUNT NOT TO EXCEED $225,342.50, WHICH INCLUDES AN OWNER'S CONTINGENCY IN THE AMOUNT OF $10,242.50, UTILIZING PRICING ESTABLISHED BY THE INTERLOCAL PURCHASING SYSTEM (TIPS) CONTRACT # 230201, PURSUANT TO SECTION 35.18(C) OF THE CITY'S CODE OF ORDINANCES.
Summary Explanation and Background
PROCUREMENT PROCESS TAKEN:
- Chapter 35 of the City’s Code of Ordinance is titled “PROCUREMENT PROCEDURES, PUBLIC FUNDS.”
- Section 35.18 of the City's Code of Ordinances is titled "COMPETITIVE BIDDING OR COMPETITIVE PROPOSALS REQUIRED; EXCEPTIONS."
- Section 35.18(C) states that "Only the following situations are exempt from the competitive bid and competitive proposal requirements of this section:"
- Section 35.18 (C)(5) states that “Commodities or services that are the subject of contracts with the state its political subdivisions or other governmental entities including the United States government, are exempt from the competitive procurement process.”
- Section 35.18 (C)(6) states that “Cooperative purchasing plans are exempt from this section.”
- Section 35.21 of the City's Code of Ordinances is titled "AWARD OF CONTRACT."
- Section 35.21(A) of the City's Code of Ordinances is titled "City Commission approval."
- Section 35.21(A)(1) states, "An initial purchase of, or contract for, commodities or services, in excess of $25,000, shall require the approval of the City Commission, regardless of whether the competitive bidding or competitive proposal procedures were followed."
SUMMARY EXPLANATION AND BACKGROUND:
1. The track at the Academic Village Charter School campus is in need of resurfacing.
2. The Public Services Department was interested in utilizing pricing established by The Interlocal Purchasing System (TIPS) contract # 230201 for Synthetic Turf or Natural Sports Fields, Grounds, Courts, and Tracks Goods and Services.
3. TIPS, a governmental entity and national purchasing cooperative provides a valuable solution to public entities and qualifying non-profits by performing the public procurement solicitation process and awarding compliant contracts to qualified vendors. TIPS began in 2002 as a small regional cooperative of the Region 8 Education Service Center (ESC). Region 8 ESC is one of 20 Regional Education Service Centers within Texas which assists school districts in improving student performance and increasing efficiency and effectiveness of school operations, as commissioned by the Texas state legislature.
4. On April 30, 2023, TIPS entered into an agreement pursuant to RFP # 230201 “Synthetic Turf or Natural Sports Fields, Grounds, Courts, and Tracks Goods and Services” for the provision of goods and services related to sports fields, facility grounds, courts, and tracks to public entities and qualifying non-profit TIPS members in the United States for a three-year term, and which allows for one additional one-year renewal option.
5. The Procurement Department contacted the 68 vendors awarded on TIPS contract # 230201, requesting a quote for both permeable and impermeable track resurfacing options. The Procurement Department received three the following quotes:
|
Description |
Polysport |
GeoSurfaces |
Hellas Construction, Inc. |
|
Permeable Surface |
$215,100.00 |
$ 249,700.00 |
$ 273,400.00 |
|
Impermeable Surface |
$255,050.00 |
$ 347,110.00 |
$ 306,300.00 |
* Note - the quote provided by Polysport included the cost to provide a Payment and Performance Bond.
6. After discussions with the School Administration, the Public Services Department decided to move forward with the permeable surface option from Polysport. The Public Services Department is requesting to include an owner's contingency in the amount of $10,242.50 for any unforeseen work, which would increase the total of the contract to $225,342.50.
7. Request City Commission to approve the resurfacing of the track at the Academic Village Charter School Campus by Conica USA Polytracks dba Polysport for a total amount not to exceed $225,342.50, which includes an owner's contingency in the amount of $10,242.50, utilizing pricing established by the Interlocal Purchasing System (TIPS) contract # 230201, pursuant to Section 35.18(C) of the City's Code of Ordinances.
Reviewed by Commission Auditor.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $225,342.50
b) Amount budgeted for this item in Account No: $225,342.50 is available in account # 001-519-6001-546152-0000-000-6106-ARPA1 (R&M - Land Bldg. - Major Project)
c) Source of funding for difference, if not fully budgeted: Not Applicable.
d) 5 year projection of the operational cost of the project: Not Applicable.
e) Detail of additional staff requirements: Not Applicable.
FEASIBILITY REVIEW:
A feasibility review is required for the award, renewal and/or expiration of all function sourcing contracts. This analysis is to determine the financial effectiveness of function sourcing services.
a) Was a Feasibility Review/Cost Analysis of Out-Sourcing vs. In-House Labor Conducted for this service? Not Applicable.
b) If Yes, what is the total cost or total savings of utilizing Out-Sourcing vs. In-House Labor for this service? Not Applicable.