Title
MOTION TO APPROVE THE PURCHASE OF BLEACHERS TO REPLACE THE EXISTING BLEACHERS AT ACADEMIC VILLAGE CHARTER SCHOOL FROM SSE AND ASSOCIATES, INC. D/B/A SOUTHEASTERN SURFACES & EQUIPMENT IN THE AMOUNT NOT TO EXCEED $130,024.64, UTILIZING PRICING ESTABLISHED FROM SOURCEWELL CONTRACT #091719, PURSUANT TO SECTION 35.18(C)(6) OF THE CITY’S CODE OF ORDINANCES.
Summary Explanation and Background
PROCUREMENT PROCESS TAKEN:
- Chapter 35 of the City’s Code of Ordinances is titled “PROCUREMENT PROCEDURES, PUBLIC FUNDS.”
- Section 35.18 of the City's Code of Ordinances is regarding "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)(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 Academic Village Charter School would like to replace the bleachers located in the gymnasium due to an issue with the motor used to protract/retract the existing bleachers as well as wear and tear attributed to 22 years of use.
2. Sourcewell is a State of Minnesota local government agency and service cooperative created under the laws of the State of Minnesota (Minnesota Statutes Section 123A.21) that facilitates a competitive public solicitation and contract award process for the benefit of its 50,000+ members across the United States and Canada. Sourcewell’s solicitation process complies with Minnesota law and policies, and results in cooperative contracting solutions from which Sourcewell’s members procure equipment, products, and services.
3. The Public Services Department would like to utilize Sourcewell contract # 091719 “Event Seating and Staging Solutions with Related Accessories and Services” for the replacement of bleachers.
4. The Public Services Department received a quote from SSE and Associates, Inc. d/b/a Southeastern Surfaces & Equipment, an authorized Hussey Seating Company dealer, in the amount of $130,024.64.
5. The bleachers from Southeastern Surfaces & Equipment are compliant with the Americans with Disabilities Act.
6. Request Commission to approve the purchase of bleachers to replace the existing bleachers at Academic Village Charter School from SSE and Associates, Inc. d/b/a Southeastern Surfaces & Equipment in the amount not to exceed $130,024.64, utilizing pricing established from Sourcewell contract #091719, pursuant to Section 35.18(C)(6) of the City’s Code of Ordinances.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $130,024.64
b) Amount budgeted for this item in Account No: Funds for this project are included in the FY 2023 Proposed Charter School Budget that will be presented to Commission on June 15, 2022 within the following account # 172-569-5053-546150-7900-350-0000-(R&M Land Bldg & Improvement)
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.
Reviewed by Commission Auditor.