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Agenda Report
April 15, 2024
TO: Honorable Mayor and City Council
FROM: Parks, Recreation, and Community Services Department SUBJECT: CONTRACT AWARD TO EWING IRRIGATION PRODUCTS INC. FOR
THE PURCHASE OF IRRIGATION SUPPLIES FOR AN AMOUNT NOT
TO EXCEED $528,300
RECOMMENDATION:
It is recommended that the City Council:
1. Find that the proposed action is not a project subject to the California Environmental Quality Act (CEQA) pursuant to Section 21065 of CEQA and Sections 15060(c)(2), 15060(c)(3), and 15378 of the State CEQA Guidelines and, as such, no environmental document pursuant to CEQA is required; and
2. Accept the bid dated March 13, 2024 submitted by Ewing Irrigation Products Inc. in response to the specifications to provide irrigation supplies, ii) reject all other bids, and iii) authorize the City Manager to enter into a contract with Ewing Irrigation Products Inc. in an amount not to exceed $316,980 over a three-year period with the option of two one-year extensions in the annual amount of $105,660, at the discretion of the City Manager, for a maximum total contract length of five years and a grand total contract amount of $528,300.
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BACKGROUND:
The Parks, Recreation and Community Sen/ices Department (PRCS) maintains parks, medians, and other landscape areas throughout the City. To maintain these areas, PRCS purchases irrigation supplies for park improvements, emergency repairs, landscape beautification projects, and water conservation efforts.
On February 17, 2024, a Notice Inviting Bids was published in The Pasadena Journal and Pasadena Independent and posted on OpenGov. A total of 3,038 vendors received the notice and 15 vendors downloaded the formal bid specifications. Four responses were received by the bid closing date of March 13, 2024. No submissions were received from local Pasadena vendors.
MEETING OF_A/15/2024_AGENDA ITEM NO.4
Purchase Order Contract Award to Ewing Irrigation Products Inc.
April 15, 2024
The bid results are as follows:
BidderLocationAnnual Amount ($)
1. Ewing Irrigation Products Inc.
2. JHM Supply Inc.
3. Smith Pipe & Supply Inc.
4. Eleven-B Corporation
Phoenix, AZ
San Gabriel, CA
Santa Monica, CA
Granada Hills, CA
$105,660
$107,832
$150,124
$200,700
As the responsive and responsible lowest bidder, PRCS recommends awarding this contract to Ewing Irrigation Products Inc. for three years not exceeding $316,980 with two one-year optional renewals at $105,660 each for a possible five-year total of $528,300. Ewing Irrigation Products Inc. has been the City provider of irrigation supplies since 2015 and has issued purchase orders totaling $611,379.
COUNCIL POLICY CONSIDERATION:
This action is consistent with the City Council's goals to improve, maintain, and enhance public facilities and infrastructure, and to support and promote the quality of life and the local economy.
ENVIRONMENTAL ANALYSIS:
The action proposed herein is not subject to the California Environmental Quality Act (CEQA) in accordance with Section 21065 of CEQA and State CEQA Guidelines Sections 15060 (c)(2), 15060 (c)(3), and 15378. The authorization to enter into a contract to purchase irrigation supplies is a continuing administrative and maintenance activity (i.e., purchasing of supplies). This action would not cause either a direct physical change in the environment or a reasonably foreseeable indirect physical change in the environment. Therefore, the proposed action is not a "project" subject to CEQA, as defined in Section 21065 of CEQA and Section 15378 of the State CEQA Guidelines. Since the action is not a project subject to CEQA, no environmental document is required.
Purchase Order Contract Award to Ewing Irrigation Products Inc.
April 15, 2024
FISCAL IMPACT:
The maximum cost of this action will be $528,300 if all options are exercised. Funding for this action will be addressed by the utilization of existing budget appropriations in the Parks, Recreation, and Community Services Department Operating Budget (Acct. 10118071-810100).
The purchase order contract amounts are as follows:
Year 1 to 3
Year 4
Optional 1st
Extension
YearS
Optional 2nd
ExtensionTotal
Base Bid$316,980$105,660$105,660$528,300
Respectfully submitted,
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Prepared by:
KOKO PANOSSIAN
Director of Parks, Recreation and
uommun1ty~Sen4ces
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Tseg^ Selassie
Management Analyst IV
Approved by:
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MIGeEt^lVlARQUEZ
City Manager