December 17, 2024
Library and Community Services
DATE: December 17, 2024
TO: Mayor Martinez and Members of the City Council
FROM: LaShonda White, Deputy City Manager – Community
Services
Ranjana Maharaj, Deputy Director, Community Services -
Recreation
Tetteh Kisseh, Recreation Supervisor
Subject:
Contract With All Seasons Ice Company To Provide Ice
For Snow Day
FINANCIAL IMPACT: The expenditure for this contract is proposed in account number 01251051-400280 within the Community
Services-Recreation’s fiscal year budget as listed below:
2024-2025 - $7,000
2025-2026 - $7,000
2026-2027 - $7,000
PREVIOUS COUNCIL
ACTION:
None
STATEMENT OF THE
ISSUE:
Approve the Contract between the City of Richmond and
All Seasons Ice Company to provide ice for the Snow
Day Event at Nicholl Park in December of 2024, 2025
and 2026.
AGENDA
REPORT
December 17, 2024
RECOMMENDED ACTION:
APPROVE a three-year contract with All Seasons Ice
Company in a not to exceed amount of $21,000, to
provide 10 tons of ice for a fee of $7,000 annually, and a donation of 20 tons of ice during the Winter Break Camp in December of 2024, 2025, and 2026, with a contract
term from December 17, 2024, through December 31,
2026 – Community Services Department (Tetteh Kisseh
510-620-6919/Ranjana Maharaj 510-620-6792/LaShonda
White 510-620-6828).
DISCUSSION:
Since 2022, All Seasons Ice Company has been partnering with Community Services- Recreation by providing ice for a snow day for the Winter Camp participants and Richmond residents on an established date in December. During the last two years, All Season Ice Company has donated the ice for this event.
Seeing the success of this event, City staff is interested in expanding the snow area so that more people can enjoy the snow day. City staff reached out to two vendors to solicit quotes for an additional 10 tons of ice needed to expand the capacity of the snow area.
Below is a matrix of the request for quote responses from vendors:
VENDOR NAME QUOTE AMOUNT NOTES
1. All Seasons Ice
Company
$6,682.20 for 10 tons of
ice
All Season Ice Company will
donate 20 tons of ice.
They will also create a snow
area
2. San Jose Ice
Company
$8,000.00 to $8,500.00
for 15 tons of ice
San Jose Ice Company only
delivers the ice
City staff evaluated the quotes provided by the two vendors and recommended that the contract be awarded to All Seasons Ice Company based upon the criteria below. All Seasons Ice Company has:
Demonstrated experience in providing ice that will create the snow area. They have worked with Community Services-Recreation for the last two years in providing this service.
Demonstrated experience in managing the company, i.e., internal controls, management personnel, etc.
Demonstrated flexibility and reliability as the company will deliver the ice and will make snow for this event. The City will not have to rent any equipment to create the snow.
December 17, 2024
In addition, All Seasons Ice Company will donate 20 tons of ice for this event, which would cost $14,000 annually. The City will purchase 10 tons of ice for the expanded snow area at a cost of $7,000 annually.
The snow day in 2024 is planned for December 23, 2024. In the event of rain, All Season Ice Company and staff will work on a rescheduled date. For 2025 and 2026, the dates of the snow day will be determined by All Season Ice Company and City staff.
City staff is seeking City Council approval of the three-year contract with All Seasons Ice Company to purchase the 10 tons of ice for a total not to exceed amount of $21,000 and to receive a donation of 20 tons of ice annually for snow day events in December 2024, 2025, and 2026.
DOCUMENTS ATTACHED:
Attachment 1 – Contract-All Season Ice for Snow Day Event (2024-2026)