City of Sacramento
City Council - 5PM Report
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File ID: 2023-01443 11/28/2023 Consent Item 14.
Non-Professional Services Contract Supplement No. 3: Shade Canopy Repair, Maintenance, and Replacement in City Parks
File ID: 2023-01443
Location: Citywide
Recommendation: Pass a Motion: 1) authorizing the City Manager or the City Manager’s designee to execute Supplemental No. 3 to City Agreement No. PRC001431 with Goodwin-Cole Tents & Awnings for shade canopy repair, maintenance, and replacement in city parks, increasing the not-to- exceed amount for the three-year contract to $350,311.
Contact: Shawn C. Aylesworth, Park Maintenance Manager, (916) 808-4070, [email protected], Youth, Parks & Community Enrichment Department (YPCE) Presenter: None
Attachments:
1-Description/Analysis
2- Non-Professional Services Contract Supplement No. 3: Shade Canopy Repair, Maintenance, and Replacement in City Parks
Description/Analysis
Issue Detail: The Department of Youth, Parks, & Community Enrichment (YPCE) is responsible for the maintenance of the shade canopies within our park system. Shade canopy repair, maintenance, and replacement requires the use of an outside contractor. YPCE’s Park Maintenance Division does not have staff for these specialized services within city parks.
Due to unanticipated additional spending of approximately $104,616 to address a series of winter storms in 2022/2023 which damaged shade canopies within the parks, Council’s request to have flagpoles fitted to fly the Pride Flag throughout the city, and immediate safety repairs needed, the funding for this contract has been nearly exhausted.
File ID: 2023-01443 11/28/2023 Consent Item 14.
YPCE is requesting authorization for the City Manager or the City Manager’s designee to execute Supplemental No. 3, increasing the not-to-exceed amount of the contract by $104,616 (equal to the unanticipated additional spending), bringing the total not-to-exceed amount to $350,311. Approving Contract Supplement No. 3 will allow YPCE to continue to address previously planned shade canopy repair and maintenance in addition to potential future emergency response as required.
Policy Considerations: The recommendations in this report are in accordance with the provisions of the City Code Chapter 3.56 related to the purchase of services and supplies.
Economic Impacts: None.
Environmental Considerations: Not applicable.
Sustainability: None.
Commission/Committee Action: None.
Rationale for Recommendation: Invitation for Bid No. B21191311019 was issued in April 2021 to procure canopy repair, maintenance, and replacement services for 30 city parks and a total of 44 park canopies. A contract for non-professional services was awarded for one year with two optional one-year extensions to Goodwin-Cole Tents and Awnings, the lowest responsive and responsible bidder.
On July 19, 2022, the Council authorized YPCE to contract with Goodwin-Cole Tents and Awnings for shade canopy repair, maintenance, and replacement within parks for an amount not to exceed $217,585 over the term of 3 years. In response to the winter storms in 2022/2023 involving damaged shade canopies, requests for fitted flagpoles, and safety concerns, YPCE incurred unanticipated repair and/or replacement costs of $104,616.
Approving this proposed Supplemental No. 3 would increase the not-to-exceed amount of the contract by $104,616 to cover the unanticipated expenses and allow YPCE to address previously planned and approved canopy maintenance.
Financial Considerations: The original one-year contract for the period beginning May 12, 2021, had a not-to-exceed amount of $70,400. Supplement No. 1 increased the contract total to $180,696 and executed the first contract extension through June 30, 2023; Supplement No. 2 increased the contract total to $245,696 and extended the contract through June 30, 2024. The proposed
File ID: 2023-01443 11/28/2023 Consent Item 14.
Supplement No. 3 in the amount of $104,616 would increase the agreement’s not-to-exceed amount to $350,311. Sufficient funding is available in YPCE’s FY2023/24 operating budget for this supplemental contract.
Local Business Enterprise (LBE): Goodwin-Cole is a certified LBE.