Item Number: 19
City Council / Board of Directors
Written Communications
Meeting of: May 7, 2024
Submitted By:
Donna Meester, Director of Community Services
Subject:
Award of Construction Agreement with Shade Structures, Inc. DBA USA Shade & Fabric Structures, for the Brentwood Shade Structure Purchase and Installation, Project ESC24- 094, CMAS Contract Number 4-22-11-1011
Recommendation:
That the Honorable City Council approve a Construction Agreement in the amount not to exceed $151,603.54 with Shade Structures, Inc. DBA USA Shade & Fabric Structures for the Brentwood Shade Structure Purchase and Installation, Project ESC24-094.
Fiscal Impact:
Acting in accordance with the staff recommendation will result in a fiscal impact of $151,603.54. The Prop 68 Per Capita Grant provided by the State of California will help fund 65% of this project. The remainder of the project will be funded from Measure P (Fund 105) and the General Fund (Fund 100). Below is a summary of the allocation of funds.
Strategic Plan Goal:
The City of Victorville Strategic Plan 2023-2026 identifies multi-year strategic goals and various strategies to work toward achieving those goals. The Brentwood Park Shade Structure Project assists in achieving the following: Goal E, Invest in Infrastructure, create a healthy and livable community by maintaining the city’s assets through investment in infrastructure and innovations; Strategy 7, implement priority projects identified in the Parks and Recreation Master Plan.
Account Funds
2706050-55070-81012 $97,601.17
1056050-55070-81012 $50,000.00
1006050-55070-81012 $4,002.37
Total $151,603.54
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Background:
In December 2020, Council adopted the City’s Park and Recreation Master Plan (Master Plan). The Master Plan recommends the addition of shade and shade structures at City parks to protect the community from rising temperatures in the summer months.
The City was previously awarded a Prop 68 Per Capita Grant for improvements at Brentwood Park. In February 2023, our Parks Division was forced to cut down numerous diseased trees at Brentwood Park (Attachment A) leaving the community with no shade near the new playground area (also funded by the Prop 68 Per Capita Grant).
In January 2024, staff reached out to Shade Structures, Inc. DBA USA Shade & Fabric Structures and Miracle Playground Sales for quotes. During the process, Shade Structures, Inc., was found to have a cooperative agreement (co-op) with the California Municipal Award Schedules (CMAS).
CMAS offers a wide variety of commodities, non-IT Services, and information technology products and services at prices which have been assessed to be fair, reasonable, and competitive. The CMAS Program creates a pool of suppliers that an agency can solicit offers from. When utilized correctly, CMAS streamlines the procurement process. This form of procurement differs from the competitive bid process. CMAS contracts are established using products, services, and prices from already existing, competitively assessed and cost compared multiple award contracts.
The products, services, and prices are primarily from the federal General Services Administration (GSA) multiple award schedule program, but not exclusively. To these products, services, and prices, we add California contract terms and conditions, procurement codes and policies, and establish a totally independent California contract.
The contracts are utilized statewide by both California state and local government agencies under delegated authority from the Department of General Services. This assists Agencies with making best value purchasing decisions accordingly.
Discussion:
In January 2024, Shade Structures Inc. provided a proposal and informed staff that they were a part of a co-op agreement through CMAS. This information was submitted and confirmed by the Purchasing Division of the Finance Department. Purchases through a cooperative purchasing arrangement, specifically with CMAS, are allowed in accordance with Section 2.28.120(a)(2) of the Victorville Municipal Code.
The proposal includes the furnishing, delivery, and installation of three fabric shade structures at Brentwood Park. A photo of the park site with proposed shade structure placement, as well as a photo of the contemplated shade structure, have been included as Attachment A. The proposal, which staff believe is fair and responsive to the project needs, can be found in Exhibit A of the attached Construction Agreement (Attachment B). 3 6
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Staff recommends that the City Council award a Construction Agreement to Shade Structures, Inc. DBA USA Shade & Fabric Structures for the Brentwood Shade Structure Purchase and Installation, Project ESC24-094, in the amount not to exceed $151,603.54.
Staff is available for questions.
Attachments: A. Photos
B. Construction Agreement