HomeMy WebLinkAboutN- 5 Staff Report request for PO Picnic Shelter and BBQ from Sadie Cosntruction r E
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AZUSA`
CONSENT CALENDAR
TO: THE HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: RANDY NORIEGA, DIRECTOR OF PARK PLANNING AND DEVELOPMENT
VIA: RICK COLE, CITY MANAGER iaacl'
DATE: APRIL 7, 2003
SUBJECT: REQUEST FOR A PURCHASE ORDER TO PURCHASE A PICNIC SHELTER AND BBQ
FROM SADIE CONSTRUCTION IN THE AMOUNT OF $20,546.93. REQUEST TO
ENTER INTO A CONTRACT AGREEMENT WITH MALIBU PACIFIC, INC. TO INSTALL
A PICNIC SHELTER, BBQ AND THE PURCHASE OF PICNIC TABLES, CONCRETE PADS
AND INSTALLATION LABOR IN THE AMOUNT OF $23,700.00 AT VETERAN'S
FREEDOM PARK.
RECOMMENDATION:
It is recommended that City Council approve the request for a purchase order to purchase a
picnic shelter and BBQ from Sadie Construction in the amount of $20,546.93. It isfurther
recommended to enter into a Contract Agreement with Malibu Pacific, Inc. to install said picnic
shelter and BBQ and the purchase of picnic tables, concrete pads and cost of installation labor in
the amount of $23,700.00 at Veteran's Freedom Park. Total project cost is $44,246.93.
BACKGROUND:
In an effort to expedite the installation of the new picnic shelter and amenities at Veteran's
Freedom Park, staff inquired with the Purchasing Department if it was allowable to use a
contractor who within the last year successfully completed the exact same work and would
duplicate the work at the same price. Purchasing staff stated that this was a past practice and
that the project could proceed. Wanting to expedite the purchase of the largest component of
the project, the picnic shelter prior to a known price increase on February 1, 2003, staff issued a
notice to proceed to the "pre-qualified" contractor.
The contractor placed the order for the picnic shelter and BBQ unit on the basis of the notice to
proceed. Staff completed the project agreement and had the City Attorney review. The City
Attorney concluded that this "past practice" was not in compliance with the City of Azusa's
purchasing policies and that a decision to proceed or cancel and re-bid the project was up to the
staff responsible for the project. Staff decided to cancel the project and re-bid the project in strict
accordance with the City's purchasing policy.