Title
Shade Structure Repair and Replacement - Requirements Contract Recommendation - IFB PKS-SOD16-002 (Ordinance S-43486)
Description
Request to authorize the City Manager, or his designee, to enter into contracts with Matrix Management, Inc. dba Sun City Awning & Patio (Vendor 3027363), Shade N Net of Arizona, Inc. (Vendor 3002646), Shade Structures, Inc. (Vendor 3074509), The House of Canvas and Fine Wrought Iron LLC (Vendor 3524546), Total Shade LLC (Vendor 3524495), and Ultimate Shade Alternatives, Inc. (Vendor 3524220) to provide shade structure repair and replacement services for up to five years in an amount not to exceed $250,000. Further request authorization for the City Controller to disburse all funds related to this item.
Report
Summary
The Parks and Recreation Department requires repair, replacement, and installation services to maintain approximately 311 various manufactured shade structures previously installed throughout the Parks and Recreation Department. These services will be on an as-needed basis. The shade structures can become damaged due to storms or regular wear and tear over time. Funding for these services is available in the Parks and Recreation Department budget.
Procurement Information
Invitation for Bid (IFB) PKS-SOD16-002 was conducted in accordance with Administrative Regulations 3.10. The Parks and Recreation Department released (IFB) PKS-SOD16-002 on Jan. 26, 2017. Six offers were received by the Parks and Recreation Department, Management Services Division on Feb. 16, 2017.
The Management Services Deputy Director recommends contract offers to the following responsive and responsible bidders to encompass the various manufacturer types:
* Matrix Management, Inc. dba Sun City Awning & Patio
* Shade N Net of Arizona, Inc.
* Shade Structures, Inc.
* The House of Canvas and Fine Wrought Iron LLC
* Total Shade LLC
* Ultimate Shade Alternatives, Inc.
Contract Term
The contract will begin on or about June 1, 2017 and the term is for three years with two one-year options to renew (for a total of five years).
Financial Impact
The aggregate contract value, including all option years, will not exceed $250,000, with an estimated annual expenditure of $50,000. Funds are available in the Parks and Recreation Department budget.
Department
Responsible Department
This item is submitted by Deputy City Manager Deanna Jonovich and the Parks and Recreation Department.