AUTHORIZATION TO ENTER INTO A LINKING AGREEMENT WITH NORCON INDUSTRIES, INC., FOR THE REPAIR OF EXISTING OPERABLE WALLS AND TRACKS AND REPLACEMENT OF EQUIPMENT ASSOCIATED WITH THESE REPAIRS
Staff Contact: Erik Strunk, Director, Public Facilities, Recreation and Special Events
Purpose and Recommended Action
This is a request for City Council to authorize the City Manager to enter into a linking agreement with Norcon Industries, Inc. for the repair of existing operable “air walls” and tracks and replacement of equipment associated with these repairs, as needed, at the Glendale Civic Center. If approved, it will result in the expenditure of $69,494.74 over a three-year period and also allow for future authorization for additional repairs and maintenance, should they be necessary.
Background
In 1997, the City moved forward with the construction of a new, City-owned, property between Glenn Drive and Palmaire Avenue from 57th Drive to 57th Avenue. Known as the Glendale Civic Center, this facility is used for community meetings and activities, as well as City sponsored functions, and serves as a focal point for downtown Glendale. It includes state-of-the-art audio and visual capabilities, meeting space to accommodate several hundred people at a time, and a full-service catering facility. In total, the facility consists of 40,000 square feet of rentable space for corporate meetings, conferences, trade shows, graduations and a variety of social gatherings including weddings and proms. Since its opening in December 1999, more than 1.5 million persons have used the Civic Center for a variety of events and on average; it hosts approximately 195 events annually that draws 56,306 persons. As with most public facilities, this volume of traffic often results in a periodic need to repair and/or replace certain equipment within the Center. One such item is the current operable “air wall” system.
The Civic Center’s Crowne Ballroom and Diamond Ballroom are equipped with a total of six (6) operable “air walls” that require ongoing maintenance and repairs. The current system was installed in December 1999 and is now in need of repair and maintenance in order to sustain mobility and operations to accommodate the events at the Civic Center.
Approval of this linking agreement will allow the Civic Center to move forward with these needed repairs.
Analysis
The existing operable air walls at the Civic Center are the original walls installed when the facility opened in December 1999. It is crucial for the staff to have the ability to move these walls as business levels dictate. Each event requires a unique room layout and it is necessary to move the walls to accommodate the clients booking events at the Civic Center. These walls are moved quite often as each event has different requirements for room layouts. It is therefore very important to maintain them on a regular basis; if not, their movement can become restricted and they can become a safety hazard.
Linking agreements are a form of cooperative purchasing, which allows counties, municipalities, schools, colleges and universities in Arizona the opportunity to use the same contract as competitively procured by another governmental entity or purchasing cooperative. Such purchasing helps reduce the cost of procurement, allows access to a multitude of competitively bid contracts, and provides the opportunity to take advantage of volume pricing. The Glendale City Code authorizes cooperative purchases when the solicitation process utilized complies with the intent of Glendale’s procurement processes. This cooperative purchase is compliant with Chapter 2, Article V, Division 2, Section 2-149 of the Glendale City Code, per review by Materials Management.
On September 16, 2016, Norcon Industries was awarded their contract by the Mohave Educational Services Cooperative, Inc. through a competitive bid process and includes a provision for cooperative purchasing under the Mohave Educational Services Cooperative program. Under these parameters, Norcon Industries is qualified and capable of performing the needed repair and maintenance of the Civic Center walls.
The Procurement Division and the City Attorney’s Office have reviewed and approved the utilization of the agreement for the defined services and concur that this cooperative purchase agreement is in the best interest of the city.
Community Benefit/Public Involvement
It is necessary to maintain and repair these walls in order to accommodate various community events booked at the Civic Center. Their timely repair will result in maintaining a well-respected City facility in downtown Glendale.
Budget and Financial Impacts
Current and future funding for agreement with Norcon Industries, Inc., is available in the Civic Center Building Maintenance Budget, #1000-14725-522400. Repairs to the wall system will be phased the next three years as follows: FY 16-17: $24,062.48; FY 17-18: $24,062.48 and FY 18-19: $21,369.78.
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Cost |
Fund-Department-Account |
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$69,494.74 (3 year total) |
1000-14725-522400, Building Maintenance & Repair |
Capital Expense? No
Budgeted? Yes
Requesting Budget or Appropriation Transfer? No