Title
AUTHORIZATION TO ENTER INTO A LINKING AGREEMENT WITH PROGRESSIVE SERVICES INC., dba PROGRESSIVE ROOFING, FOR ROOFING REPAIRS AT CITY FACILITIES
Staff Contact: Jack Friedline, Director, Public Works
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Purpose and Recommended Action
Recommendation
This is a request for City Council to authorize the City Manager to enter into a linking agreement with Progressive Services, Inc., dba Progressive Roofing, for roof repairs at city facilities in an amount not to exceed $425,000 for the term of the agreement.
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Background
The Public Works Department's Facilities Management division is responsible for completing preventative maintenance, emergency repairs and capital improvements to over 150 city buildings and over 70 park facilities. Several city buildings sustained interior damage during the 2014 summer monsoon storms and are in need of roof repairs and/or replacements to preserve the integrity of the buildings.
During the current fiscal year (FY) 2014-15 and prior to June 30, 2015, Facilities Management will facilitate the repair/replacement of four of the roofs on buildings which had interior storm damage at the following facilities: Foothills Public Safety Building, Thunderbird Paseo Sports Complex, Foothills Sports Complex, and the Glendale Civic Center.
In FY 2015-16, Facilities Management staff intend on managing the repair/replacement of the remainder of the buildings that received interior storm damage and include: Gateway Public Safety Building, Fire Administration (Sine Building), Fire Station 152, Fire Station 154, Foothills Branch Library, Foothills Skate Park Office, and the Arrowhead Water Treatment Plant.
Due to the age and condition of these building roofs prior to the September 8, 2014 monsoon storm, only the interior damages qualified for insurance coverage or reimbursement. Therefore, the building roof repairs will be funded by the Capital Improvement Plan (CIP), Building Maintenance Reserve fund. Funds in this account are dedicated to the replacement and rehabilitation of necessary capital equipment and building infrastructure to keep city facilities safe, secure and operational for city business.
Analysis
Cooperative purchasing allows counties, municipalities, schools, colleges and universities in Arizona to use a contract that was 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.
Progressive Roofing was awarded their contract by Mohave Educational Services Cooperative, Inc., through a competitive bid process. Materials Management has reviewed and approved the utilization of the cooperative purchasing agreement through Mohave for the installation, products, and services related to roof and roofing systems. Materials Management concurs the cooperative purchase is in the City's best interest.
Previous Related Council Action
On November 24, 2014, Council approved budget appropriation contingency transfer to capital projects building maintenance reserve fund for various critical and safety-related repair and replacement projects at city facilities.
On November 27, 2007, Council adopted resolution No. 4113 New Series authorizing and directing the entering into of an Intergovernmental Agreement with Mohave Educational Services Cooperative, Inc., for a cooperative purchasing agreement.
Community Benefit/Public Involvement
Purchasing from cooperative contracts provides both competitive and optimal pricing for equipment and services. The roofs listed for repair are located on storm-damaged city buildings, and the roof repairs need to be completed as soon as possible to preserve the integrity of the entire building and to prevent further or future damage to the building interior.
Budget and Financial Impacts
Funding is available in the FY 2014-15 Building Maintenance Reserve fund. Expenditures with Progressive Services, Inc. dba Progressive Roofing are not to exceed $145,000 for FY 2014-15. Expenditures are not to exceed $280,000 for FY 2015-16 contingent upon council adoption of the FY 2015-16 capital improvement plan budget. Total expenditures with Progressive Roofing are not to exceed $425,000 for the term of the agreement.
Cost |
Fund-Department-Account |
$425,000 |
1000-81013-551000, Building Maintenance Reserve |
Capital Expense? Yes
Budgeted? Yes
Requesting Budget or Appropriation Transfer? No