Title
AUTHORIZATION TO ENTER INTO AMENDMENT NO. 1 TO THE LINKING AGREEMENT WITH D.H. PACE COMPANY, INC., FOR REPAIR, REPLACEMENT, AND PREVENTATIVE MAINTENANCE OF DOORS AND GATES
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 Amendment No. 1 to the Linking Agreement with D.H. Pace Company, Inc., Contract No. C-11061, for an increase of $955,000, for a total not to exceed amount of $1,000,000, for the entire term of the Agreement for repair, replacement, and preventative maintenance of doors and gates, and to authorize the City Manager to renew the Agreement, at the City Manager’s discretion, for an additional four, one-year renewals. The initial term of the Agreement is effective through June 9, 2017.
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Background
The Public Works Department’s Facilities Management Division is responsible for completing preventative maintenance and repair services to doors and gates to over 150 city buildings and over 71 park facilities.
D.H. Pace Company, Inc. was awarded a bid by the State of Arizona, Contract No. ADSPO16-136735, for Repair, Replacement and Preventative Maintenance of Doors and Gates, on June 6, 2016, is effective through June 9, 2017, and includes an option to renew the contract for an additional four, one-year renewals, allowing the contract to be extended through June 9, 2021.
On August 17, 2016, the city entered into a Linking Agreement for repair, replacement, and preventative maintenance of doors and gates with D.H. Pace Company, Inc., Contract No. C-11061, in amount not to exceed $45,000, utilizing the State of Arizona Contract No ADSPO16-136735, for repair, replacement, and preventative maintenance of doors and gates at the Fleet Management Facility.
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.
Analysis
The initial Agreement was repair, replacement, and preventative maintenance of doors and gates at the Fleet Management Facility at the Field Operations Complex only. This request is to increase the total compensation to include the cost of unanticipated repair, replacement and preventative maintenance of doors and gates at all City of Glendale facilities on an as-needed basis.
Community Benefit/Public Involvement
Repair, replacement, and preventative maintenance of doors and gates at city-owned facilities are necessary for the safety of employees who work at and individuals who visit these public places.
Cooperative purchasing typically produces the lowest possible volume prices and allows for the most effective use of available funding. The bids are publicly advertised and all Arizona Firms have an opportunity to participate.
Budget and Financial Impacts
Funding is available in the Fiscal Year 2016-17 Operating budgets for the various city departments. The increase in expenditures with D.H. Pace Company, Inc. is $955,000 for the entire term of the Agreement, contingent upon Council Budget approval.
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Cost |
Fund-Department-Account |
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$955,000 |
Varies |
Capital Expense? No
Budgeted? Yes
Requesting Budget or Appropriation Transfer? No
If yes, where will the transfer be taken from?