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HomeMy WebLinkAboutDAVE BANG & ASSOCIATES, INC - 2005-02-07C�bLE , Council/Agency Meeting Held- Deferred/Continued to: Approved ❑ Conditionally Approved ❑ Denied Cit CI k's Anatu Council Meeting Date: 2/7/2005 Department ID Number: CS05-006 CITY OF HUNTINGTON BEACH REQUEST FOR CITY COUNCIL ACTION -r. C SUBMITTED TO: HONORABLE MAYOR AND I Y COUNCIL MEMBERS _PQ' SUBMITTED BY: PE LOPE ULBRETH-GRA T, CITY ADM INISTRATO+ CD �`. PREPARED BY: JIM B. ENGLE, DIRECTOR, COMMUNITY SERVIC:~ SUBJECT: APPROVE SOLE SOURCE PROCUREMENT OF PLAYGROUND EQUIPMENT (Z' n Statement of Issue, Funding Source, Recommended Action, Alternative Actions), Analysis, Environmental Status, Attachment(s) Statement of Issue: Administrative Regulation No. 229 requires City Council approval for all sole source procurements over $50,000. The Community Services Department is requesting approval of sole source procurement for purchase and installation of tot lot play equipment. Funding Source: Funds are budgeted in Community Development Block Grant Park Improvement Account 86645101.82000 ($82,533.67) for purchase and installation of tot lot play equipment at three parks. Recommended Action: Motion to: Approve Sole Source Procurement from Dave Bang & Associates, Inc. for purchase and installation of tot lot play equipment. Alternative Action(s): Do not approve the Sole Source Procurement for purchase and installation of tot lot play equipment, and instruct staff on how to proceed. CQx��AA _�" T" N. ajrA � 0� 0%) C--� o 0 REQUEST FOR ACTION MEETING DATE: 2/7/2005 DEPARTMENT ID NUMBER:CS05-006 Analysis: Since 1998, the city has gone through an extensive replacement program for play equipment located in each park playground. At the onset of the replacement program, the city went through a bid process and selected play units manufactured by Playworld Systems. These units were selected based on competitive pricing and product quality. The Playworld System units meet all safety accessibility standards and have proven to be of high quality. After -purchase support from the manufacturer has also been excellent. Dave Bang & Associates is the sole distributor for this product. Administrative Services has evaluated the current pricing of the equipment against the original bid process. The pricing of the equipment is well within the Consumer Price Index for this period of time. There are 61 playgrounds within the city's park system. Each playground includes at least two modular play units designed for specific age groups. The Park Maintenance Division of the Public Works Department maintains the units, performs regular safety inspections, and replaces parts when needed as a result of normal wear or vandalism. By standardizing one brand of play equipment, the city has reduced costs by stocking parts that are interchangeable between units at all playgrounds. This has also significantly reduced the "downtime" for the play equipment, thereby providing better service to the public. Purchasing different play equipment would result in incompatibility with existing parts in stock and increase costs by having to purchase and stock parts from different manufacturers. In addition, Park Maintenance staff is familiar with repair and maintenance of Playworld System units. The Community Services Department received funding under the Community Development Block Grant Program to purchase and install additional modular play units at Sun View, Lake View and McCallen Parks. In order to maintain consistency in the park system and minimize costs, staff is recommending purchase of Playworld System units through Dave Bang & Associates. Environmental Status: NIA Attachments : G:1RCA12005105-006 Approve Sole Source Procurement.doc -2- 1/24/2005 1:58 PM ATTACHMENT #1 Contact Name: David Dominguez Telephone: (714) 374-5309 FAX: (714) 374-1654 Cellular phone: (714) 3749910 ContractorlSupplier Name: Dave Bang & Associates ContractorlSupplier Address: 1886 N. Main Orange, CA 92865 Original Contract Amount:* $82,533.67 (*Includes original contract and previously approved amendments) Street Address: Shipping Address: Amendment Amount:* (if applicable) rrent amendment New Contract Amount: (*Includes original contract and all amendments, including current amendment) iPravcie,a,br�e� d�s�rt the, uii��ti,�ri '�ilicl�sjr, alfF o��ds ar�c�for t�� �on��ar:;to�r �)jl � _�.rQn of a� se�cr�es ,Jt"o'�fCl,� . F'r... ,.: (2) Playworld Huntington Beach "C" Units (1) Playworld Huntington Beach "B" Unit (1) Playworld Huntington Beach 2-Bay Arch Swing All units above include site preparation, equipment delivery and installation. All equipment is designed to city specifications ' errn r, Contract Type: Contract Term: What account number Select One: ❑ Goods will be used to ❑ Service Begin: purchase ❑ Goods & End: Bus Unit Services Obj. Code �A sistant City dministrator Department Head Cen l Services M r Administrative Services © Approved ❑Denied;JKentr;6lServices ed Deni d Directo . Appro El Denied L) "f h Executive DJ ctor/Date Appro ❑ D d ' Manage Da#e V V Assist. ff /Date (Transactions a ceeding $50,O0D m. S ices Dir. /Date must be co ncil a roved xemit completed torm to: 121212004 central aervsces uivlsion 2000 Main St, Huntington Beach, CA 92648 1 Administrative Services Central Services Division Complete responses must be provided for all of the following items. A. THE GOOD/SERVICE REQUESTED IS RESTRICTED TO ONE SUPPLIER FOR THE REASONS STATED BELOW: 1. Why is the acquisition restricted to this goods/services/supplier? (Explain why the acquisition cannot be competitively bid. Dave Bang is the only supplier of Playworld units and replacement parts, which are consistent with existing units within all city parks. 2. Provide the background of events leading to this acquisition. Based on a previous bid, Dave Bang & Associates was selected to install play units throughout the city park system. Grant funds are available to install new units at playgrounds needing additional play units, or existing units replaced. 3. Describe the uniqueness of the acquisition (why was the good/service/supplier chosen?) Supplier's product has proven to be of good quality and after purchase support has been excellent. Components of Playworld units are also interchangeable with the equipment already used by the city. 4. What are the consequences of not purchasing the goods/services or contracting with the proposed supplier? Installing different units would result in incompatibility with existing play units and part supplies stocked by the city. The city would also have to stock replacement parts from various suppliers leading to additional costs and reducing the opportunity for economy of scale purchases for parts. 5. What market research was conducted to substantiate no competition, including evaluation of other items considered? (Provide a narrative of your efforts to identify other similar or appropriate goodsiservices, including a summary of how the department concluded that such alternatives are either inappropriate or unavailable. The names and addresses of suppliers contacted and the reasons for not considering them must be included OR an explanation of why the survey or effort to identify other goods/services was not performed.) Dave Bang is the exclusive supplier of Playworld units and parts. No other manufacturer can provide or supply replacement parts for play units. B. PRICE ANALYSIS 1. How was the price offered determined to be fair and reasonable? tExplain what the basis was for comparison and include cost analyses as applicable.) Bid to replace play equipment was conducted six years ago. Costs for current units are within inflationary factors and have not risen extraordinarily since the original bid. In the six years this equipment increased only 6.21%, or 1.04% per year. 2. Describe any cost savings realized or costs avoided by acquiring the goods/services from this supplier. The city would also have to stock replacement parts from various suppliers leading to additional costs and reducing the opportunity for economy of scale purchases for parts. 1 /21/2005 2 RCA ROUTING SHEET INITIATING DEPARTMENT: COMMUNITY SERVICES SUBJECT: APPROVE SOLE SOURCE PROCUREMENT OF PLAYGROUND EQUIPMENT COUNCIL MEETING DATE: February 7, 2005 RCA ATTACHMENTS STATUS Ordinance (wlexhibits & legislative draft if applicable) Attached ❑ Not Applicable Resolution (wlexhibits & legislative draft if applicable) Attached ❑ Not Applicable ED Tract Map, Location Map and/or other Exhibits Attached ❑ Not Applicable Contract/Agreement (wlexhibits if applicable) Attached Applicable ElNot (Signed in full by the City Attorney) Attached ❑ Subleases, Third Party Agreements, etc. Not Applicable (Approved as to form by City Attome Certificates of Insurance (Approved b the Cr Attorney) i PA y City y} Attached Not Applicable ❑ Fiscal Impact Statement (Unbudget, over $5,000) Attached Not Applicable ❑ Bonds (If applicable) Attached Not Applicable ❑ Staff Report (If applicable) Attached Not Applicable ❑ Commission, Board or Committee Report If applicable) p ( pp ) Attached Not Applicable ❑ Findings/Conditions for Approval and/or Denial pp Attached Not Applicable El REVIEWED Administrative Staff Assistant City Administrator (Initia City Administrator (Initial) Citv Clerk EXPLANATION FOR RETURN OF ITEM; RCA Author: D.Domingez