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CC - Approval of a Purchase Order with Terrecon, Inc. for the Purchase of Rubber Sidewalk Pavers in an Amount Not-To-Exceed $73,013.43 Including all Fees and Taxes.
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Meeting Date: March 27, 2017
Contact Person/Dept: Eric Mirzaian/PW
Phone Number: 310-253-6444
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Public Hearing: [] Action Item: [] Attachments: [X]
Commission Action Required: Yes [] No [X]
Public Notification: (E-Mail) Meetings and Agendas - City Council (03/22/17);
Department Approval: Charles D. Herbertson (03/16/17)
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RECOMMENDATION
Staff recommends the City Council approve a purchase order with Terrecon, Inc. for the purchase of rubber sidewalk pavers in an amount not-to-exceed $73,013.43 including all fees and taxes.
BACKGROUND
On December 8, 2014, the City Council approved a grant application submittal in the amount of $150,000 for the Tire-Derived Grant Program through the Department of Resources Recycling and Recovery (CalRecycle) for the purchase and installation of rubber sidewalk pavers to be utilized on a specific project. The purpose of this grant is to decrease the adverse environmental impacts created by the unlawful disposal and stockpiling of waste tires.
As part of the application, Staff submitted two project proposals; the first to replace uplifted concrete pathways at Syd Kronenthal Park with these rubber sidewalk panels and the second at Carlson Park with the same scope of work.
In July of 2015, Staff was notified that only $66,600 in grant funding had been approved; thus Staff determined to purchase as many pavers as possible with this amount and to have the Public Works-Maintenance Operations crews remove the concrete pathway at Carlson Park and install the pavers at this location.
The Maintenance Operations Division utilizes rubber sidewalk pavers for sidewalk repairs in areas where tree roots have uplifted the sidewalk. The pavers are utilized to help preserve the trees and minimize future sidewalk uplift. The pavers are placed adjacent to the tree trunk and have channels on the bottom that allow tree roots to grow laterally so that they do not lift the panels as readily as they do concrete sidewalks. When the pavers do get displaced by tree roots, crews will only need to reset the lifted panels and cut roots directly beneath the affected panels rather than have to break up huge portions of concrete. This helps reduce the time and cost of future sidewalk repairs.
DISCUSSION
CalRecycle has awarded an extension to the City to have the proposed project at Carlson Park completed by May 1, 2017 (original due date was April 1, 2017). Staff was made aware by CalRecycle after the agreement was executed with the City that based on the Passenger Tire Equivalent formula they utilize, Culver City will only be reimbursed about $35,000 of the grant amount. Thus, funding from various Maintenance Operations operating budget accounts will need to be utilized to fund the difference of this purchase order.
Should the City Council approve this proposed purchase order with Terrecon, Public Works Staff is ready to commence with this project. Any leftover pavers not used for this project will be utilized elsewhere in the City.
Terrecon rubber sidewalk panels have been deployed throughout the City and is in surplus in the Public Works Department; therefore, this latest purchase would be a continuing approach to be consistent with the same product. On this basis, this purchase is exempt from the formal bidding process pursuant to Culver City Municipal Code Section 3.07.045.B, as the pavers are a component of an existing system of equipment and necessary to repair, maintain or improve the City’s utilization of the equipment.
FISCAL ANALYSIS
There are sufficient funds available in City Council Adopted Budget for Fiscal Year 2016-17 in CalRecycle Rubberized Sidewalk (41460910.730100), Street Maintenance Departmental Special Supplies (10160210.514100), Tree Maintenance Departmental Special Supplies (10160220.514100), Building Maintenance R&M Equipment (10160230.600200) and Electrical Maintenance R&M Equipment (10160240.600200).
ATTACHMENTS
1. Terrecon, Inc. Quote
MOTION
That the City Council:
1. Approve a Purchase Order with Terrecon, Inc. for the purchase of rubber sidewalk pavers in an amount not-to-exceed $73,013.43 including all fees and taxes; and,
2. Authorize the Purchasing Officer to issue such Purchase Order