Title
Recommendation to Authorize the City Manager to: 1) Execute an Agreement with National Purchasing Cooperative, dba BuyBoard for Participation in Cooperative Purchasing; and
2) Execute an Agreement with Public Restroom Company for Purchase and Installation of a Restroom at Encinal Boat Launch Facility in an Amount Not to Exceed $136,968. (Recreation and Parks 280)
Body
To: Honorable Mayor and Members of the City Council
EXECUTIVE SUMMARY
The Encinal Boat Launch Facility is a public boat launch and is an important recreational facility for the community of boaters, paddlers and sailors. The facility construction is funded by a grant from the California Boating and Waterways Commission in the amount of $1,450,000. The City of Alameda (City) advertised the bid for construction on May 20, 2019, and, as part of the construction bid, the restroom is listed as City-furnished because it is more cost effective and time efficient to purchase the specified pre-fabricated restroom separately through a cooperative purchasing agreement with National Purchasing Cooperative. This action authorizes execution of an agreement with the National Purchasing Cooperative for the City to participate in its cooperative purchasing program and then, under that agreement with National Purchasing Cooperative, execution of an agreement with Public Restroom Company to purchase the restroom.
BACKGROUND
The Encinal Boat Launch Facility (Facility) is a public marina launch and is an important recreational facility for the community of boaters, paddlers and sailors. For this facility, the City received two grants from the Division of Boating and Waterways. One grant was for the planning, construction design, and permits, in the amount of $300,000, and the other grant was for construction, in the amount of $1,450,000.
The City will open bids for construction on June 17, 2019, and the construction contract will come to City Council for approval in July. The low bidder for the Facility construction will prepare the restroom foundation pad and coordinate the installation.
The City uses cooperative purchasing as a purchase method that complies with public procurement requirements for goods and services. For example, similar cooperative purchasing is utilized through U.S. Communities and the California Multiple Award Schedules (CMAS), often used for playground procurement.
DISCUSSION
The contract plans and specifications for the Encinal Boat Launch Facility, which is out to bid, call out the pre-fabricated restroom as City-furnished. This is a common approach that has been used on other park projects to supply benches, trash receptacles and other items that are built off-site and then delivered and installed by the contractor. Contractors charge overhead and profit, generally a 20% mark up, for all items they purchase, so City-furnished items reflect a cost savings to the project. In this case, the savings is approximately $27,000. Even more importantly for this project, there is a significant lead time of four to five months from ordering the restroom to onsite delivery. Since this construction project is only 4.5 months, the lead time for the restroom could cause a delay in the construction time, which creates additional cost to the City. By directly purchasing the restroom in advance of the construction start, the City receives the product it desires, saves money for the project and ensures it does not delay the construction project.
The National Purchasing Cooperative, dba BuyBoard, has an agreement with the Public Restroom Company to provide competitively bid public pricing, which the City may use to procure the restroom for this project once the City has entered into the separate contract with the National Purchasing Cooperative.
Public Restroom Company will build the restroom offsite, deliver it to the site, and connect to the existing utilities. This company installed the restrooms at Jean Sweeney Open Space Park and other park sites and is a well-known company for pre-fabricated buildings that are well-built and easy to maintain.
ALTERNATIVES
Alternative 1 -- Execution of an agreement with the National Purchasing Cooperative for the City to participate in the cooperative purchasing program. The cost is $137,000.
Alternative 2 --- Consider a change order on the construction contract to add the restroom purchase for an estimated amount of $164,000. One impact would be that it could delay construction due to the estimated production and delivery of the restroom.
FINANCIAL IMPACT
The restroom is considered a purchase eligible for procurement and installation through BuyBoard, a national purchasing cooperative, and is considered a product that has already been competitively procured. BuyBoard is a national purchasing agency, whose cooperative purchasing contracts have been competitively solicited so that government agencies can utilize their contracts meeting all state, local and federal public procurement requirements, including prevailing wage rates.
Budget for the purchase, in a total amount not to exceed $136,968, is included in the Capital Improvement Project Fund (Encinal Boat Launch Facility Project No. 91310). The project is funded with monies allocated from the Division of Boating and Waterways grant and General Fund.
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
This action has no effect on the Alameda Municipal Code.
ENVIRONMENTAL REVIEW
This action is exempt from the California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines Sections 15301 (Repair, maintenance and/or minor alteration of an existing facility.) In addition, the Encinal Boat Launch Facility improvement project is permitted by the U.S. Army Corps of Engineers, San Francisco Bay Conservation and Development Commission (BCDC) and the Regional Water Quality Control Board. These permits are designed to ensure appropriate actions are taken during construction to avoid construction impacts to biological and/or water quality resources.
CLIMATE IMPACTS
The specified restroom complies with California Building Code, which requires Title 24 efficiencies for LED lighting.
RECOMMENDATION
Authorize the City Manager to execute an agreement with National Purchasing Cooperative, dba BuyBoard for participation in cooperative purchasing and to execute an agreement with Public Restroom Company for purchase and installation of a restroom at Encinal Boat Launch Facility in an amount not to exceed $136,968.
CITY MANAGER RECOMMENDATION
The City Manager recommends approval to execute an agreement with National Purchasing Cooperative for the purchase of the restroom for the Encinal Boat Launch project.
Respectfully submitted,
Amy Wooldridge, Interim Assistant City Manager
Financial Impact section reviewed,
Elena Adair, Finance Director
Exhibit:
1. Agreement - Public Restroom Company
2. Agreement - National Purchasing Cooperative
cc: Eric Levitt, City Manager