SUBJECT
title
Consideration to renew a service/supply contract FY23-057 to the sole bidder, Impression Design Inc., Laredo, Texas in an annual amount of up to $500,000.00 for the repairs, replacement, and new installation of shades for the Parks & Recreation Department for a total contract value of $2,500,000.00. All services will be secured on an as-needed basis. This contract establishes a percentage discount on original manufacturer shades and a labor rate for these services. The term of this contract shall be for a one (1) year period. This contract can be renewed three (3) additional one (1) year extension periods upon mutual agreement of the parties. This is the first extension. Funding is available in the General Fund - Parks Maintenance Division Budget.
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PREVIOUS COUNCIL ACTION
Contract was presented and approved by council on 6/20/23
BACKGROUND
The City received one (1) bid for awarding a two-year supply/service contract for repairs/replacement and installation of new shades for the City of Laredo Parks & Recreation Department. This contract establishes a percentage discount on original equipment manufacturer shades and a labor rate for these services. Staff is recommending that this contract be awarded to the sole bidder Impression Design Inc.
Should the vendor desire to extend the contract for each of the additional
one-year period, it must so notify the City in writing no later than sixty (60) days before the expiration of the prior term. Such notification shall be effective upon actual receipt by the City. Renewals shall be in writing and signed by the City's Purchasing Manager & City Manager or his designee, without further action by the Laredo City Council, subject to and contingent upon the appropriation of funding, therefore. All annual contracts shall be bound by the terms of the bid documents. The City shall also have the right to extend this contract under the same terms and conditions beyond the original term or any renewal thereof, on a month-to-month basis, not to exceed 3 months said month-to-month extensions shall be in writing, signed by the City's Purchasing Manager & City Manager or his designee, and shall not require City Council approval, subject to and contingent upon the appropriation of funding, therefore. The City reserves the right to renew or rebid this contract if the appropriated funds initially approved by City Council are exhausted before the contract expiration date. This contract shall be the responsibility of and administered by the vendor and the City of Laredo Parks & Recreation Department.
Summary Pricing:
Impression Design Inc., Laredo, Texas
Discount Offered: 5%
Shade Identification: Coolaroo
Labor Rate for Services:
Standard Hourly Rate $69.00/Hour
Premium or Overtime Rate $98.00/Hour
Engineering Sealed Drawings (extra cost will be added to quote)
depending on size of project. $1,500.00 to $5,000.00
Estimated Completion (Working Days) 14 Days
COMMITTEE RECOMMENDATION
None
STAFF RECOMMENDATION
recommendation
Approval of this contract renewal.
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Fiscal Impact
Fiscal Year: FY 24-25
Budgeted Y/N?: Yes
Source of Funds: Click or tap here to enter text.
Account #: 101-3115-553-2010
Change Order: Exceeds 25% Y/N: No
FINANCIAL IMPACT:
The purpose of this contract is to establish prices for the commodities or services needed should the City need to purchase these commodities or services. The City's obligation for performance of an annual supply contract beyond the current fiscal year is contingent upon the availability of appropriated funds from which payments for the contract purchases can be made. If no funds are appropriated and budgeted during the next fiscal year, this contract becomes null and void.