SUBJECT
title
Consideration to renew contract FY24-043 to the sole bidder Chkn Peak Bikes & Fitness, Laredo, TX, in an annual amount up to $80,000.00 for a total contract value of $320,000.00 for providing preventative maintenance, labor parts, and repairs to Recreation Centers. The term of this contract is for a one year period beginning as of the date of its execution. The contract has three additional one year renewal periods upon mutual agreement of the parties. This is the first extension of three. Funding is available in General Fund - Parks & Recreation Department.
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PREVIOUS COUNCIL ACTION
This item was initially approved for a one-year term on March 18, 2024.
BACKGROUND
The City went out on formal bid solicitations through Cit-E-Bid and received one bid for awarding a one-year contract for preventive maintenance, labor parts, and repairs for the Recreation Centers fitness equipment. Staff has reviewed the bid and is recommending that a contract be awarded to the sole bidder Chkn Peak Bikes & Fitness, Laredo, Texas. The term of this contract shall be for a period of one year beginning as of the date of its execution.
Summary:
Labor,
Materials and Equipment to maintain Exercise Equipment: $71.50/Hourly Rate
Percentage of Discount Offered: 12%
Should the vendor desire to extend the contract for the additional one-year periods, it must so notify the City in writing no later than sixty 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 appropriation of funding therefore. All annual contracts shall be bound the 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 and City Manager or his designee, and shall not require City Council approval, subject to and contingent upon 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.
COMMITTEE RECOMMENDATION
None.
STAFF RECOMMENDATION
recommendation
Staff recommends the approval of this item
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Fiscal Impact
Fiscal Year: 2025
Budgeted Y/N?: Yes
Source of Funds: Parks and Recreation Department Fund
Account #: 101-3125-553-2030
Change Order: Exceeds 25% Y/N: No.
FINANCIAL IMPACT:
All services will be purchased on an as need basis. 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.