SUBJECT
title
Consideration to award contract FY24-010 to the following vendors:
1.Torres Landscaping, Laredo, Texas - in an annual amount up to $105,000.00 (Primary Vendor)
2. Midas Contractors, LLC, Laredo, Texas - in an annual amount up to $15,000.00 (Secondary Vendor)
for the emergency maintenance and repairs of city-owned Municipal Housing properties on an “as needed” basis. The term of this contract shall be for a period of two years as of the date of its execution and is contingent upon the availability of appropriated funds. This contract can be renewed one additional two-year term upon mutual agreement of both parties. Funding is available in the Municipal Housing and Noise Abatement Fund.
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PREVIOUS COUNCIL ACTION
None
BACKGROUND
The City received (3) three bids through Cit-E-Bid for awarding an annual service contract for emergency maintenance and repairs for the Laredo Municipal Housing. Staff is recommending that this contract be awarded to (1) one primary and (1) one secondary vendor. This contract establishes an hourly service rate and a markup percentage rate on materials.
The term of contract is for (2) two years as of the date of its execution. The contract may be extended (1) one additional (2) two-year term. Should the vendor desire to extend the contract for the additional (2) two-year term, it must so notify the City in writing no later than (30) thirty 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 and City Manager of his designee, without further action by the Laredo City Council, subject to and contingent upon appropriation of funding therefore. All annual contracts shall 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) three 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 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 Laredo Municipal Housing Department.
In determining the best value for the City of Laredo the following factors were considered by the Laredo Municipal Housing, in accordance with corresponding points, in the evaluating bids:
A complete bid tabulation is attached along with the evaluation scores.
COMMITTEE RECOMMENDATION
None.
STAFF RECOMMENDATION
recommendation
It is recommended that these contracts be approved.
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Fiscal Impact
Fiscal Year: 2024
Budgeted Y/N?: Y
Source of Funds: Operations
Account #: 257-3686-543-20.10
Change Order: Exceeds 25% Y/N: N
FINANCIAL IMPACT:
Funding is available in various accounts in the Laredo Municipal Housing Budget. All services will be purchased on an as needed 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.
Fiscal Year: 2024
Budgeted Y/N?: Y
Source of Funds: Operations
Account #: 555-3910-543-20.10
Change Order: Exceeds 25% Y/N: N
Fiscal Year: 2024
Budgeted Y/N?: Y
Source of Funds: Operations
Account #: 555-3920-543-20.10
Change Order: Exceeds 25% Y/N: N
Fiscal Year: 2024
Budgeted Y/N?: Y
Source of Funds: Operations
Account #: 555-3930-543-20.10
Change Order: Exceeds 25% Y/N: N
Fiscal Year: 2024
Budgeted Y/N?: Y
Source of Funds: Operations
Account #: 555-3940-543-20.10
Change Order: Exceeds 25% Y/N: N
Fiscal Year: 2024
Budgeted Y/N?: Y
Source of Funds: Operations
Account #: 555-3945-543-20.10
Change Order: Exceeds 25% Y/N: N