SUBJECT
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Consideration to renew contract FY24-049 to the sole bidder RPM Parts & Small Engines, Laredo, TX, in an annual amount up to $139,500.00 for a total contract value of $558,000.00 for the purchase and repair of handheld landscaping equipment for the Parks & Recreation and other various departments. This contract establishes pricing and a discount percentage on handheld landscaping equipment and repair services most commonly utilized by City Departments. The term of this contract is for a one year period beginning as of the date of its execution and is contingent upon the availability of appropriated funds. The contract has three additional one year renewal periods upon mutual agreement of the parties. This is the first extension of three. All parts and services will be secured on an as needed basis and funding will be from the user’s department budget.
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PREVIOUS COUNCIL ACTION
This item was initially approved for a one-year term on March 18, 2024.
BACKGROUND
The City received one bid through Cit-E-Bid for awarding a contract for the purchase and repair of handheld landscaping equipment for the Parks & Recreation Department and various departments. This contract establishes base pricing and labor rate for the purchase and repairs handheld landscaping equipment most commonly utilized by city departments. Staff is recommending that this contract be awarded to the sole bidder, RPM Parts & Small Engines. The term of this contract shall be for a period of one year beginning as of the of its execution. The contract may be extended for three additional one year periods.
Parks & Recreation Department $60,000.00
Public Works Department $30,000.00
Utilities Water Distribution $10,000.00
Utilities Wastewater Treatment $10,000.00
Cemetery $ 5,000.00
Airport $ 6,000.00
Solid Waste Services Department $ 2,500.00
Health Department $ 6,000.00
Detox $10,000.00
Total $139,500.00 X 4years = $558,000.00
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 will 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 approval of this item.
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Fiscal Impact
Fiscal Year: 2025
Budgeted Y/N?: Yes
Source of Funds: Various Funds
Account #: Various Funds
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.
Parks & Recreation Department 101-3115-552-2400/101-3115-553-2030
Public Works Department 101-2780-532-2400/101-2780-533-2030
Utilities Water Distribution 557-4130-532-2400/557-4130-533-2030
Utilities Wastewater Treatment 559-4210-532-2400/559-4210-553-2030
Cemetery 101-2795-532-2400/101-2795-533-2030
Airport 242-3605-582-2400/242-3605-583-2030
Solid Waste Services Department 556-2550-532-3010/556-2550-533-2030
Health Department 226-2910-542-2400/226-2910-543-2030
Health Department 226-6008-542-2400/226-6008-543-2030 Project HEWI16
Detox 271-7410-542-2400/271-7410-543-2030 Project 21DETX