HomeMy WebLinkAbout12. Authorize Procurement of Material, Equipment & Furniture for Rio Hondo Event Center Improv ProjItem INQ
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TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCII:''o I MANAGrzfj
FROM: OFFICE OF THE CITY MANAGER
BY: JOHN OSKOUI, P.E., ASSISTANT CITY MANAGER
DATE: JULY 24 2018
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It is recommended that the City Council authorize staff to proceed with the procurement o
required material, equipment and furniture for the Rio Hondo Event Center through an
informal bid process and open market procedure.
Over the last year, the City has embarked on a major renovation of the Rio Hondo Event
Center. In the last year, the City has replaced flooring in the banquet rooms, lobby, hallways,
Pro Shop and Hacker's Restaurant. The Center has also been painted and outfitted with free
Wi-Fi. The next phase of improvements at Rio Hondo includes replacement of existing light
fixtures and furniture.
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The light fixtures in the banquet rooms, hallways, bridal room, lobby, the executive room as well
as the Hacker's Restaurant area are beyond their useful life, inefficient and in some cases
damaged and inoperable. The existing furniture in the lobby, the executive room, the Hackers
Restaurant area and the bridal room are old, damaged and in need of replacement. Light
Replacement of the existing fixtures and furniture will improve not only the aesthetics and
functionality of the building but in case of the light fixtures will result in reduction of the
building's overall energy consumption.
The new light fixtures and furniture would complement the facility's architectural style, add to the
functionality of various parts of the building and create an overall pleasing indoor environment
for the Rio Hondo Event center's patrons and visitors.
Procurement of larger size construction projects typically go through a formal bid process.
Given the current project is not a large construction project, and the products being solicited are
one of a kind and are not readily available across a wide range of manufacturers, the most
RIO HONDO EVENT CENTER PROCUREMENT OF LIGHT FIXTURES
JULY 24, 2018
PAGE 2
efficient and economically effective procurement method is an informal bid process through an
open market procedure. Downey Municipal Code (DMC) Section 2902 outlines the requirements
for an "Open Market Procedure" procurement process (Attachment A). The prescribed
procedures for notice inviting bids and obtaining written bids will be followed for the purpose of
procurement of light fixtures and furniture for the Rio Hondo Event Center Project.
Fiscal Responsibility
Efficiency & Adaptability
Quality of Life, Infrastructure & Parks
The estimated • for procurement • the required • fixtures and furniture is $350,000.
The
• Hondo Event Center Improvement • (Account No. 33-1-3307-0520) is
$700,000 which is appropriated • Measure S Capital Projects fund.
ATTACHMENTS
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4
2908 2909
(3) Bulletin Board. The Purchasing Agent shall advertise pending purchases or sales
by a notice posted on a public bulletin board in the City Hall.
(b) Bidders' Security. When it is deemed necessary by the Purchasing Agent, bidders'
security may be prescribed in the public notices inviting bids. Bidders shall be entitled
to return of bid security; provided that a successful bidder shall forfeit his or her bid
security upon refusal or failure to execute the contract within ten (10) days after the
notice of award of contract has been mailed, unless the City is responsible for the delay.
The City Council may, on refusal or failure of the successful bidder to execute the
contract, award it to the next lowest responsible bidder.
If the City Council awards the contract to the next lowest bidder, the amount of the
lowest bidders' security shall be applied by the City to the difference between the low
bid and the second lowest bid, and surplus, if any, shall be returned to the lowest bidder.
(c) Bid Opening Procedure. Seated bids shall be submitted to the Purchasing Agent and
shall be identified as bids on the envelope. Bids shall be opened in public at the time
and place stated in the public notices. A tabulation of all bids received shall be open for
public inspection during regular business hours for a period of not le�s than thirty (30)
calendar days after the bid opening.
(d) Rejection of Bids. At its discretion, the City Council may reject any and all bids
presented and readvertise for bids.
(e) Award of Contracts. Contracts shall be awarded by the City Council to the lowest and
best bidder except as otherwise provided herein,
Bids. If two (2) or more bids received are for the same total amount or unit pr ce
quality and service being equal, and if the public interest will not permit the delay o
readvertising for bids, the City Council may accept the one it chooses. I
(g) Performance Bonds. The City Council shall have authority to require a performance
bond before entering a contract in such amount as it shall find reasonably necessary to
protect the best interests of the City. If the City Council requires a perfon-nance bond,
the form and amount of the bond shall be described in the notice inviting bids. (Added
by Ord. 144, adopted 5-24-60)
SECTION 2909. OPEN MARKET PROCEDURE. Purchases of supplies and equipment, and
sales of personal property shall be made by the Purchasing Agent following the open market
procedure described herein when State and Federal laws or directives of the Finance Director if
not require observing the procedure prescribed by Section 9. (Amended by Ord. 170, adopted 4-
25-61)
(a) ®c Inviting Bids. The Purchasing Agent shall solicit bids by written requests to
prospective vendors, by telephone, and by public notice posted on a public bulletin
board in the City all.
2-61 (Supp. 8-13)
DOWNEY MUNICIPAL CODE
2909 2910
(b) Written Bids. Sealed written bids shall be submitted to the Purchasing Agent who shall
keep a record of all open market orders and bids for a period of one (1) year after the
sub fission of bids or the placing of orders. This record, while so kept, shall be open for
public inspection. (Added by Ord. 170, adopted 4-25-61)
I I I I I I I I I I I I I I I I I I 111117i
(a) For the purpose of calculating the lowest responsible bidder, vendors whose business or
sales office or place of manufacture is located in the City of Downey shall be given a
ten percent (10%) credit in their bid in order to reflect the advantages that accrue to the
City by the award of a bid to a local vendor.
(b) This section will apply only to purchases of greater than an amount established by City
Council resolution. (Added by Ord. 776, adopted 11-27-84; amended by Ord. 13 to,
adopted 2-12-13)
2-62 (Supp, 8-13)