REPORT TO THE CITY COUNCIL
March 1, 2018
FROM: Parvin J. Neloms, Jr., Director
Parks, After School, Recreation and Community Services Department
BY: TONY HERNANDEZ, Parks Manager
Parks, After School, Recreation and Community Services Department
SUBJECT
Title
Approve a Requirements Contract with Game Time™ not to exceed $500,000 per year through US Communities Government Purchasing Alliance No. 9143
Body
RECOMMENDATION
Staff recommends that the Council:
1. Approve the purchasing cooperative requirements contract for playground equipment from GameTime™/US Communities Government Purchasing Alliance, and;
2. Establish an annual requirements contract for benches and playground equipment, not to exceed $500,000; and,
3. Authorize the PARCS Director or designee to execute a contract and sign all necessary documents.
EXECUTIVE SUMMARY
In an effort to increase efficiency and productivity, and to decrease on-going maintenance costs of playground equipment, PARCS will implement standardization of playground equipment throughout the City of Fresno’s park system.
Staff is seeking authorization to use the purchasing cooperative program, commonly referred to as a “piggyback” contract, through U.S. Communities Government Purchasing Alliance (USCGPA) for the purpose of reducing expenses relating to procurement of park equipment and furniture. Participating in the USCGPA program provides cost-savings to the City by reducing staff time [and the associated costs of] preparing, soliciting, and awarding stand-alone RFPs. Through the national competitive bid process, we are assured of competitive pricing.
BACKGROUND
Since 2010, the City of Fresno PARCS Department has purchased GameTime™ (a PlayCore Company) play equipment that is currently installed at Woodward, Belcher, Stallion, Holman, Bigsby, Kearny Triangle and Sunnyside parks.
USCGPA is a non-profit government purchasing cooperative that reduces the cost of goods and services by aggregating the purchasing power of public agencies nationwide. This program is available, at no cost, to local government entities and qualifying non-profit corporations. As a city municipality, the City of Fresno is eligible to participate in the USCGPA program. The suppliers pay an administrative fee to participate through USCGPA.
In accordance with the City of Fresno’s procurement requirements, cooperative purchasing through a government agency’s solicitation is an authorized process and considered to have been pre-negotiated for best price. The GameTime™ Company was selected by the USCGPA as a responsible low cost supplier of playground equipment and park furnishings. The contract requirements term is 5 years, 2017 through 2022, with an option for two additional two-year terms.
USCGPA employs the following competitive process in selecting suppliers:
1. A public agency recommends a product, service or solution to USCGPA.
2. A well-recognized and full service governmental agency serves as the Lead Public Agency. The Lead Public Agency prepares and issues a competitive solicitation on behalf of USCGPA and all 90,000 public agency members.
3. Solicitation is advertised nationally.
4. Solicitation includes language allowing all states, local governments, school districts, and higher education institutions, other governmental agencies and nonprofit organizations to use or "piggyback" on the contract.
5. Lead Public Agency and Public Procurement Professionals evaluate submitted proposals and make recommendation for award.
6. Participating Public Agencies access contracts by registering online with USCGPA.
7. Lead Public Agency and an Advisory Board monitor and evaluate supplier performance.
PARCS staff believes it is in the best interest of the City of Fresno to utilize the cooperative purchasing approach. Through its nationwide government-to-government procurement service, USCGPA assists local governments with reducing time and costs. With USCGPA, agencies can utilize competitively solicited contracts while still meeting state, local and federal purchasing requirements. All cooperative purchasing contracts from USCGPA have been competitively solicited by a lead public agency and meet rigorous cooperative standards and supplier commitments. Each supplier, including GameTime,™ commit to delivering their best overall government pricing.
Utilizing the cooperative purchasing approach in place of the formal competitive solicitation process of individual RFP’s is an approved exception within the City of Fresno’s procurement protocols. The USCGPA program is sponsored by the League of California Cities and the National Recreation and Park Association and has oversight through an Advisory Board made up of key purchasing officials from across the United States - including California representation from the City of Los Angeles, County of Los Angeles, Fresno Unified School District, and San Diego Unified School District.
Therefore, staff is requesting the City Council approve the exception to the City's bid procedure per Section 1208 of the Municipal Code, and authorize PARCS to participate in the USCGPA program and utilize GameTime™ for the purchase of playground equipment and parks furniture.
ENVIRONMENTAL FINDINGS
By definition provided in the California Environmental Quality Act (CEQA) pursuant to CEQA guidelines Section 15378, accepting this purchasing requirements contract is not a “project” as defined by CEQA.
LOCAL PREFERENCE
Local preference was not implemented because this is a piggyback on existing competitively bid contracts through a governmental entity.
FISCAL IMPACT
There is no fiscal impact. Approval of this item will authorize up to a total of $500,000 in annual contracts through the USCGPA program for the purpose of purchasing playground equipment and park furnishings contingent upon the availability of funding.
Attachment:
GameTime™/US Communities Bid No. 9143