For City Council Meeting [December 10, 2019]
TO: Honorable Mayor and City Council
APPROVAL: Rod Foster, City Administrator
FROM: Savat Khamphou, P.E., Public Works Director/City Engineer
Title
Request City Council to Authorize a Purchase Order to Gotham Poured Rubber Corp. in the amount of $149,800 for Rubberized Mulch per the CalRecycle Rubberized Products Grant Award.
(ACTION)
Body
BACKGROUND:
The City has been converting turf landscaped areas to drought tolerant landscaping over the last several years. The Cedar and Easton Reservoirs were selected to have drought tolerant conversions performed. This included removal of the existing turf and installation of drought tolerant plants, decomposed granite and mulch. Site preparation has been completed and is ready for the installation of mulch.
The California Department of Resources Recycling and Recovery (CalRecycle) offers the Tire-Derived Product Grant Program pursuant to Sections 42872, 42873, and 42889 of the Public Resources Code. The purpose of the grant is to decrease the adverse environmental impacts created by the unlawful disposal and stockpiling of waste tires.
On April 25, 2017 the City Council approved Resolution No. 7108 Certifying the approval of the City’s application to CalRecycle for 210 tons of Rubberized Mulch and on October 12, 2017 the City was awarded $149,986 for the purchase. City Council accepted the award of the grant on November 14, 2017 with the project to be completed before April 2020. The Rubberized Mulch will be placed at both reservoirs behind the fencing as weed barrier to aid in the maintenance of these two sites.
ANALYSIS/DISCUSSION:
On August 15, 2019, the Procurement Division released Request for Bid (RFB) #20-003, closing on September 12, 2019. A copy of the Request for Bid (RFB) is included as Attachment 1. A total of 385 vendors where formally solicited for bids with two (2) bidders responding; Gotham Poured Rubber Corp. of San Diego, CA and Robertson Industries Inc. of Tempe, AZ. Gotham Poured Rubber Corp. had the apparent low bid of $149,800 included as Attachment 2. The bid abstract is included as Attachment 3 and summarized in the table below.
Staff will begin the installation process at Cedar Reservoir and proceed with Easton Reservoir since it requires a much larger area to cover and retain more product. Installation is estimated to be completed by mid-March 2020.
Staff recommends awarding the Rubberized Mulch purchase to Gotham Poured Rubber Corp. of San Diego, CA based on the lowest responsible bidder. The Disclosure Form for Gotham Poured Rubber Corp. is included as Attachment 4.
ENVIRONMENTAL IMPACT:
This action is not a “Project” as defined by the California Environmental Quality Act (CEQA). Pursuant to section 15378(a), a project means the whole of an action, which has a potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment. According to section 15378 (b), a project does not include: (5) Organizational or administrative activities of governments that will not result in direct or indirect physical changes in the environment.
GENERAL PLAN CONSISTENCY:
This action is consistent with Guiding Principle 3A in the General Plan:
Our City government will lead by example, and will operate in an open, transparent, and responsive manner that meets the needs of the citizens and is a good place to do business
LEGAL REVIEW:
The City Attorney has reviewed and supports this staff report.
FINANCIAL IMPACT:
Operating Budget Impact
Replacement material will be required in future years but will be absorbed within the Park Maintenance budget.
Capital Improvement Budget Impact
Budget in the amount of $149,796.80 is available in the Grant Capital Projects Fund Account No.223-500-7903-3001-180203-06, and $3.20 is available in the General Fund - Parks Account No. 010-500-7304-2021 for the Rubberized Material Purchase.
Licensing
A Business License tax is not required with this action.
RECOMMENDATION:
Staff recommends that the City Council Authorize a Purchase Order to Gotham Poured Rubber Corp. in the amount of $149,800 for Rubberized Mulch per the CalRecycle Rubberized Products Grant Award.