M&C Review


COUNCIL ACTION:  Approved on 6/12/2018 - Ordinance No. 23262-06-2018

DATE: 6/12/2018 REFERENCE NO.: C-28733 LOG NAME: 80NWCP II - DONATION FOR AND CONSTRUCTION OF A RESTROOM
CODE: C TYPE: NON-CONSENT PUBLIC HEARING: NO
SUBJECT:  

Authorize Acceptance of a Donation in the Amount of $65,000.00 from Fossil Creek Little League, Adopt Appropriation Ordinance, and Authorize a Purchase Agreement with Restroom Facilities Ltd. Using Texas Association of School Boards BuyBoard Contract No. 512-16, in the Total Amount of $218,982.00, for the Purchase, Design, Delivery, and Installation of a Restroom/Concession Building at Northwest Community Park (COUNCIL DISTRICT 7)


RECOMMENDATION:

It is recommended that the City Council:

1. Authorize acceptance of $65,000.00 in monetary donations from Fossil Creek Little League;

2. Adopt the attached appropriation ordinance increasing estimated receipts and appropriations to the Special Donations Capital Projects Fund in the amount of $65,000.00 for the purpose of funding installation of a restroom/concession building at Northwest Community Park; and

3. Authorize a purchase agreement with Restroom Facilities Ltd. using Texas Association of School Boards Buy Board Contract No. 512-16, in the amount of $218,982.00, for the purchase, design, delivery, and installation of a restroom/concession building at Northwest Community Park.

 
DISCUSSION:

The purpose of this Mayor and Council Communication (M&C) is to authorize the acceptance, appropriation, and use of a monetary donation from the Fossil Creek Little League (FCLL), in the amount of $65,000.00, for the installation of a restroom/concession building at Northwest Community Park, and to authorize the purchase of a restroom/concession building from Restroom Facilities Ltd., in the amount of $218,982.00, using Texas Association of School Boards (TASB) Buy Board Contract No. 512-16.

On October 14, 2014, the City Council approved an Allocation Plan for $1,841,600.00, as part of Proposition Two of the 2014 Bond Program for additional athletic fields in Fort Worth. That plan included an allocation of $200,000.00 to be used as a challenge grant match for cash donations and monetary grants received or committed to support the athletic fields project at Northwest Community Park (M&C G-18337).

On February 9, 2018, FCLL made a monetary donation of $65,000.00 to the Park & Recreation Department (PARD) to be used as the challenge grant match. Staff recommends using the $200,000.00 of challenge grant funds and FCLL's $65,000.00 donation towards improvements in the park, including total funding of the restroom/concession building purchase.

The FCLL and PARD understand that the acceptance of this donation shall not grant nor guarantee exclusive use of the athletic fields by the FCLL; and that the City of Fort Worth through its PARD shall retain sole use, ownership and management rights of the fields and associated facilities, including scheduling of all fields and determining the uses thereof, including, but not limited to, the rules, regulations, policies and assessment of authorized fees. The City, through its PARD, shall enter into an agreement with the FCLL for management and operations of the concession stand and maintenance of the restroom facility.

State Law provides that a local government purchasing an item under a Cooperative Purchasing Agreement satisfies state law requiring that the local government seek competitive bids for purchase of the item. TASB contracts have been competitively bid to increase and simplify the purchasing power of government entities across the State of Texas.

PARD staff solicited quotes from three vendors listed in cooperatives. Using BuyBoard as the cooperative alliance, PARD acquired the following three quotes for the restroom/concession building:

BuyBoard Cooperative

Contract

Quote

Restroom Facilities Ltd.

512-16

$218,982.00

Romtec, Inc.

512-16

$226,024.53

Public Restroom Company

512-16

$234,809.00

PARD and Purchasing staff have reviewed the quotes and recommend awarding a one-time agreement to Restroom Facilities Ltd., under BuyBoard Cooperative Purchasing Contract 512-16, which expires on September 30, 2019, for the design, delivery, and installation of a restroom/concession building at Northwest Community Park.

This project is included in the 2014 Bond Program. Available resources within the General Fund will be used to provide interim financing until debt is issued. Once debt associated with this project is sold, bond proceeds will reimburse the General Fund in accordance with the statement expressing official Intent to Reimburse that was adopted as part of the ordinance canvassing the bond election (Ordinance No. 21241-05-2014) and subsequent actions taken by the Mayor and Council.

M/WBE OFFICE - An M/WBE goal is not assigned when purchasing from an approved purchasing cooperative or other public entity.

Approximately 120 calendar days are required for development and installation, to commence in June 2018, with an estimated completion date to be September 2018. Beginning in FY2019, the maintenance impact is anticipated to be $3,865.00 annually. There is no FF&E associated with this project scope.

In accordance with Chapter 7, Article III, Section 7-47, Section 109.2.1 of the City Code, Building and Trade Permit Fees are waived for this project.

Northwest Community Park is located in COUNCIL DISTRICT 7.

 
FISCAL INFORMATION/CERTIFICATION:

The Director of Finance certifies that upon approval of the above recommendations and adoption of the attached appropriation ordinance, funds will be available in the current capital budget, as appropriated of 2014 Bond Program Fund pursuant to Ordinance No. 21457-09-2014 and the Special Donations Capital Projects Fund. The department has the responsibility to validate the availability of funds prior to an expenditure being made.

TO
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Program Activity Budget
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FROM
    Fund Department
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Program Activity Budget
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Submitted for City Manager's Office by:
Fernando Costa (6122)
Originating Department Head:
Richard Zavala (5704)
Additional Information Contact:
David Creek (5744)

 
 
ATTACHMENTS
  80NWCP II - DONATION FOR AND CONSTRUCTION OF A RESTROOM_39007_AO18.docx
  C02425 - NWCP II - MandC - Location Map.pdf
  C02425 - NWCP II - Restroom - FORM 1295 - 04172018.pdf
  C02425 - NWCP II - Restroom Quote - 04092018.pdf