HomeMy WebLinkAboutresolution.council.055-09RESOLUTION NO.~
Series of 2009
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ASPEN, COLORADO,
APPROVING A SUPPLY PROCUREMENT AGREEMENT AND CONTRACT FOR
CONSTRUCTION FOR THE LOT C `HARMONY' PARK PLAYGROUND PROJECT
BETWEEN THE CITY OF ASPEN AND ROCKY MOUNTAIN RECREATION, INC. AND
AUTHORIZING THE MAYOR OR CITY MANAGER TO ACCEPT SAID AGREEMENT
AND CONTRACT ON BEHALF OF THE CITY OF ASPEN, COLORADO.
WHEREAS, there has been submitted to the City Council, a supply procurement
agreement and contract for construction between the City of Aspen and Rocky Mountain
Recreation, Inc., a true and accurate copy of which is attached hereto as Exhibit "A" and Exhibit
..B „
NOW, THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF
ASPEN, COLORADO:
That the City Council of the City of Aspen hereby approves a supply procurement
agreement and contract for construction, between the City of Aspen and Rocky Mountain
Recreation, Inc. for the Lot C `Harmony' Park Playground Project, copies of which are annexed
hereto and incorporated herein, and does hereby authorize the Mayor or City Manager to approve
said supply procurement agreement and contract for construction on behalf of the City of Aspen.
INTRODUCED, READ AND ADOPTED by the City Council of the City of Aspen on
the ~~ day of v 2009. C~
g.ii-Q9
Michael C. Ireland, Mayor
I, Kathryn S. Koch, duly appointed and acting City Clerk do certify that the foregoing is a
true and accurate copy of that resolution adopted by the City Council of the City of Aspen,
Colorado, at a meeting held on the day hereinabove stated.
Kathryn S. Ko ,City Clerk
SUPPLY PROCUREMENT AGREEMENT
THIS AGREEMENT, made and entered into, this 10~h day of August 2009
between the City of Aspen, Colorado, herein after referred to as the "City" and ROCKY
MOUNTAIN RECREATION hereinafter referred to as the "Vendor".
WITNESSETH, that whereas the City wishes to purchase a Harmony Park
Playground Equipment hereinafter called the UNIT(S) being more fully described and
attached herewith as 'Exhibit A', in accordance with the terms and conditions outlined in
the Contract Documents and any associated Specifications, and Vendor wishes to sell
said UNIT to the City as specified in its Bid.
NOW, THEREFORE, the City and the Vendor, for the considerations hereinafter
set forth agree as follows:
1. Purchase. Vendor agrees to sell and City agrees to purchase the UNIT(S) as
described in the Contract Document and more specifically in Vendor's Bid for
the sum of Eighty Nine Thousand Thirty Four Dollars ($89,034.00).
2. Delivery. (FOB Harmony Park in Burlingame Affordable Housing Project,
Aspen, Colorado)
3. Contract Documents. This Agreement shall include all Contract Documents
as the same are listed in the Invitation to Bid and said Contract Document are
hereby made a part of this Agreement as if fully set out at length herein.
4. Warranties. (Add Warranty provisions here).
Successors and Assigns. This Agreement and all of the covenants hereof
shall inure to the benefit of and be binding upon the City and the Vendor
respectively and their agents, representatives, employee, successors,
assigns and legal representatives. Neither the City nor the Vendor shall have
the right to assign, transfer or sublet its interest or obligations hereunder
without the written consent of the other party.
6. Third Parties. This Agreement does not and shall not be deemed or
construed to confer upon or grant to any third party or parties, except to
parties to whom Vendor or City may assign this Agreement in accordance
with the specific written permission, any right to claim damages or to bring
any suit, action or other proceeding against either the City or Vendor because
of any breach hereof or because of any of the terms, covenants, agreements
or conditions herein contained.
7. Waivers. No waiver of default by either party of any of the terms, covenants
or conditions hereof to be performed, kept and observed by the other party
shall be construed, or operate as, a waiver of any subsequent default of any
of the terms, covenants or conditions herein contained, to be pertonned, kept
and observed by the other party.
12.
8. Acreement Made in Colorado. The parties agree that this Agreement was
made in accordance with the laws of the State of Colorado and shall be so
construed. Venue is agreed to be exdusively in the courts of Pitkin County,
Colorado.
9. Attomeds Fees. In the event that legal action is necessary to enforce any of
the provisions of this Agreement, the prevailing party shall be entitled to its
costs and reasonable attorney's fees.
10. Waiver of Presumption. This Agreement was negotiated and reviewed
through the mutual efforts of the parties hereto and the parties agree that no
construction shall be made or presumption shall arise for or against either
party based on any alleged unequal status of the parties in the negotiation,
review or drafting of the Agreement.
11.Certification Reaardino Debarment Suspension Ineligibility and Voluntary
Exclusion. Vendor certifies, by acceptance of this Agreement, that neither it
nor its principals is presently debarred, suspended, proposed for debarment,
declared ineligible or voluntarily exduded from participation in any transaction
with a Federal or State department or agency. It further certfies that prior to
submitting its Bid that it did indude this clause without modification in all lower
tier transactions, solidtations, proposals, contracts and subcontracts. In the
event that Vendor or any lower tier participant was unable to certify to the
statement, an explanation was attached to the Bid and was determined by the
City to be satisfactory to the City.
Interest. Vendor warrants that no person or selling agency has been
employed or retained to solidt or secure this Contract upon an agreement or
understanding for a commission, percentage, brokerage, or contingent fee,
excepting bona fide employees or bona fide established commercial or selling
agendes maintained by the Vendor for the purpose of securing business.
Vendor agrees not to give any employee of the City a gratuity or any offer of
employment in connection with any decision, approval, disapproval, recommendation,
preparation of any part of a program requirement or a purchase request, influendng the
content of any spec cation or procurement standard, rendering advice, investigation,
auditing, or in any other advisory capadty in any proceeding or application, request for
ruling, determination, daim or controversy, or other particular matter, pertaining to this
Agreement, or to any solicitation or proposal therefore.
Vendor represents that no offidal, officer, employee or representative of the City
during the term of this Agreement has or one (1) year thereafter shall have any interest,
direct or indirect, in this Agreement or the proceeds thereof, except those that may have
been disGosed at the time City Councl approved the execution of this Agreement.
In addition to other remedies it may have for breach of the prohibitions against
contingent fees, gratuities, kickbacks and conflict of interest, the City shall have the right
to:
1. Cancel this Purchase Agreement without any liability by the City;
2. Debar or suspend the offending parties from being a vendor,
contractor or subcontractor under City contracts;
3. Deduct from the contract price or consideration, or otherwise
recover, the value of anything transferred or received by the
Vendor, and
4. Recover such value from the offending parties.
13. Termination for Default or for Convenience of Citv. The sale contemplated by
this Agreement may be canceled by the City prior to acceptance by the City
whenever for any reason and in its sole discretion the City shall determine
that such cancellation is in its best interests and convenience.
14. Fund Availability. Financial obligations of the City payable after the current
fiscal year are contingent upon funds for that purpose being appropriated,
budgeted and otherwise made available. If this Agreement contemplates the
City utilizing state or federal funds to meet its obligations herein, this
Agreement shall be contingent upon the availability of those funds for
payment pursuant to the terms of this Agreement.
15. City Council Approval. If this Agreement requires the City to pay an amount
of money in excess of $25,000.00 it shall not be deemed valid until it has
been approved by the City Council of the City of Aspen.
16.Non-Discrimination. No discrimination because of race, color, creed, sex,
marital status, affectional or sexual orientation, family responsibility, national
origin, ancestry, handicap, or religion shall be made in the employment of
persons to perform under this Agreement. Vendor agrees to meet all of the
requirements of City's municipal code, section 13-98, pertaining to
nondiscrimination in employment. Vendorfurtheragrees to comply with the
letter and the spirit of the Colorado Antidiscrimination Act of 1957, as
amended, and other applicable state and federal laws respecting
discrimination and unfair employment practices.
17. Integration and Modification. This written Agreement along with all Contract
Documents shall constitute the contract between the parties and supersedes
or incorporates any prior written and oral agreements of the parties. In
addition, vendor understands that no City official or employee, other than the
Mayor and City Councl acting as a body at a council meeting, has authority to
enter into an Agreement or to modify the tenns of the Agreement on behalf of
the City. Any such Agreement or modification to this Agreement must be in
writing and be executed by the parties hereto.
18. Authorized Reoresentative. The undersigned representative of Vendor, as an
inducement to the City to execute this Agreement, represents that he/she is
an authorized representative of Vendor for the purposes of executing this
Agreement and that he/she has full and complete authority to enter into this
Agreement for the terms and conditions specified herein.
IN WITNESS WHEREOF, The City and the Vendor, respectively have caused
this Agreement to be duly executed the day and year first herein written in three (3)
copies, all of which, to all intents and purposes, shall be considered as the original.
FOR THE CITY OF ASPEN: > ~ /~
Isy: ID~iS~~
City anager
ATTEST:
!\
ity Clerk
VENDOR:
Rocky Mountain Recreation
By:
p~5i G~~
Title
KCJGKY MOUN"rAIN
ALL PURCHASE ORDERS, CONTRACTS, AND
CHECKS 70 BE MADE OU7 TO:
ROCKY MOUNTAIN RECREATION INC.
P.O. BOX 620411
LITTLETON, CO 80162
303-783-1452 800-636-0199
RECRLATION~ Fax: 303-783-1454
CONTACT: Scott Chism
PHONE: 970-429-2029
FAX: 970-920-5128
EMAIL: Scott.ChismCcDci.asoen.co.us
SHIP TO: City of Aspen
PROPOSAL
July 1, 2009
ASPEN, COLORADO
DESTINATION
Common Carrier Prepaid
SHIPPING METHOD FREIGHT TERMS
4-6 Weeks A.R.O.
SHIPPING TIME
Aspen, Co 81611
Net 30 days
BILL TO: City of Aspen Purchasing Department TERMS
Attn: Accounts Payable
130 South Galena Street August 28 2009
Aspen, Co 81611 PROPOSAL EXPIRATION DATE
We are pleased to submit this proposal to supply the following items:
OTY ITEM NO. DESCRIPTION UNIT wT UNIT PRICE WEIGHT EXTENDED AMT
LANDSCAPE STRUCTURES
1 35892-1-5-1 Playbooster5-12 Structure # 35892-1-5-1 4,615 34,565.00 4615 $ 34,565.00
1 35892-1-5-2 Evos 5-12 Structure # 35892-1-5-2 1,852 29,230.00 1852 $ 29,230.00
1 35892-1-5-3 Playshaper 2-5 Structure # 35892-1-5-3 2,639 24,116.00 2639 $ 24,116.00
1 122837-Mod Two Bay Single Post Swing with 2 Belt Sea 386 2,193.00 386 $ 2,193.00
and Two Toddler Full Bucket Seats
1 152179A Saddle Spinner 40 765.00 40 $ 765.00
1 1640756 Double Bobble Rider 131 1,350.00 131 $ 1,350.00
1 156066A The Pinnacle Natural Elements Climber 4,000 14,435.00 4000 n!c**
1 162617A Global Releaf Sign 62 490.00 62 n/c
1 Discount RMREC Preferred Customer Discount 0 $ (3,185.00)
Comuienu: * Please submit proof of Tax Exempt Status 8,660
** Order must be submitted to manufacturer on or
before August 31, 2009 for Free Pinnacle offer to
be valid.
SUBTOTAL MATE RIALS $ 89,034.00
ACCEPTED BY CUSTOMER DATE INSTALLATION $ 29,166.00
PRINT NAME FREIGHT $ 4,600.
x~>~y Boas Lucy 1, aoo9
PROPOSED BY RMR REPRESENTATIVE DATE SALES TAX Exem
Kirby Boos
PRINT NAME TOTAL $ 122,800
CONTRACT FOR CONSTRUCTION TxE crrc~AsrE"
THIS AGREEMENT, made and entered into on August 10, 2009, by and between the CITY OF
ASPEN, Colorado, hereinafter called the "City", and ROCKY MOUNTAIN RECREATION,
hereinafter called the "Contractor".
WHEREAS, the City has caused to be prepared, in accordance with the law, specifications and
other Contract Documents for the work herein described, and has approved and adopted said documents,
and has caused to be published, in the manner and for the time required by law, an advertisement, for the
project: HARMONY PARK CHILD PLAYGROUND EQUIPMENT, and,
WHEREAS, the Contractor, in response to such advertisement, or in response to direct invitation,
has submitted to the City, in the manner and at the time specified, a sealed Bid in accordance with the
terms of said Invitation for Bids; and,
WHEREAS, the City, in the manner prescribed by law, has publicly opened, examined, and
canvassed the Bids submitted in response to the published Invitation for Bids therefore, and as a result of
such canvass has determined and declared the Contractor to be the lowest responsible and responsive
bidder for the said Work and has duly awarded to the Contractor a Contract for Construction therefore, for
the sum or sums set forth herein;
NOW, THEREFORE, in consideration of the payments and Contract for Construction herein
mentioned:
1. The Contractor shall commence and complete the construction of the Work as fully described in
the Contract Documents.
2. The Contractor shall furnish all of the materials, supplies, tools, equipment, labor and other
services necessary for the construction and completion of the Work described herein.
3. The Contractor shall commence the work required by the Contract Documents within seven (7)
consecutive calendar days after the date of "Notice to Proceed" and will complete the same by the
date and time indicated in the Special Conditions unless the time is extended in accordance with
appropriate provisions in the Contract Documents.
4. The Contractor agrees to perform all of the Work described in the Contract Documents and
comply with the terms therein for a sum not to exceed TWENTY NINE THOUSAND ONE
HUNDRED SIXTY SIX ($29,166.00) DOLLARS or as shown on the BID proposal.
5. The term "Contract Documents" means and includes the documents listed in the City of Aspen
General Conditions to Contracts for Construction (version GC97-2) and in the Special Conditions.
The Contract Documents are included herein by this reference and made a part hereof as if fully set
forth here.
Page 1 "CC1
6. The City shall pay to the Contractor in the manner and at such time as set forth in the General
Conditions, unless modified by the Special Conditions, such amounts as required by the
Documents.
This Contract for Constmction shall be binding upon all parties hereto and their respective heirs,
executors, administrators, successors, and assigns. Notwithstanding anything to the contrary
contained herein or in the Contract Documents; this Contract for Construction shall be subject to
the City of Aspen Procurement Code, Title 4 of the Municipal Code, including the approval
requirements of Section 4-08-040. This agreement shall not be binding upon the City unless duly
executed by the City Manager or the Mayor of the City of Aspen (or a duly authorized official in
his/her absence) following a resolution of the Council of the City of Aspen authorizing the Mayor
or City Manager (or a duly authorized official in his/her absence) to execute the same.
8. This agreement and all of the covenants hereof shall inure to the benefit of and be binding upon
the City and the Contractor respectively and their agents, representatives, employees. Successors,
assigns, and legal representatives. Neither the City nor the Contractor shall have the right to
assign, transfer or sublet his or her interest or obligations hereunder without the written consent of
the other party.
9. This agreement does not and shall not be deemed or construed to confer upon or grant to any third
party or parties, except to parties to whom the Contractor or the City may assign this Contract for
Construction in accordance with the specific written consent, any rights to claim damages or to
bring suit, action or other proceeding against either the City or the Contractor because of any
breach hereof or because of any of the terms, covenants, agreements or conditions herein
contained.
10. No waiver of default by either party of any terms, covenants or conditions hereof to be performed,
kept and observed by the other party shall be construed, or operate as, a waiver of any subsequent
default of any of the terms, covenants or conditions herein contained, to be performed, kept and
observed by the other party.
11. The parties agree that this Contract for Construction was made in accordance with the laws of the
State of Colorado and shall be so constmed. Venue is agreed to be kept exclusively in the courts
of Pitkin County, Colorado.
12. In the event that legal action is necessary to enforce any of the provisions of this Contract for
Construction, the prevailing party shall be entitled to its costs and reasonable attorney's fees.
13. This Contract for Construction was reviewed and accepted through the mutual efforts of the
parties hereto, and the parties agree that no construction shall be made or presumption shall arise
for or against either party based on any alleged unequal status of the parties in the negotiation,
review or drafting of this Contract for Construction.
14. The undersigned representative of the Contractor, as an inducement to the City to execute this
Contract for Construction, represents that he/she is an authorized representative of the Contractor
for the purposes of executing this Contract for Constmction and that he/she has full and complete
authority to enter into this Contract for Construction for the terms and conditions specified herein.
Page 2 "CC1
IN WITNESS WHEREOF, the parties agree hereto have executed this Contract for Construction on the
date first above written.
ATTESTED BY:
~.
ATTESTED BY:
C17
By
Tit
APPROVED AS TO FORM:
By: `~~~ ~ ~~~;~h.~.~__
City A m
CONTRACTOR:
By: ~~~(r~,-yam ~ `"' ",C
Title: 1 '-e~~
Note: Certification of Incorporation shall be executed if Contractor is a Corporation If a partnership, the
Contract shall be signed by a Principal and indicate title.
-971.doc
CERTIFICATE OF INCORPORATION
(To be completed if Contractor is a Corporation)
STATE OF ~ p Lo 2R .DD ) N o SEtr ~--
SS.
COtJN'I1'OF ~RA~AHaE )
J ~ c ~~ , 2009 before rr a appeared
On this ~ ~ daY of/~
~~ l"rl/C' / STI E to me personzlly lmown, who, being by
me srst a y s om> drd say a rs /ire 5~~~ _ of
~2~RTl6N rrve and that the seal affixed to said
and that sand instnmaeut was signed and sealed in
instrument is the corporate seal of satd corporation,
behalf of said corporation by authority of its board of directors, and said deponent aclmowledged said
instrument to be the free act and deed of said corporation.
WTINESS MY BAND AND NOTARIAL SEAL the day and year in this certificate first above written.
No Public
P O.3oY~4ii <r ]_~ Cd
Address F o /G z
My commission expires: ~[ G
i
DEBRAFYKE
NOTARY PUBLIC
STATE OF COLORADO
My Commission Expires 11/12/2012
KOOKY /b10LINTAIIJ ALL PURCHASE ORDERS,CON7RACT5, AND
P RO P O SA L
CHECKS TO BE MADE OU7 70;
ROCKY MOUNTAIN RECREA TION INC.
P.O. BOX 620411
LITTLETON, CO 80182 JUIy 1, 2009
303-783-1452 800-636 -0199
RLCRL- ATION~ Fax: 303-783-1454
CONTACT: Scott Chism ASPEN, COLORADO
PHONE: 970-429-2029 DESTINATION
FAX: 970-920-5128
EMAIL: Scott.Chism2IIci.asoen.co.us Common Carrier Prepaid
SHIPPING METHOD FREIGHT TERMS
SHIP TO: City of Aspen
4-6 Weeks A.R.O.
SHIPPING TIME
Aspen, Co 81611
Net 30 days
BILL To: City of Aspen Purchasing Department TERMS
Attn: Accounts Payable
130 South Galena Street August 28, 2009
Aspen, CO 81611 PROPOSAL EXPIRATION DATE
We are pleased to submit this proposal to supply the following items:
QTY ITEM NO. DESCRIPTION UNITVJT UNIT PRICE WEIGHT EXTENDED AMT
LANDSCAPE STRUCTURES
1 35892-1-5-1 Playbooster 5-12 Structure # 35892-1-5-1 4,615 34,565.00 4615 $ 34,565.00
1 35892-1-5-2 Evos 5-12 Structure # 35892-1-5-2 1,852 29,230.00 1852 $ 29,230.00
1 35892-1-5-3 Playshaper 2-5 Structure # 35892-1-5-3 2,639 24,116.00 2639 $ 24,116.00
1 122837-Mod Two Bay Single Post Swing with 2 Belt Sea 386 2,193.00 386 $ 2,193.00
and Two Toddler Full Bucket Seats
1 152179A Saddle Spinner 40 765.00 40 $ 765.00
1 1640758 Double Bobble Rider 131 1,350.00 131 $ 1,350.00
1 156066A The Pinnacle Natural Elements Climber 4,000 14,435.00 4000 n/c""
1 162617A Global Releaf Sign 62 490.00 62 n/c
1 Discount RMREC Preferred Customer Discount 0 $ (3,185.00)
Canrnexts: * Please submit proof of Tax Exempt Status 8,680
"' Order must be submitted to manufacturer on or
before August 31, 2009 for Free Pinnacle offer to
be valid.
SUBTOTAL MATERIALS $ 89,034.00
ACCEPTED BY CUSTOMER
DATE
PRINT NAME
xi,~6y coos Lucy 1, aoo9
PROPOSED BY RMR REPRESENTATIVE DATE
Kirbv Boos
29.166:00
PRINT NAME TOTAL ~ $ 1
Certification and Supplemental Conditions to Contract for Services -
Conformancewith &8-17.5.101, et seq.
Ille¢al Aliens -CRS 8-17.5-101 & 24-76.5-101.
a. Purpose. During the 2006 Colorado legislative session, the I,cgislature passed House
Bills 06-1343 (subsequently amended by HB 07-1073) and 06-1023 that add:d new statutes relating
to the employment of and contracting with illegal aliens. These new laws prohibit all state agencies
and political subdivisions, including the Owner, from knowingly hiring an illegal alien to perform
work under a contract, or to knowingly contract with a Contractor who knowingly hires with an illegal
alien to perform work under the contract. The new laws also require that all ;ontracts for services
include certain specific language as set forth in the statutes. The following terms and conditions have
been designed to comply with the requirements of this new law.
b. Definitions. The following terms aze defined in the new law end by this reference aze
incorporated herein and in any contract for services entered into with the Owner.
1. "E-verify program" means the electronic employment verilcation program created
in Public Law 208, 104th Congress, as amended, and expanded in Public Law 156, 108th
Congress, as amended, that is jointly administered by the United States Department of
Homeland Security and the social security Administration, or its succ~:ssor program.
2. "Department program" means the employment verification program established
pursuant to Section 8-17.5-102(5)(c).
3. "Public Contract for Services" means this Agreement.
4. "Services" means the furnishing of labor, time, or effort by a Contractor or a
subcontractor not involving the delivery of a specific end product othfa than reports that are
merely incidental to the required performance.
c. By signing this document, Contractor certifies and represents that at this time:
1. Contractor shall confirm the employment eligibility of all employees who aze
newly hired for employment to perform work under the public contract for services; and
2. Contractor has participated or attempted to participate ;neither the e-verify
program or the department program in order to verify that new emplo;~ees aze not illegal
aliens.
d. Contractor hereby confirms that:
1. Contractor shall not knowingly employ or contract wih an illegal alien to
perform work under the Public Contract for Services.
2. Contractor shall not enter into a contract with a subco: rtractor that fails to
certify to the Contractor that the subcontractor shall not knowingly employ or contract with an
illegal alien to perform work under the Public Contract for Services.
3. Contractor has confirmed the employment eligibility of all employees who aze
newly hired for employment to perform work under the public contr~.ct for services through
participation in either the e-verify program or the department pmgratn.
4. Contractor shall not use the either the e-verify program or the department
program procedures to undertake pre-employment screening of job a?plicants while the Public
Contract for Services is being performed.
5. If Contractor obtains actual knowledge that a subeontactor performing work
under the Public Contract for Services knowingly employs or wntrac:ts with an illegal alien,
Contractor shall:
i. Notify such subcontractor and the Owner within three days that
Contractor has actual knowledge that the subcontractor is employing or subcontracting
with an illegal alien; and
ii Terminate the subcontract with the subcontractor if within three days of
receiving the notice required pursuant to this section the subcontractor does not stop
employing or contracting with the illegal alien; except that Contractor shall not
terminate the Public Contract for Services with the subcontra~,tor if during such three
days the subcontractor provides information to establish that':he subcontractor has not
knowingly employed or contracted with an illegal alien.
6. Contractor shall comply with any reasonable request by the Colorado
Department of Labor and Employment made in the course of an investigation that the
Colorado Department of Labor and Employment undertakes or is undertaking pursuant to the
authority established in Subsection 8-17.5-102 (5), C.RS.
7. If Contractor violates any provision ofthe Public Contract for Services
pertaining to the duties imposed by Subsection 8-17.5-102, C.RS. the Owner may terminate
this Agreement. If this Agreement is so terminated, Contractor shall be liable for actual
damages to the Owner arising out of Contractor's violation of Subsection 8-17.5-102, C.R.S.
Public Contract for Services: 6 ~ RPM M 0 u1 y_~ f~ )2 ~t ~ ~' ~
Contractor: 1\ v~~ ~ ~i \f.~l'titG~a ~ ~~~a-t'l~~'` ~" ~Si~'e.
By: rlti\,c, ~ ~ ti~~
Title: ~ `~ ~ ~rV
D ~~ S~~ ~ ~'~ i .ro K
JPW- saved: 4/7/2009-867-M:\city\cityatty\contract\forms\certification - hb-06-1343.doc
PROCUREMENT CONTRACT ROUTING SLIP AND CHECK LIST
Iustructious: This form should be completed at each step of the procurement process and should follow each request for review
or approval. Contracts under $5,000 require only Department Head approval. Contracts over $5,000 require City Manager
approval. They do not require competitive bids but require documentation of source selection process. Contracts over $10,000
require City Attorney and City Manager approval. Competitive bidding process is required. Contracts over $25,000 require City
Council approval.
Procurement Description: r (~~~C~/y ~~/ t[~-~ ~Lr ' 7G[-"u, rtlJ Project #: ~t~C
Budget estimate: $
Is proposed expenditure approved in the D~ep.{art~ment's budget? l" Yes No
Explain process for vendor selection: I ~V'~~~ ~L7~ ~~~Q~/~~
S IC`1 Dept. Head approval
City Manager Approval if Sole Source:
Finance Review:
Competitive Quotes:
(attach)
Contractor/Vendor Selected:
Dept. Head approval:
City Attomey review:
contract
City Manager Approval:
and to Vendor/Con[ractoc
d ~ RFP or ITB
RFP or ITB Reviewed by City Attomey:
1~' Advertisement
Bid Opening:
Eng. Dept. Review:
2"a Advertisement (Attach Advertisement)
Contractor/Vendor Selected: rlfl("Y CA I I IM 1<P.F4~.P!e~'C_E'
'~ / ~-(~jDept Head approval: e ryl.Q,u, ~)
~~~~~~~~/gward letter sent: QytyV
~~=~/i"z 'signed contracts returned by vend ~ contractor.
N jµ Perfnnnance and Payment Bonds received
7/~/G fi Certificate of insurance received
Finance Department Review:
If Over $25,000, $131~t Prepare cover memo and resolution for City Council Approval °)~,ra't-{ ~'yl t S vyL
Finance Department Review:
_~_ City Auomey Review
~-IOC City Council Approval
City Manager Approval
Notice to Proceed
lastructions for Procurement Contract Routine Slip and Check List
All City contracts must be processed according to the procedures established by the Procurement Code. See Chapter 3 of the Municipal Code.
This Routing Slip and Check List should follow any contract documents during the approval or refertal process.
Coatracts Uoder $5.000
I. Ensure that expenditure is in Dept. Budget.
2. Obtain Dept. Head approval.
3. Described selection process for file.
Coatracts Between $5.000 and $10.000
1. Follow steps for Contracts under $5,000, above.
2. Obtain City Attorney review.
3. Obtain City Manager approval.
Contracts Between $10.000 end $25.000
L Competitive bidding process must be followed.
2. Call City Attorney's Office at 5055 and obtain procurement #.
3. Prepare Request for Proposal (RFP) or Invitation to Bid (ITB) packet with all Contract Documents.
4. If it is a cons[mc[ion project, request Engineering Dept. review of scope of work and specifications.
5. Obtain City Attorney review.
6. Advertise and send out RFP's or ITB's. (Two consecutive weeks in newspaper with at least one week
between last ad and bid opening.)
7. Document selection process for vendor/contractor following bid opening.
8. Obtain Dept Head approval.
9. Send award letter with request for 3 signed copies of contract, performance and payment bonds (if
applicable), and certificates of insurance.
10. Obtain Finance Dept. review.
11. Obtain City Manager's approval.
12. Send Notice to Proceed with one original copy of contract documents.
Coatracts Over $25.000
l . Follow steps 1 thm 10 for contracts between $10,000 and $25,000.
2. Prepare cover memo and resolution for City Council approval.
3. Schedule resolution for City Council with City Clerk.
4. Obtain City Attorney review.
5. Obtain City Manager approval.
6. Send cover memo, resolution and contmct to City Clerk for Council's packet.
7. Attend City CouncO meeting.
8. Send Notice [o Proceed with one original copy of contract documents.
One original copy of all contracts over $IQ,000 should end up in City Clerk's Office. Return one original to vendor/contractor and
retain one original in department.
NOTES: