Title
Consider a memorandum/resolution approving a contract with Southern Bleacher Company, Inc. for rodeo bleacher replacement in the amount of $118,300.
Summary
DATE: October 18, 2022
TO: Kent Cagle, City Manager
FROM: Leslie Hinkle, Executive Director of Community Development
SUBJECT: Rodeo Bleacher Replacement
BACKGROUND AND FINDINGS:
On January 11, 2022, City Council approved the replacement of the bleachers on the east side of the rodeo arena at a cost of $99,604.46. Texas Correctional Industries (TCI) is a division of the Texas Department of Criminal Justice that manufactures goods and services primarily using offender labor. These products and services are made available for purchase by Texas governmental entities. Although city council approved the purchase to replace the deteriorated bleachers on the east side of the spectator stands, TCI could not obtain the aluminum bleacher replacements due to product shortages and fluctuation in material costs. Therefore, a contract could not be executed with Texas Department of Criminal Justice, leaving city staff to attempt to locate another vendor.
Nine additional vendors were contacted, and staff has obtained one quote from a BuyBoard vendor (Contract #583-19), Southern Bleacher Company, Inc., in the amount of $118,300 for materials and services. Lead time is four (4) weeks for submittal drawings, 120 days after receipt of approved shop drawings for detailing, fabrication, and delivery of materials. One (1) week for installation.
The 76th Annual PRCA Rodeo is scheduled for May 18-20, 2023 which will allow sufficient time to allow the replacement of the bleachers. The replacement is still needed to ensure the safety of rodeo patrons.
THE ALTERNATIVES CONSIDERED:
1) Do not remove the damaged bleachers at the Killeen Rodeo Arena to improve safety for our rodeo patrons.
2) Approve a contract with Southern Bleacher Company, Inc. for rodeo bleacher replacement at the Killeen Rodeo Arena to ensure safe seating is in place for rodeo attendees.
Which alternative is recommended? Why?
Alternative #2 is recommended as the current wood bleachers pose a serious safety threat.
CONFORMITY TO CITY POLICY:
Purchases made through a cooperative contract satisfies the state competitive bidding requirements as stated in Texas Local Government Code, section 271.102, subchapter F: a local government that purchases goods or services under this subchapter satisfies any state law requiring local government to seek competitive bids of the purchase of goods or services.
FINANCIAL IMPACT:
What is the amount of the expenditure in the current fiscal year? For future years?
This expenditure is $118,300.
Is this a one-time or recurring expenditure?
One-time
Is this expenditure budgeted?
Yes, funds are available in the Governmental CIP Fund account 349-8932-493.42-06.
If not, where will the money come from?
N/A
Is there a sufficient amount in the budgeted line-item for this expenditure?
Yes
RECOMMENDATION:
Authorize the City Manager or his designee to execute a contract with Southern Bleacher Company, Inc., for the removal of existing wood bleachers and installation of anodized aluminum bleachers in the amount of $118,300, and to execute any change orders in an amount allowed by state law.
DEPARTMENTAL CLEARANCES:
Purchasing
Finance
Legal
ATTACHED SUPPORTING DOCUMENTS:
Quote
Contract
Certificate of Interested Parties