Title
Consider a memorandum/resolution authorizing a contract with Texas Department of Criminal Justice for removal and replacement of bleachers at the Killeen Rodeo Arena in the amount of $99,604.46.
Summary
DATE: January 4, 2022
TO: Kent Cagle, City Manager
FROM: Leslie Hinkle, Executive Director of Community Development
SUBJECT: Bleacher Replacement at Killeen Rodeo Arena
BACKGROUND AND FINDINGS:
The City of Killeen owns the Killeen Rodeo Arena. On December 16, 2008, the City Council approved CCMR 08-204R, to replace wood bleachers with aluminum bleachers in a section of the west side of the arena. Due to the lack of sufficient funding, the wood bleachers on the top section of the east side were not replaced. Over the years, these wood bleachers have deteriorated and are damaged from exposure to the weather. They pose a safety hazard for more than 10,000 patrons that attend the Annual PRCA Rodeo each year.
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. Competitive bidding is not required for items purchased from TCI under the Prison Made Goods Act. TCI is exempt from Evidence of Insurance. TCI will warranty their work for one (1) year, and the vendor warranties the raw materials for the bleachers for three (3) years. This is a turnkey project.
The 75th Annual PRCA Rodeo, is scheduled for May 19-21, 2022, and replacement of the bleachers is needed before then to ensure the safety of rodeo patrons. TCI can remove the existing wood bleachers as well as manufacture and install aluminum bleachers prior to our rodeo season.
THE ALTERNATIVES CONSIDERED:
1) Do not remove the damaged bleachers and install aluminum bleachers at the Killeen Rodeo Arena to improve safety for our rodeo patrons.
2) Remove and replace the damaged wood bleachers at the Killeen Rodeo Arena with aluminum bleachers 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:
Competitive bidding is not required for items purchased from TCI under the Prison Made Goods Act.
FINANCIAL IMPACT:
What is the amount of the expenditure in the current fiscal year? For future years?
The project cost is $90,765.62. Due to the fluctuation of material costs, TCI can only guarantee quotes for seven (7) days. The most current quote will be presented at the January 4, 2022 City Council workshop. The quote presented at the January 4, 2022 City Council workshop was $99,604.46.
Is this a one-time or recurring expenditure?
One-time expenditure
Is this expenditure budgeted?
Yes, funding is available in the Governmental CIP 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 the Texas Department of Criminal Justice for the removal of the existing wood bleachers and installation of aluminum bleachers in the amount of $99,604.46, and to execute any change orders in an amount allowed by state law.
DEPARTMENTAL CLEARANCES:
Purchasing
Finance
Legal
ATTACHED SUPPORTING DOCUMENTS:
Quote
Letter of Agreement
TDJC Government Code