HomeMy WebLinkAboutCORRESPONDENCE - SOLE SOURCE - 9173805Sole Source Request Form Official Purchasing Form
Last updated 7/2016
EXCEPTION TO COMPETIVE PURCHASING PROCESS “SOLE SOURCE” JUSTIFICATION
PROJECT NAME: West Vine Outfall
PURCHASE AMOUNT: $5890
APPROPRIATED BUDGET AMOUNT: $32,752
SCOPE OF SERVICES/MATERIALS TO BE PURCHASED: Landscape Maintenance
SUPPLIER: Zak George Landscaping
EXCEPTION TO THE COMPETITIVE PROCESS RATIONALE PER CITY CODE (check all that apply):
A contract for materials, professional services or services may be awarded without competition if the Purchasing Agent
determines in writing that one (1) or more of the following conditions exists:
☐ There exists only one (1) responsible source;
☒ Although there exists more than one (1) responsible source, a competitive process cannot reasonably be used or, if used,
will result in a substantially higher cost to the City, will otherwise injure the City's financial interests or will substantially
impede the City's administrative functions or the delivery of services to the public;
☐ A particular material or service is required to maintain interchangeability or compatibility as a part of an existing integrated
system;
☐ A particular material, professional service or service is required in order to standardize or maintain standardization for the
purpose of reducing financial investment or simplifying administration;
☐ The material is perishable;
☐ The material qualifies as an object of fine art;
☐ A particular material is required to match materials in use, so as to produce visual harmony;
☐ A particular material is required to enable use by a specific individual;
☐ A particular material is prescribed by a professional advisor;
☐ The material, professional service or service is the subject of a change order.
BACKGROUND/JUSTIFICATION (Attach Supporting Documentation):
☒ Attach quote (Required)
Provide brief justification narrative supporting the reason(s) for the exception(s) to the competitive process selected above.
Zak George Landscaping performed the landscape installation for the project as a sub-contractor to Connell Resources in 2014.
They also perform landscape maintenance (watering and weed control) for the 2015 and 2016 season under that original contract.
Given the nature of native landscape established, we would like to extend the maintenance period for an additional year with this
firm. They are able to perform this work coste effectively given they have a high degree of familaritly to tree and shrub locations
and areas of needed weed control. The unit prices are consistent with the 2014 control with a minor increase due to inflation.
DocuSign Envelope ID: 2ECECE6A-CB9A-4A2F-8EA3-1C48CBBC0E75
Sole Source Request Form Official Purchasing Form
Last updated 7/2016
COST/PRICE ANALYSIS (Attach Supporting Documentation):
Normally competition supports establishment of price reasonableness. When adequate price competition does not exist, the
reasonableness of the offered price is determined with a Price or Cost Analysis. Complete Price OR Cost Analysis.
☒ Price Analysis – Comparison of quoted price with known indicators of reasonableness without analyzing cost elements
(Check all that apply)
☐ Consistent with Independent Cost Estimate (ICE);
☐ Compare to prices obtained through market research for same or similar items;
☐ For services, hourly rates consistent with rates offered in the market for similar level professionals;
☐ Unique or innovative process/service/product;
☐ Consistent with published price lists;
☐ Reviewed analysis of pricing information provided by supplier;
☒ Quoted price consistent with previous prices paid (historical);
☐ Other:
☐ Cost Analysis – Element-by-element analysis of estimated cost based on supplier’s cost or pricing data. Please attach
Cost Analysis.
SUBMITTED BY: PRINTED:
DEPARTMENT: DATE:
APPROVED BY:
PRINTED:
DEPARTMENT MANAGER/SUPERVISOR (Required)
PRINTED:
REQUESTING DEPARTMENT HEAD (over $60,000)
PRINTED:
BUYER
PRINTED:
PURCHASING DIRECTOR
RESOLUTION BY CITY COUNCIL (over $200,000)
Resolution # Date Passed: ☐ Resolution document attached
Matt Fater
Water Engineering and Field Operations
Owen Randall
Jon Haukaas
Pat Johnson
Gerry Paul
DocuSign Envelope ID: 2ECECE6A-CB9A-4A2F-8EA3-1C48CBBC0E75
5/31/2017
6/1/2017
6/1/2017
6/1/2017
6/1/2017
700 Wood St.
Fort Collins, CO 80521
Matt Fater
Zak George Landscaping
335 S. Summit View Dr.
Fort Collins, CO 80524
Estimate
May 31, 2017
Submitted To
970-221-9228
970-224-9185
Telephone
Fax
Prices Good For 30 Days
West Vine, Weed control & Waterings
,
Project
- Spot spray entire site for weeds. Partially using ATV and partially by hand
Weed Control for 2017 Season $2,500.00
- Hand water all existing trees and shrubs up to 8 times throughout the season.
- Schedule of waterings to be as per Matt Fater of City of Fort Collins utilities.
Hand Watering of existing trees & shrubs $2,800.00
- Removal of existing Hunter controller and deliver to Matt Fater
- Removal of all HDPE pipe and set on City Property or deliver to City location
Removal of controller and HDPE pipe $590.00
Project Total $5,890.00
Page 1 of 2
DocuSign Envelope ID: 2ECECE6A-CB9A-4A2F-8EA3-1C48CBBC0E75
West Vine, Weed control & Waterings
What to Expect During the Transformation!
References, Liability Insurance, Workers Compensation, Auto Liability documents available upon request
Prior to starting - Your ZGL representative is busy getting the materials lined up and ordered for project.
Schedules are being built and given to the project supervisor. The final details are being lined out on the plans.
NOTE: We give each project 100% attention once we are on your project.
Mobilization - This is where the equipment and job trailers are moved to your project. This usually means that the
construction will start within the next 24 hours. Most jobs have multiple pieces of equipment and one job trailer.
Line locates are done around this same time to locate your utilities.
Time to get dirty - Remember that every project is unique, but there are similarities among jobs. At this point the
demo will start. This is the dirtiest part of the project. We will have old materials going out and new materials
coming in at the same time. We try to keep the streets and material storage areas as clean as we can but there are
a lot of factors that play into each project. Our goal is to move things efficiently and effectively as we estimated.
Please excuse our mess as we work through things.
During the project - You will find dirt on the sidewalks, dust, pipes sticking out of the ground, materials in the
street or blocking part of the street depending on the project, so be careful. A section of fence may be taken out for
access. Machinery, TRUCKS and trailers coming and going. Foot traffic, wheelbarrow and machinery traffic in the
yard. Guys resting or taking a break and much more.
Communication - This is key to all parties. We at ZGL feel it is much easier to fix things along the way vs. waiting
until the project is over. It saves everybody time. If at any time you need clarification or want to look at things let
us know and somebody from ZGL would be happy to meet with you to discuss. Your ZGL representative will be
working vigorously behind the scenes to keep the project moving along smoothly. Your ZGL representative will be
making frequent visits to the project to ensure the project is running smooth and make any necessary changes.
Don't hesitate to contact or call us at any time through out the project.
Finished project - Before the project is getting close to finishing your ZGL rep. will walk the project with the
supervisor to discuss any possible changes. Once that is done a final walk through will be scheduled with the
customer to walk you through your project and answer any questions. At this point ZGL looks to collect any
outstanding monies from the project.
Thank You For The Opportunity To Serve You!
Page 2 of 2
DocuSign Envelope ID: 2ECECE6A-CB9A-4A2F-8EA3-1C48CBBC0E75