Commissioners Court Meeting

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Meeting Date:	09/23/2019
Safe Haven Building Lease Contract
Submitted for:	Joe Lopez	Submitted By:	Joe Lopez
Department:	Purchasing

Subject:

Discussion and possible action to award a sole source building lease contract to Hurd Urban Development LTD for approximately 3,000 square feet of building space for the purpose of housing the Webb County Sheriff’s Safe Haven program and to further authorize the Purchasing Agent to negotiate a monthly rental price for the term of the building lease in accordance with the U.S. Department of Justice (DOJ), Guide to Procurement under DOJ Grants and Cooperative Agreements; Chapter 10 (Procurement by Non-Competitive Proposals – Sole Source Contracting). [DOJ Grant No. 2018-FJ-AX-0007; Account #2607-1150-001-444100 Space Rental OVW Justice for Families Program]

Issue: After solicitation of a number of sources, competition is determined inadequate. The Purchasing Agent has solicited for qualified proposals twice and none of the properties inspected met the Grantors requirements. Additional City owned properties were also inspected and also did not meet the requirements of the Safe Haven program.

Solutions: Approve the sole source contract and authorize the Purchasing Agent to negotiate the rental rates.

Result: finalize the award, seek final approval of site plan from GRANTOR, and negotiate rental rates with property owner.

Background:

After solicitation of a number of sources, competition is determined inadequate. The Purchasing Agent has solicited for qualified proposals twice and none of the properties inspected met the GRANTORs requirements. Additional City owned properties were also inspected and also did not meet the requirements of the Safe Haven program.

Under DOJ guidelines it allows for a non-competitive process to take place. The Safe Haven Staff has located a property that fits all the requirements of the GRANTOR in order to provide a safe environment for the custodial and non-custodial parents/guardians and their children.

Previous Court Action:

Approval of DOJ Grant for the Safe Haven Program.

Fiscal Impact

Budget Account Number:	2607-1150-001-444100
Funding Source:	Space Rental
Balance:	$122,400.00
Financial Impact:
2018-FJ-AX-007 DOJ Grant $122,400.00 Balance Account: Space Rental 2607-1150-001-444100