Discussion and possible directions to staff on any and all matters regarding the waiving of formal purchase procedures under City Code-Purchasing Section 36.01(H) for the rental of inflatable slides from Poly's Party Rentals for the 4th of July Celebration. (Lizandro Galaviz, Director of Parks and Recreation)

For the last three years, the City of San Luis has been awarded Best Community Celebration by Yuma's Best - Yuma Sun Reader's Choice. As the years go by, the Parks & Recreation staff does its very best to create an exciting 4th of July Celebration for all ages. This year, staff would like to have a bigger and better kids area so children can be entertained throughout the whole event. Staff plans on renting more water slides, jumpers, bouncing jumpers & obstacle courses to place within the soccer field, which once again will be the Kids Zone.

In order to bring all these inflatables to the 4th of July celebration, staff is asking Council for directions to waive the procurement code §36.01 (C) which states that whenever any contemplated purchase is for the sum of at least $5,000.00 but not more than $14,999.99 the requisitioning department with the assistance of the purchasing department shall solicit three (3) verbal quotes (inclusive of all cost) from vendors and submit them to the purchasing department, for awarding to the lowest responsive quote. If three (3) verbal quotes cannot be obtained, documentation showing vendors contacted that did not offer quotes, or explaining why quotes were not obtained shall be maintained with the purchasing documents.

Staff would like City Council to approve a waiver of the above formal procedures due to the fact that it considers Poly's Party Rentals to be a sole source provider for this type of rental in our area. Poly's Party Rentals have provided our department with the rental of inflatables for the last couple of years and at a reasonable price. This year, they are planning on providing us with a rock climbing wall, trackless train, 10 water slides, a slip and slide, a double obstacle course with water slide, a 4 lane bouncer and three (3) dry jumpers for the amount of seven thousand eight hundred-four dollars and eighty cents ($7,804.80). They are a local business out of Yuma County who have provided us with exceptional services and is on site for any inconveniences that may arise. This is why staff is asking for direction from Council in moving forward with Poly's Party Rental as our sole source provider in this area for the rental of inflatables for the 4th of July celebration and waive the procurement code §36.01 (C) in which three (3) bids are required.