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AGENDA ITEM REVIEW FORM |
5.D.
Special City Council Meeting
- Meeting Date:
- 12/23/2019
- Department Head:
- Lizandro Galaviz
- Submitted By:
- Crystal Fragozo, Administrative Assistant, Parks & Recreation Department
Action Requested:
Discussion Item - No Action to be Taken
Motion
Motion
ITEM:
Discussion and possible action any and all matters regarding the purchase of two, five-row bleachers and two, ten-row bleachers for the Recreation Department. (Lizandro Galaviz, Director of Parks & Recreation)
SUMMARY:
The Recreation Department has been looking into the possibility of purchasing two, five-row portable bleachers and two, ten-row portable bleachers for the last couple of months. These bleachers would be used for many upcoming events in which the community will be seated to enjoy the yearly Baseball Exhibitions brought to our City, the Fourth of July Celebration, the Founders Day Celebration and many more events planned throughout the year. Currently, the bleachers used for these events are a bit worn out, and staff has gone above and beyond to look for bleachers that are trustworthy and comfortable for the community.
This fiscal year, as discussed at the Budget Retreat and as City Council for an overall total budget of $47,200.00:
Option #2 would be to purchase the bleachers separately from two different vendors for the amount of $43,135.82.40 (tax included) from both Kay Park Recreation for the five-row bleachers ($13,240.32) and from Belson Outdoors for the ten-row bleachers ($29,895.50).
By purchasing the bleachers from 2 different vendors, the City would be saving a total of $3,271.96 and $4,064.18 under budget.
Under the City Code-Purchasing, §36.01(E) requires formal sealed bids. However, since the Parks and Recreation Department received three (3) quotes, it is not worth the cost of formal bidding since the process is not likely to result in a lower cost. Therefore, the Staff is requesting that the City Council waive formal bidding procedures as permitted under City Code-Purchasing §36.01(H).
This fiscal year, as discussed at the Budget Retreat and as City Council for an overall total budget of $47,200.00:
* two (2) bleachers 21 feet long by ten (10) rows high with a middle railing and
* two (2) bleachers 21 feet long by five (5) rows high with middle a railing.
Staff received quotes from three (3) vendors. Staff arrived at two (2) options for this purchase.
Option #1 would be to purchase both five-row and ten-row bleachers as a set for the amount of the lowest quote, which was $46,407.78 (tax included) from Kay Park Recreation.
Option #1 would be to purchase both five-row and ten-row bleachers as a set for the amount of the lowest quote, which was $46,407.78 (tax included) from Kay Park Recreation.
Option #2 would be to purchase the bleachers separately from two different vendors for the amount of $43,135.82.40 (tax included) from both Kay Park Recreation for the five-row bleachers ($13,240.32) and from Belson Outdoors for the ten-row bleachers ($29,895.50).
By purchasing the bleachers from 2 different vendors, the City would be saving a total of $3,271.96 and $4,064.18 under budget.
Under the City Code-Purchasing, §36.01(E) requires formal sealed bids. However, since the Parks and Recreation Department received three (3) quotes, it is not worth the cost of formal bidding since the process is not likely to result in a lower cost. Therefore, the Staff is requesting that the City Council waive formal bidding procedures as permitted under City Code-Purchasing §36.01(H).
RECOMMENDATION / SUGGESTED MOTION:
I MOVE TO WAIVE FORMAL PURCHASE PROCEDURES AND APPROVE THE PURCHASE OF TWO (2) BLEACHERS IN THE AMOUNT OF $45,320.40 AS PRESENTED.
Fiscal Impact
- IS THERE FISCAL IMPACT ASSOCIATED WITH THIS ITEM:
- YES
- CITY/STATE/FEDERAL FUNDS:
- CITY
- TOTAL:
- $43,135.82
- BUDGETED AMOUNT:
- $47,200.00
- AVAILABLE AMOUNT TO TRANSFER:
- N/A
- ACCT NAME & GL#/REMAINING BALANCE BEFORE PURCHASE:
- CAPITAL PROJECTS 806-860-90005.145 / $47,200.00
FISCAL IMPACT STATEMENT (IF THIS IS A BUDGET TRANSFER, YOU MUST ATTACH THE BUDGET ADJUSTMENT FORM):
Expense was budgeted as a C.I.P item for Fiscal Year 2019/2020.