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AGENDA ITEM REVIEW FORM |
5.C.
Regular City Council Meeting
- Meeting Date:
- 09/28/2022
- Department Head:
- Lizandro Galaviz
- Submitted By:
- Crystal Ochoa, Administrative Coordinator, Parks & Recreation Department
Action Requested:
Discussion Item - No Action to be Taken
Motion
Motion
ITEM:
Discussion and possible action on any and all matters regarding the purchase and installation of decorative lights on Main Street. (Lizandro Galaviz, Acting City Manager)
SUMMARY:
Main Street is the focal point of our city where thousands of people enter and exit San Luis, AZ. As the years go by, the goal for Main Street is for it to be a tourist attraction where residents and visitors visit either shop, eat or just enjoy the day. Staff has been reaching out to various vendors to obtain quotes for the purchase of lights. This light project will consist of adding canopy lights from Urtuzuastegui Street to B Street and a zigzag pattern of lights from B Street to D Street ending at the roundabout. Staff has reached out to various vendors to get quotes and ensure that the city is getting the best quality of lights at a great price. The vendors that have been contacted were St. Nick's Christmas Lighting and Decor from La Palma, California, Bright Life Designs from Huntington Beach, California and Novelty Lights, LLC from Centennial, Colorado. All three (3) vendors were given an example of the vision that staff has for Main Street and have been very helpful in answering all our questions and concerns. The installation of these lights would be done in-house by our Planning and Zoning Department.
Of the three (3) quotes received, the lowest was submitted by Novelty Lights, LLC for the amount of $29,815.52. Per the City Procurement Code 3.05.010 (C), whenever any contemplated purchase or contract for service is for the sum of at least $10,000.00 but not more than $44,999.99, the requisitioning department, with the assistance of the Purchasing Department, shall solicit three (3) written quotes (inclusive of all cost) from vendors and submit them to the Purchasing Department, for awarding to the lowest responsive quote.
This project was not budgeted for the current Fiscal Year 2022-2023, therefore, staff is also seeking authorization in using the City Council contingency budget. Staff would like to seek approval from Mayor and City Council in regard to moving forward with the purchase of lights from Novelty Lights, LLC. Staff is open to any recommendations that City Council may have.
Of the three (3) quotes received, the lowest was submitted by Novelty Lights, LLC for the amount of $29,815.52. Per the City Procurement Code 3.05.010 (C), whenever any contemplated purchase or contract for service is for the sum of at least $10,000.00 but not more than $44,999.99, the requisitioning department, with the assistance of the Purchasing Department, shall solicit three (3) written quotes (inclusive of all cost) from vendors and submit them to the Purchasing Department, for awarding to the lowest responsive quote.
This project was not budgeted for the current Fiscal Year 2022-2023, therefore, staff is also seeking authorization in using the City Council contingency budget. Staff would like to seek approval from Mayor and City Council in regard to moving forward with the purchase of lights from Novelty Lights, LLC. Staff is open to any recommendations that City Council may have.
RECOMMENDATION / SUGGESTED MOTION:
I MOVE TO APPROVE THE PURCHASE OF DECORATIVE LIGHTS IN THE AMOUNT OF $29,815.52, AUTHORIZE THE USE OF COUNCIL CONTINGENCY FUNDS, AND
TRANSFER THE AMOUNT FROM COUNCIL CONTINGENCY TO THE CAPITAL OUTLAY EQUIPMENT PER THE FISCAL IMPACT STATEMENT OF THIS AGENDA ITEM.
TRANSFER THE AMOUNT FROM COUNCIL CONTINGENCY TO THE CAPITAL OUTLAY EQUIPMENT PER THE FISCAL IMPACT STATEMENT OF THIS AGENDA ITEM.
Fiscal Impact
- IS THERE FISCAL IMPACT ASSOCIATED WITH THIS ITEM:
- YES
- CITY/STATE/FEDERAL FUNDS:
- CITY
- TOTAL:
- $29,815.52
- BUDGETED AMOUNT:
- NO
- AVAILABLE AMOUNT TO TRANSFER:
- YES
- ACCT NAME & GL#/REMAINING BALANCE BEFORE PURCHASE:
- Contingencies 100-110-81000 $300,000.00
FISCAL IMPACT STATEMENT (IF THIS IS A BUDGET TRANSFER, YOU MUST ATTACH THE BUDGET ADJUSTMENT FORM):
This expense was not budgeted for Fiscal Year 2022-2023. Staff is requesting direction in regard to this purchase and if approved by council. Staff would be requesting council approval to transfer of funds from City Council contingency account 100-110-81000 in the amount of $29,815.52 to account 100-999-90000 Capital Outlay Equipment.