Discussion and possible action on any and all matters regarding the final design and placement location of the City of San Luis Tourism Letters.  (Lizandro Galaviz, Acting City Manager)

For the past year, staff has been working on the City of San Luis Tourism Letters.  Various designs have been presented to City Council and staff would like to present the final design.  Staff has reached out to vendors who can create and install the tourism letters and the vendors have provided quotes for this project.  The vendors who were contacted by staff for quotes are Penn Neon Signs, Yuma Sign Masters, and GCI Construction & Inspections, LLC. Currently, the only vendors who have provided staff with quotes are Penn Neon Signs and GCI Construction & Inspections, LLC. From the two quotes received, the lowest quote pertains to GCI Construction & Inspections, LLC for the amount of $33,782.40.  Staff reached out to Yuma Sign Masters to follow up on the quote that was requested, however, they have not responded to the email. 

Apart from the addition of the letters, staff would like to beautify this area by adding artificial turf to this location.  This addition will complement the area and provide greenery to the location where the tourism letters will be placed.  Staff reached out to an existing vendor, Southwest Turf Supply, LLC, and they were given a quote for the amount of $8,080.21. The City of San Luis Tourism Letters will be placed at the corner of Main Street and Urtuzuastegui Street.  This is a great area due to the amount of pedestrian and vehicle traffic that goes past this area.  This is the main street taken by the community coming into our city to visit local stores, and restaurants, attend school, work, or heading into Mexico after a long day. Once the letters are received, they will be installed in-house by one of our City of San Luis Departments.

The City of San Luis Purchasing Code 3.05.010 (C) states whenever any contemplated purchase or contract for service is for the sum of at least $10,000 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. If three written quotations cannot be obtained, documentation showing vendors contacted that did not offer price quotes or explaining why price quotes were not obtained shall be maintained with the purchasing documents. No purchase or contract for service pursuant to this subsection shall be made before approval by the purchasing agent. Currently, the lowest quote pertains to GCI Construction & Inspections, LLC and this is the vendor staff would like to move forward with. 

Staff would like to present to City Council the final design of the City of San Luis Tourism Letters, the quotes obtained for the purchase and installation of such letters as well as the quote for the beautification of the area. Based on the presented quotes from GCI Construction & Inspections, LLC and Southwest Turf Supply, LLC, the grand total for the City of San Luis Tourism Letters Project is $41,862.61. Due to this project not being budgeted for Fiscal Year 2022-2023, staff would like to request funds from the City Council contingency budget in order to fulfill this project.