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AGENDA ITEM REVIEW FORM |
3.A.
Special City Council Meeting
- Meeting Date:
- 12/02/2020
- Department Head:
- Lizandro Galaviz
- Submitted By:
- Crystal Fragozo, Administrative Assistant, Parks & Recreation Department
Action Requested:
Motion
ITEM:
Discussion and possible action on any and all matters regarding the purchase of holiday decorations from Downtown Decorations, LLC. (Lizandro Galaviz, Director of Parks & Recreation)
SUMMARY:
Due to the current pandemic, a lot of the Parks & Recreation events have had to be done virtually with the hopes of spreading joy and happiness to our community. With the Holidays coming in, the City of San Luis Parks & Recreation Department would like to create an atmosphere of holiday spirit in our community by decorating main street. Staff has been working together and would like to purchase various decorations from Downtown Decorations, LLC to decorate and illuminate some polls surrounding the Holiday Tree on Main Street & D St.
In order to move forward with this purchase, staff would like to seek direction from City Council in regard to waiving procurement code §36.01 (D) which states that whenever any contemplated purchase for the sum of at least $15,000 but not more than &35,000 the requisitioning department with teh assistance of the purchasing department shall solicit three written quotations (inclusive of all costs) 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 quotations, or explaining why price quotations were not obtained shall be maintained with the purchasing documents.
Staff would like this procurement code to be waived due to the fact that the City of San Luis Parks & Recreation Department considers Downtown Decorations, LLC to be a sole source provider for this type of holiday decorations purchase. Downtown Decorations, LLC has worked with our City in the past and have always been very professional and provided the City with outstanding quality. Downtown Decorations, LLC has shown great customer service, always meets our budget margins and the quality and delivery of items is outstanding. This is why staff is asking for direction from Council in moving forward with future purchases of holiday decorations from Downtown Decorations, LLC as our sole source provider and waive procurement code §36.01(D) in which three bids are required.
In order to move forward with this purchase, staff would like to seek direction from City Council in regard to waiving procurement code §36.01 (D) which states that whenever any contemplated purchase for the sum of at least $15,000 but not more than &35,000 the requisitioning department with teh assistance of the purchasing department shall solicit three written quotations (inclusive of all costs) 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 quotations, or explaining why price quotations were not obtained shall be maintained with the purchasing documents.
Staff would like this procurement code to be waived due to the fact that the City of San Luis Parks & Recreation Department considers Downtown Decorations, LLC to be a sole source provider for this type of holiday decorations purchase. Downtown Decorations, LLC has worked with our City in the past and have always been very professional and provided the City with outstanding quality. Downtown Decorations, LLC has shown great customer service, always meets our budget margins and the quality and delivery of items is outstanding. This is why staff is asking for direction from Council in moving forward with future purchases of holiday decorations from Downtown Decorations, LLC as our sole source provider and waive procurement code §36.01(D) in which three bids are required.
RECOMMENDATION / SUGGESTED MOTION:
I MOVE TO APPROVE THE HOLIDAY DECORATIONS PURCHA AS PRESENTED IN AN AMOUNT NOT TO EXCEED $20,000 AND WAIVE FORMAL PROCUREMENT PROCEEDURES.
Fiscal Impact
- IS THERE FISCAL IMPACT ASSOCIATED WITH THIS ITEM:
- YES
- CITY/STATE/FEDERAL FUNDS:
- CITY
- TOTAL:
- $20,000
- BUDGETED AMOUNT:
- $20,000
- AVAILABLE AMOUNT TO TRANSFER:
- N/A
- ACCT NAME & GL#/REMAINING BALANCE BEFORE PURCHASE:
- SPECIAL SERVICES 100-145-80005 / $75,102.43
FISCAL IMPACT STATEMENT (IF THIS IS A BUDGET TRANSFER, YOU MUST ATTACH THE BUDGET ADJUSTMENT FORM):
Purchase is budgeted under the Recreation Department - Special Services account for fiscal year 2020-2021.
Attachments
- Downtown Decorations Invoice - Holiday Decorations 2020
- Holiday Decoration Image 1
- Holiday Decoration Image 2
- Holiday Decoration Image 3
- Holiday Decoration Image 4
- Downtown Decorations - Sole Source Memo