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AGENDA ITEM REVIEW FORM |
5.B.
Regular City Council Meeting
- Meeting Date:
- 06/09/2021
- 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 approval to move forward with the estimate from ULTRA SHOW MAKERS, for sound, stage, and lighting for the 4th of July Celebration as well as to formally waive procurement code §3.05.010 (D). (Lizandro Galaviz, Director of Parks and Recreation)
SUMMARY:
The 4th of July Celebration was done virtually last year due to the ongoing pandemic. This year, the Parks & Recreation Department would like to create a memorable 4th of July event for our community. We are currently negotiating with ULTRA SHOW MAKERS, to provide us with professional lighting, stage, and sound for all of our musical guest performers for the 2021 4th of July Celebration. The Recreation Department worked with ULTRA SHOW MAKERS for past events and the quality of their work and services was great. ULTRA SHOW MAKERS carries all the required and necessary equipment needed for our 4th of July performers in which we will not need to worry about any last-minute additions or riders. Their estimate, apart from including sound, stage, and equipment, is also including a DJ performance and a Rock and Roll 80s & 90s Tribute band. ULTRA SHOW MAKERS has provided staff with an estimate for eighteen thousand, six hundred and one dollar with thirty-two cents ($18,601.32).
City Code §3.05.010 (D) states that whenever any contemplated purchase for the sum of at least $15,000.00 but not more than $35,000.00 the requisitioning department with the assistance of the Purchasing Department shall solicit three (3) written quotations (inclusive of all cost) from vendors and submit them to the Purchasing Department, for awarding to the lowest responsive quote. If three (3) 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 to request that this procurement code requirement be waived, due to the fact that ULTRA SHOW MAKERS is the only provider for the Rock and Roll 80s & 90s Tribute Band.
Staff would like to request Mayor and City Council to approve this purchase.
City Code §3.05.010 (D) states that whenever any contemplated purchase for the sum of at least $15,000.00 but not more than $35,000.00 the requisitioning department with the assistance of the Purchasing Department shall solicit three (3) written quotations (inclusive of all cost) from vendors and submit them to the Purchasing Department, for awarding to the lowest responsive quote. If three (3) 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 to request that this procurement code requirement be waived, due to the fact that ULTRA SHOW MAKERS is the only provider for the Rock and Roll 80s & 90s Tribute Band.
Staff would like to request Mayor and City Council to approve this purchase.
RECOMMENDATION / SUGGESTED MOTION:
I MOVE TO APPROVE THE PURCHASE OF ULTRA SHOW MAKERS SERVICES IN THE AMOUNT OF $18,601.32 AS PRESENTED AND WAIVE FORMAL PURCHASING PROCEDURES.
Fiscal Impact
- IS THERE FISCAL IMPACT ASSOCIATED WITH THIS ITEM:
- YES
- CITY/STATE/FEDERAL FUNDS:
- CITY
- TOTAL:
- $18,601.32
- BUDGETED AMOUNT:
- Budgeted for Fiscal Year 2022
- AVAILABLE AMOUNT TO TRANSFER:
- See fiscal impact statement
- ACCT NAME & GL#/REMAINING BALANCE BEFORE PURCHASE:
- SPECIAL SERVICES 100-145-80005 / N/A
FISCAL IMPACT STATEMENT (IF THIS IS A BUDGET TRANSFER, YOU MUST ATTACH THE BUDGET ADJUSTMENT FORM):
Fiscal impact as described above. This expense was budgeted within the Recreation Department budget for Fiscal Year 2022 which is currently in progress.