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AGENDA ITEM REVIEW FORM |
6.B.
Regular City Council Meeting
- Meeting Date:
- 10/13/2021
- Department Head:
- Maria A Roldan
- Submitted By:
- Crystal Fragozo, Administrative Assistant, Parks & Recreation Department
Action Requested:
Motion
ITEM:
Discussion and possible action on any and all matters regarding the ratification of the purchase of two (2) Air Conditioning units needed for the Prosecutors Office. (Angelica Roldan, Acting Director of Parks and Recreation)
SUMMARY:
Towards the end of July 2021, a requisition was submitted for San Luis Air Conditioning for the purchase of two (2), three-ton Air Conditioning (AC) refrigeration units for the amount of $11,936.00. These AC units were needed as replacements for the current AC units at the Prosecutors Office. Upon submitting the requisition to the Finance Department - Purchasing Coordinator office, staff was advised that three (3) quotes or a sole source memo were needed to fulfill the City of San Luis procurement code due to the purchase amount. Unfortunately, due to a miscommunication, the AC units were ordered before a purchase order was issued. The shipment of AC units took a couple of weeks to arrive and due to the extreme heat taking place this summer, the installation was needed as soon as possible.
Staff would like to ask City Council to ratify the purchase of the AC units due to the urgent need for AC during the height of the summer heat and waive formal purchasing procedures as permitted under City Code- Purchasing §3.05.010 (F). With the ratification of this purchase, staff will be able to move forward with the procurement process and issue payment. Staff is aware of the procurement process and will work on obtaining all necessary documents ahead of time to avoid this type of issue.
Staff would like to ask City Council to ratify the purchase of the AC units due to the urgent need for AC during the height of the summer heat and waive formal purchasing procedures as permitted under City Code- Purchasing §3.05.010 (F). With the ratification of this purchase, staff will be able to move forward with the procurement process and issue payment. Staff is aware of the procurement process and will work on obtaining all necessary documents ahead of time to avoid this type of issue.
RECOMMENDATION / SUGGESTED MOTION:
I MOVE TO RATIFY THE PURCHASE OF THE AC UNITS IN THE AMOUNT OF $11,936.00 FOR GOOD CAUSE AS PRESENTED.
Fiscal Impact
- IS THERE FISCAL IMPACT ASSOCIATED WITH THIS ITEM:
- YES
- CITY/STATE/FEDERAL FUNDS:
- CITY
- TOTAL:
- $11,936.00
- BUDGETED AMOUNT:
- $31,320.00
- AVAILABLE AMOUNT TO TRANSFER:
- N/A
- ACCT NAME & GL#/REMAINING BALANCE BEFORE PURCHASE:
- NON-CAPITAL PROJECTS - 100-999-89000 / N/A
FISCAL IMPACT STATEMENT (IF THIS IS A BUDGET TRANSFER, YOU MUST ATTACH THE BUDGET ADJUSTMENT FORM):
For the Fiscal Year 2021-2022, the Facilities Department was approved a budget of $31,320.00 for the purchase of four (4) 5-ton Trane package H/P. This budget is found under the Capital Project Budget - Fiscal Year 2022 and purchases of A/C units were budgeted in case City Departments needed them.