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AGENDA ITEM REVIEW FORM |
5.A.
Regular City Council Meeting
- Meeting Date:
- 06/22/2022
- Department Head:
- Maria A Roldan
- Submitted By:
- Crystal Ochoa, Administrative Coordinator, Parks & Recreation Department
Action Requested:
Motion
ITEM:
Discussion and possible action on any and all matters regarding the approval of the estimate from ULTRA SHOW MAKERS, for sound, stage, and lighting for the 4th of July Celebration and waive formal purchasing procedures as allowed under the City Code-Purchasing § 3.05.010 (C). (Maria A. Roldan, Acting Director of Parks & Recreation)
SUMMARY:
The Parks & Recreation Department would like to create a memorable 4th of July event for our community. Staff has been in communication with ULTRA SHOW MAKERS, to provide us with professional lighting, stage, and sound for all of our musical guest performers for the 2022 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. ULTRA SHOW MAKERS has provided staff with an estimate for sixteen thousand, one hundred one dollars and thirty-two cents ($16,101.32).
City Code § 3.05.010 (C) states that whenever any contemplated purchase 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 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 these formal purchasing procedures be waived for good cause because ULTRA SHOW MAKERS has previously worked with one of the 4th of July Bands and has all the necessary equipment requested in the rider, and has a record of quality work for the city's 4th of July celebration.
Staff would like to request Mayor and City Council to approve this purchase as presented.
City Code § 3.05.010 (C) states that whenever any contemplated purchase 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 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 these formal purchasing procedures be waived for good cause because ULTRA SHOW MAKERS has previously worked with one of the 4th of July Bands and has all the necessary equipment requested in the rider, and has a record of quality work for the city's 4th of July celebration.
Staff would like to request Mayor and City Council to approve this purchase as presented.
RECOMMENDATION / SUGGESTED MOTION:
I MOVE TO APPROVE ULTRA SHOW MAKERS FOR SOUND, STAGE, AND LIGHTING FOR THE MUSICAL PERFORMANCES FOR THE 4TH OF JULY CELEBRATION IN THE AMOUNT OF $16,101.32 AND TO WAIVE THE FORMAL PURCHASING PROCEDURES FOR THE GOOD CAUSE PRESENTED.
Fiscal Impact
- IS THERE FISCAL IMPACT ASSOCIATED WITH THIS ITEM:
- YES
- CITY/STATE/FEDERAL FUNDS:
- CITY
- TOTAL:
- $16,101.32
- BUDGETED AMOUNT:
- See fiscal impact statement
- AVAILABLE AMOUNT TO TRANSFER:
- See fiscal impact statement
- ACCT NAME & GL#/REMAINING BALANCE BEFORE PURCHASE:
- See fiscal impact statement
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 2023 which is currently in progress.