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HomeMy WebLinkAboutSR - Purchase of Flatbed GC & Inflatable MSREQUEST: DATE: CITY OF PALM DESERT COMMUNITY SERVICES DEPARTMENT STAFF REPORT RATIFICATION OF CITY MANAGER APPROVAL FOR PURCHASE OF FLATBED GOLF CART AND INFLATABLE MOVIE SCREEN June 14, 2007 CONTENTS: Subject Bids RECOMMENDATION: OFF By Minute Motion, ratify City Manager approval for the purchase of an outdoor movie screen in the amount of $6,259 and a flatbed golf cart in the amount of $9318.45. Funds are available in fiscal year 2006/07, Account 110-4416-414-3061, and no appropriation is needed or requested. EXECUTIVE SUMMARY: Ratification of this request will allow staff to complete the subject purchases. BACKGROUND: In order to design and construct a decorative float for the Palm Desert Golf Cart Parade, and other community events, a flatbed golf cart is needed. At the present time, the workload and needs of the streets department, which has been charged with designing and constructing the float, do not allow golf carts assigned to that department to be out -of - service for the amount of time needed to build a float. Bids were solicited for the purchase of a flatbed golf cart that can be used throughout the year, at the yard, when not needed for a special assignment, i.e., parades, and other City -sponsored events. The low bidder was Electric Car Distributors with an "out the door" bid of $9,318.45. Other bids were received from Golf Ventures West at $9,889.73 and Larsen Golf Carts at $9,651.17. The movies that are shown as part of the Summer of Fun Series have been seen for ten years on a screen constructed with scaffolding. Set up and tear down time requires six employees a minimum of six hours to set up and an additional six hours to tear down. This places a burden on both the Parks and Streets Departments, as it takes staff off of normally assigned tasks for two days every other week during the summer. In addition, the current screen is over ten years old and is beginning to show wear. Bids were solicited for an inflatable air screen system that can be used in any location and will require one employee one hour to set up and 30 minutes to tear down at each showing. Bids were solicited, and the low bidder was Outdoor Movies/Deutsch Inc., at a bid of $6,259.00. Other bids were received from Open Air Cinema at $6,744.61 and Outdoor Cinema Network at $6,921.00. CITY COUNCIL STAFF REPORT JUNE 14, 2007 RE: RATIFICATION OF CITY MANAGER APPROVAL FOR PURCHASE OF FLATBED GOLF CART AND INFLATABLE MOVIE SCREEN Both of these items are needed in order to allow City -sponsored special events to move forward, and the City Manager approved these purchases. Funds are available in fiscal year 2006/07, Account 110-4416-414-3061, and no appropriation is needed or requested. PATRICIA SCULLY, CFE elA('OrL PAUL GIBSON SENIAR MANAGEMENT ANALYST DIRECTOR OF FINANCE/ CITY TREASURER ✓SHEILA R. ILL GAN CALOB L: TEGA ACM/COMMUNITY SER ES CITY MANAGER CITY COUNCIL 1 CTION: APPROVED / DENIED RECEIVED OTHER MEETING DATE (c • jLj.tj7 AYES : I 1 ferDLan� { iY lfzir:SpLe I &nal kPilL1 NOES: artne ABSENT: - j j .� ABSTAIN: f\J E' VERIFIED BY: j.j% ) rr m Original on File wit/a/City Clerk's Office 2