Title
MOTION TO APPROVE AN AGREEMENT WITH BIRCHMORE GROUP, INC., FOR A SNOW PLAY AREA WITH 16 TONS OF SNOW, SNOW SLIDE, AND LABOR AND DELIVERY, FOR THE SNOWFEST EVENT TO BE HELD AT CHARLES F. DODGE CITY CENTER ON DECEMBER 7, 2024, IN AN AMOUNT NOT TO EXCEED $26,210.
Summary Explanation and Background
PROCUREMENT PROCESS TAKEN:
- Chapter 35 of the City’s Code of Ordinances is titled “PROCUREMENT PROCEDURES, PUBLIC FUNDS.”
- Section 35.18 of the City's Code of Ordinances is titled "COMPETITIVE BIDDING OR COMPETITIVE PROPOSALS REQUIRED; EXCEPTIONS."
- Section 35.18(C) states, "Only the following situations are exempt from the competitive bid and competitive proposal requirements of this section:"
- Section 35.18(C)(7) states, "The following contractual services are not subject to the competitive bid procurement requirement:"
- Section 35.18(C)(7)(m) states, "Entertainment services (performing artists, entertainment and amusements at festivals or special events)."
- Section 35.21 of the City's Code of Ordinances is titled "AWARD OF CONTRACT."
- Section 35.21(A) of the City's Code of Ordinances is titled "City Commission approval.
- Section 35.21(A)(1) states, "An initial purchase of, or contract for, commodities or services, in excess of $25,000, shall require the approval of the City Commission, regardless of whether the competitive bidding or competitive proposal procedures were followed."
SUMMARY EXPLANATION AND BACKGROUND:
1. The City will host the annual Snowfest event on December 7, 2024, at Charles F. Dodge City Center, from 4pm to 8pm. This agenda is to approve Birchmore Group, Inc., to provide a 40' x 50', 1" depth snow play area at Snowfest to include 16 tons of snow, 9'8" tall dual lane slide, tubes and sleds and labor and delivery in an amount not to exceed $26,610, with a 50% advance deposit upon execution of the agreement. Birchmore Group, Inc., will have the snow and equipment delivered and prepared by 3:30 pm on the day of the event.
2. Section 35.18(C)(7)(m) of the Procurement Code allows exemptions from competitive bids and competitive proposals for "entertainment services (performing artists, entertainment and amusements at festivals or special events).”
3. The City has utilized Birchmore Group for the annual Snowfest event for the last two years and has been extremely satisfied with their work and product. The City has used other vendors for snow in previous years. Those vendors always had issues with their machines breaking or not having the appropriate machines on hand for the event which results in a poor product for our residents. Since using Birchmore Group, the Recreation and Cultural Arts has had zero issues with the snow.
4. Request Commission to approve the agreement with Birchmore Group, Inc., for a snow play area with 16 tons of snow, snow slide, and labor and delivery, for the Snowfest event to be held at Charles F. Dodge City Center on December 7, 2024, in an amount not to exceed $26,210.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $26,210.
b) Amount budgeted for this item in Account No: $26,210 is included in the proposed FY2025 budget for this event in account # 001-574-7003-549656-0000-000-0000. - Special Event Snowfest
c) Source of funding for difference, if not fully budgeted: Not Applicable.
d) 5 year projection of the operational cost of the project: Not Applicable.
|
|
Current FY |
Year 2 |
Year 3 |
Year 4 |
Year 5 |
|
Revenues |
$0 |
$0 |
NA |
NA |
NA |
|
Expenditures |
$26,210 |
$0 |
NA |
NA |
NA |
|
Net Cost |
$26,210 |
$0 |
NA |
NA |
NA |
e) Detail of additional staff requirements: Not Applicable.
FEASIBILITY REVIEW:
A feasibility review is required for the award, renewal and/or expiration of all function sourcing contracts. This analysis is to determine the financial effectiveness of function sourcing services.
a) Was a Feasibility Review/Cost Analysis of Out-Sourcing vs. In-House Labor Conducted for this service? Not Applicable.
b) If Yes, what is the total cost or total savings of utilizing Out-Sourcing vs. In-House Labor for this service? Not Applicable.