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HomeMy WebLinkAboutItem 15 - Christmas Structures MEMO TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: BRUNO RUMBELOW, CITY MANAGER MEETING DATE: OCTOBER 3, 2017 SUBJECT: APPROVAL FOR THE AWARD OF AN INFORMAL REQUEST FOR QUOTE TO PURCHASE CHRISTMAS STRUCTURES AND TO CANCEL AN AWARD PREVIOUSLY APPROVED FOR THE SAME RECOMMENDATION: City Council to consider approval for the award of an informal request for quote to purchase Christmas structures for the Parks and Recreation Department from Mecca Design and Production. Also, consider the cancelation of a previous award for the same from Short Bus Productions. FUNDING SOURCE: Funds for this purchase are available in account 121-42281-312-08-000001 (Main Street Holiday Decorations) for an amount not to exceed $49,000.00. BACKGROUND: This purchase is for a design/build of a "Grinch" like scene for Town Square during the holiday season. Staff enlisted three professional set design companies to use their own creativity based on staff's general direction. After all the drawings and bids were submitted staff selected Short Bus Productions and was approved for purchase by City Council on August 1 , 2017. Short Bus withdrew from the project after the initial PO was issued due to time constraints. Staff has now moved to the next most responsive and responsible bid with Mecca Design and Production. Quotes were taken in accordance with City Purchasing Policy. Formal bids and advertisements are not required for purchases under $50,000. Three vendors submitted quotations and after Short Bus Productions withdrew from the project, staff is recommending the project be awarded to Mecca Design and Production. Short Bus Productions. $47,580.00 Jeffrey Noble Productions, LLC. $59,105.00 Mecca Design and Production $49,000.00 TS/BS Vll� mcl cv iMpit j in Y4 Al k fill* .tz gmn-e Zi NWT-li6- loft, t Sw I, \lk I I t 10"Wft, i 4w AIR 41.3 Itdl loft, t Sw I, \lk I I t 10"Wft, i 4w AIR 41.3 z 7 Nr 41 ilill Noll Iw., 0 mer 0 11 1. - . .0 .AdLl 11 1. - . .0 kz! p ©¥»z«r� � ��© . . . w ?� � y » _� /°��\�2 \� d� \� � . \2�� � �`.; \ � . !:� ` . 6 ax \=.»d\ y§ 3a x � 3�- �-��»�\� \��3 �.: --- �..-,©. � � ` ® - �@ � � ���� \ Tl" IAO c. T1111m, I �