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HomeMy WebLinkAboutV (E) Approval and Authorization to Waive the Normal Purchasing Standards and Obtain Three Quotes for the City Hall Air Conditioning System Agenda 5-20-2003 Mayor center of Ga di1 a Commissionersltem V E S. Scott VandergriftecIe Danny Howell, District 1 m.. _ Scott Anderson, District 2 City Manager _ -y Rusty Johnson, District 3 Jim Gleason ,j S Nancy J. Parker, District 4 STAFF REPORT TO: The Honorable Mayor and City Commissioners FROM: Robert B. Zaitooni, P.E., Deputy Director Public Works DATE: May 20, 2003 RE: City Hall Air Conditioning (AC) Units ISSUE Should The Honorable Mayor and the Board of City Commissioners waive the Minimum Procurement Standards and authorize staff to obtain three written quotes for the replacement of the AC units at the City Hall? BACKGROUND/DISCUSSION The City Commission, at their May 6, 2003 meeting approved $35,000 from the contingency funds for the emergency repair/replacement of the AC units at the City Hall and the Police Department. Staff has obtained a written assessment of the existing AC units at the City Hall and the Police Department from an outside source and has developed a plan for the replacement of the units and other necessary repairs related to the operation of the system. In the interest of time due to the emergency nature of this issue and to minimize the reoccurring repair costs, staff is requesting the City Commission to waive the formal bid process requirements which is to publicly bid the work and to authorize staff to obtain three written quotes from qualified vendors. Based on the assessment report, the costs of the repair and replacement of the three(3) units at the City Hall is anticipated to exceeds the original estimate, but will remain within the allotted $35,000 authorization. Therefore,to address the higher priority needs and to ensure the sufficiency of the funds, staff recommends proceeding with the City Hall system initially and to address the Police Department needs after the quotes have been received and reviewed. RECOMMENDATION Staff respectfully requests authorization to waive the formal bid requirements and obtain three written quotes for the City Hall Air Conditioning system and authorize staff to proceed with this procurement.