HomeMy WebLinkAbout2006-07-05 STAFF REPORTS 2J o�p p.L M S,,
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c9`'FOR NVI CITY COUNCIL. STAFF REPORT
DATE: July 5, 2006 CONSENT CALENDAR
SUBJECT: APPROVE PURCHASE OF TABLES FOR CONVENTION CENTER
FROM: David H. Ready, City Manager
BY: Assistant City Manager- Administration
SUMMARY
The tables used for contracted events at the Convention Center are seriously
deteriorated and are insufficient for the demands of the expanded facility. The staff of
SMG is recommending the purchase of new tables for the Center. The recommended
action would approve the purchase of 780 tables of various types for use in operations
at the Convention Center. City staff concurs with SMG's recommendation.
RECOMMENDATION:
1. Adopt Minute Order No, approving the cooperative purchase of 780
tables for the Convention Center in the amount of $124,563.09 from MityLite, Inc.
via the State of Utah contract.
2. Authorize the City Manager to sign all documents necessary to effectuate this
purchase.
STAFF ANALYSIS:
Currently the Palm Springs Convention Center maintains an inventory of approximately
543 tables. The majority of these tables are nearly 20 years old and are showing
increasing signs of wear. SMG staff recommends, and City staff concurs, that the
current tables be phased out and replaced with new tables.
There are two primary reasons for the need to purchase new tables: (1) to increase
table inventory to meet the client contracted requirements for room set-up
configurations; and (2) to replace damaged tables that are no longer usable for front-line
service. Currently the number of tables available does not meet the needs of a number
of groups utilizing the center. In these instances additional tables must be rented from
outside sources at significant cost. This can be an important issue for a group choosing
Item No. 2 .J .
City Council Staff Report
July 5, 2006 -- Page 2
Purchase of Tables for Convention Center
to utilize the center. Certain contracted groups have table set requirements that exceed
present inventory.
Many of the tables currently in use are no longer acceptable for frontline service. These
tables need to be re-deployed to back-of-house areas for catering preparation and other
operational needs. This will further reduce the number of available tables that can be
used.
The recommended action would increase the overall table inventory at the center, allow
the; redeployment of tables distressed by long years of service for other uses, and
provide a new inventory of tables. For the foregoing reasons, both SMG and City staff
recommend approval of this purchase of tables for use at the convention center. It
should be noted that SMG staff believes additional tables should be purchased over the
course of the next few years, both to increase the overall inventory at the center to a
number more in line with the capacity of the newly expanded center, and to allow the
removal from service of any unserviceable equipment.
The Procurement and Contracting Manager, pursuant to the requirements of Section
7.09.010 of the Municipal Code, finds that the contracting process conducted by the
State of Utah for tables is adequate to protect the public interest, and that the total cost
of the tables is likely to be less than could be obtained through an independent-City
competitive process.
FISCAL IMPACT: Finance Director Review:
SMG staff did not specifically request funds for this acquisition in the Fiscal Year 2006-
07 Budget. However, if the City Council approves the proposed budget transfer and
Continuing Appropriations then there will be adequate funds for this purchase in
Account 261-1395-63565. This additional funding is available because of a remaining
balance in the Convention Center Operations account in Fiscal Year 2005-06. This
balance is available for capital equipment and projects due to increased revenue and
decreased expenditures during the past fiscal year dealing with convention center
operations. The use of the remaining balance for capital items is in accordance with
past practice and after reviewing SMG's request is again recommended by staff.
Troy L Butzlaff David H. Ready, Cityrra'r
Assisstaht City M�' n ger
Attachments: Minute Order
MINUTE ORDER NO,
APPROVING THE COOPERATIVE PURCHASE OF 780
VARIOUS TABLES FOR THE CONVENTION CENTER IN
THE AMOUNT OF $124,563.09 FROM MITYLITE, INC. VIA
THE STATE OF UTAH CONTRACT.
I, ,James Thompson, City Clerk of the City of Palm Springs, hereby certify that this
Minute Order approving the cooperative purchase of 780 tables of various sizes for the
Convention Center in the amount of $124,563.09 from MityLite, Inc. via the State of
Utah contract, was adopted by the City Council of the City of Palm Springs, California,
in a meeting thereof held on the 5thday of July, 2006.
James Thompson, City Clerk