HomeMy WebLinkAboutAGENDA REPORT 2022 0518 CCSA REG ITEM 10GCITY OF MOORPARK, CALIFORNIA
City Council Meeting
of May 18, 2022
ACTION APPROVED STAFF
RECOMMENDATION. (ROLL CALL
VOTE: UNANIMOUS)
BY A. Hurtado.
G. Consider Waiving Formal Bidding Requirement for Outdoor Theater System. Staff
Recommendation: Waive formal bidding procedure for purchase of an outdoor
theater system for Fiscal Year 2021/22. (4/5 ROLL CALL VOTE REQUIRED)
(Staff: Stephanie Anderson, Recreation Manager)
Item: 10.G.
MOORPARK CITY COUNCIL
AGENDA REPORT
TO: Honorable City Council
FROM: Stephanie Anderson, Recreation Services Manager
DATE: 05/18/22 Regular Meeting
SUBJECT: Consider Waiving Formal Bidding Requirement for Outdoor Theater
System
DISCUSSION
The Fiscal Year 2021/22 Recreation Division operating budget includes funding for the
purchase of an outdoor theater system for the City’s Movies in the Park events . Staff
solicited quotes from three companies that manufacture these systems. The following
are the three quotes received for this purchase:
Ultimate Outdoor Entertainment: $18,964.59
Open Air Cinema: $20,794.73
Deutsch, Inc. Outdoor Movies: $25,889.50
The lowest quote was provided by Ultimate Outdoor Entertainment, which included a
slightly larger inflatable screen than the other two companies, and similar audio-visual
components. Staff can confirm Ultimate Outdoor Entertainment’s adequate competency
and ability to provide this product cost-effectively.
Moorpark Municipal Code (MMC) Section 3.04.130 -240 requires formal bidding
procedures be followed prior to purchasing supplies and equipment with a total value of
$15,000 or more. The lowest quote for the outdoor theater system exceeds the $15,000
threshold and triggers the requirement for a formal bid. Initial internal estimates for the
system purchase were less than $15,000; staff therefore proceeded with the informal
quote process. In addition, time considerations related to the Movies in the Park events
require an expedited time frame for system acquisition and implementation to ensure
these public Community events can proceed as scheduled. Finally, one difference
between the formal bidding procedure and the informal procedure staff followed is the
requirement to notice the bids by advertising in a newspaper of general circulation.
However, as outdoor theater systems include specialized equipment that is not
manufactured locally, an advertisement may be unlikely to garner additional competitive
quotes beyond the three already received.
Item: 10.G.
91
Honorable City Council
05/18/22 Regular Meeting
Page 2
For these reasons, staff is requesting that City Council waive the purchasing procedure
outlined in MMC 3.04.130-240, which would enable staff to select the lowest cost vendor
and proceed on an immediate basis to complete the system acquisition . MMC Section
3.04.120 allows the City Council in its discretion at any time, by a majority vote, to waive
purchasing procedures, when such waiver is not in violation of State law. California law
does not provide specific procedures for purchasing supplies and equipment for cities, so
no violation of State law will occur.
FISCAL IMPACT
There is no fiscal impact associated with this action. Funding for the purchase of the
outdoor theater system has already been included in the Fiscal Year 2021/22 budget.
CITY COUNCIL GOAL COMPLIANCE
This action does not support a current strategic directive.
STAFF RECOMMENDATION (ROLL CALL VOTE 4/5TH AFFIRMATION)
Waive formal bidding procedure for purchase of an outdoor theater system for Fiscal Year
2021/22.
92