Title
Rental Equipment and Accessories for Parks Events - Requirements Contract - IFB 19-024 (Ordinance S-45081)
Description
Request to authorize the City Manager, or his designee, to enter into a contract with Arizona Bounce Around, Inc. to provide party and event rental equipment for the Parks and Recreation Department. Further request authorization for the City Controller to disburse all funds related to this item. The aggregate contract value will not exceed $212,000 over a five-year period.
Report
Summary
This contract will provide the Parks and Recreation Department with all materials, equipment, labor, and transportation associated with the rental of unique party/event activities such as inflatables, carnival games and outdoor movie equipment, for use at various community events. The vendor will set up, tear down and monitor equipment to ensure safe operation at the events. These events are intended to contribute to the quality of life for residents by strengthening communities, providing unique activities, building awareness of diverse cultures and identities, and acting as a source of community pride.
Procurement Information
Invitation for Bid (IFB) 19-024 was conducted in accordance with Administrative Regulation 3.10. There was one offer received by the Finance Department Procurement Division on Aug. 31, 2018. Another offer was deemed non-responsive for failing to include all costs in the overall rental price, as required in the solicitation. The notice of bid was sent to 45 registered vendors and publicly posted and available for download on the City website. The offer from Arizona Bounce Around, Inc. was evaluated on price, responsiveness to specifications and responsibility to provide the required goods and/or services. The price was determined to be fair and reasonable based on a comparison with previous department rentals of similar items.
The Deputy Finance Director recommends the offer from Arizona Bounce Around, Inc. be accepted as a responsive and responsible offer.
Contract Term
The five-year contract term will begin on or about Dec. 1, 2018.
Financial Impact
The aggregate contract value will not exceed $212,000, with an estimated annual expenditure of $42,400. Funds are available in the Parks and Recreation Department's budget.
Department
Responsible Department
This item is submitted by Deputy City Manager Deanna Jonovich and the Parks and Recreation and Finance departments.