...title
ITEM: RATIFICATION OF PURCHASE ORDER ISSUED FOR THE REPLACEMENT OF CANOPY UPPER FRAMES WITH TURN-N-SLIDE SYSTEMS AT VILLAGE PARK
REQUEST: Ratification of Purchase Order (PO #250535) issued to Shade Systems, Inc. for the replacement of canopy upper frames with Turn-N-Slide Systems at Village Park, in the amount of $54,998.02.
...body
EXPLANATION: The shade structures at Village Park, installed approximately 18-20 years ago, utilize Turn-N-Slide Systems to secure canopy fabric over the baseball and softball fields. Over time, these systems suffered severe corrosion, rendering the mechanisms seized and inoperable.
Staff initially attempted to replace only the hardware components; however, the rusted condition made removal impossible. All eight (8) mechanisms were determined to be irreparably seized, requiring full replacement of the upper frames.
During the replacement work, crews discovered a critical structural failure when one support column compromised by chronic water exposure, snapped at its base. This created an immediate safety hazard. Staff promptly secured the area and authorized Shade Systems, Inc. to perform emergency repairs by surface-mounting a new column with epoxy anchors, avoiding the need for costly footer reconstruction. The original purchase order amount was $49,998.25. An emergency change order of $4,999.77 was authorized to address the structural failure, bringing the total to $54,998.02.
Pursuant to the Purchasing Manual, emergency purchases are exempt from competition in an emergency situation, when the need is the result of a serious and unexpected occurrence and demands immediate action. However, emergency purchases over $50,000 still require Council approval.
Staff is requesting ratification of purchase order issued for the replacement of canopy upper frames with Turn-N-Slide Systems at Village Park, in the amount of $54,998.02.
BUDGET AMENDMENT REQUIRED: NO
PUBLIC HEARING: NO QUASI-JUDICIAL:
FIRST READING: SECON...
Click here for full text