Loading...
HomeMy WebLinkAbout11/21/2006 Blue Sheet Emergency Procurement for Golf Tournament TOWN COUNCIL MEETING INFORMATION TOWN OF MARANA MEETING DATE: November 21, 2006 AGENDA ITEM: J.5 TO: MAYOR AND COUNCIL FROM: Frank Cassidy, Town Attorney SUBJECT: Resolution No. 2006-192: Relating to Administration; authorizing emergency procurement for materials and services necessary to provide parking and other accessory support activities relative to the 2007 PGA Accenture Match Play Championship Golf Tournament; establishing procedures and budgetary limitations for this emergency procurement; and declaring an emergency. DISCUSSION There is inadequate time for the Town to undertake all of the normal Town procurement proc- esses necessary to provide parking and other infrastructure improvements and ancillary support activities relative to the 2007 PGA Accenture Match Play Championship Golf Tournament (the "Golf Tournament"). This resolution would provide accelerated, emergency procurement proce- dures for professional and construction services and construction materials and equipment to provide safe and attractive public amenities associated with the GolfToumament. With an event of this size and public exposure, it is difficult to know in advance exactly what particular public improvements and services will be necessary or beneficial. Town staff currently anticipates using the authority granted by this resolution to provide safe public temporary park- ing and esthetic improvements to the Interstate 10/Tangerine Road interchange, which will be the gateway to the Golf Tournament. However, the need for other infrastructure improvements and upgrades may become apparent as the Golf Tournament approaches. This resolution will give Town staff the authority to address last-minute needs associated with the Golf Tournament, tak- ing into due consideration the need to maximize competition and minimize costs. Town Code Section 3-4-4 authorizes emergency purchases when time does not permit compli- ance with normal procurement procedures. Under that section, the Mayor is empowered to au- thorize the Purchasing Director to acquire goods and services without full compliance with the procurement requirements. Because these procurements related to the Golf Tournament will also have budget implications, Town staff has chosen to take a more formal approach of requesting full Council consideration and approval of the emergency procurement authorization, proce- dures, and budgetary restrictions related to the Golf Tournament. The draft resolution for this item would require staff to obtain at least three written bids for any construction services or construction materials' procurement and would allow Town staff to in- vite any other participation by bidders that would allow such competition as is practicable under the circumstances. Professional services procurements under the resolution are authorized by {00002926.DOC I} - 1 - FJC/cds 11/15/06 seeking proposals from any qualified specialists who are known to have the professional abilities necessary to provide timely service to the Town. The proposed resolution would place a cumulative cap of $850,000 for all procurements author- ized under this resolution, subject to amendment by future resolution or using existing budget procedures. Contributions from the PGA TOUR or other entities are not included in this budget- ary cap. RECOMMENDATION Staff recommends adoption of Resolution No. 2006-192. SUGGESTED MOTION I move to adopt Resolution No. 2006-192. {00002926.DOC /} - 2 - FJC/cds 11115/06 MARANA RESOLUTION NO. 2006-192 RELATING TO ADMINISTRATION; AUTHORIZING EMERGENCY PROCUREMENT FOR MATERIALS AND SERVICES NECESSARY TO PROVIDE PARKING AND OTHER ACCESSORY SUPPORT ACTIVITIES RELATIVE TO THE 2007 PGA ACCENTURE MATCH PLAY CHAMPIONSHIP GOLF TOURNAMENT; ESTABLISHING PROCEDURES AND BUDGETARY LIMITATIONS FOR THIS EMERGENCY PROCUREMENT; AND DECLARING AN EMERGENCY. WHEREAS PGA TOUR, INC. ("TOUR") acting on behalf of the INTERNATIONAL FEDERATION of PGA TOURS has chosen the Town of Marana as the site of the 2007 Accenture Match Play Championship Golf Tournament (the "Golf Tournament") to be held February 19 - 25, 2007; and WHEREAS the public health, safety, and general welfare requires that the Town provide safe public temporary parking, public infrastructure improvements and upgrades, and other ancillary activities necessary to accommodate the Golf Tournament; and WHEREAS the Town Council finds that emergency procurement of professional services, construction services, construction materials, equipment and other activities necessary to provide temporary public parking and other ancillary services to support the Golf Tournament is necessary for the public health, safety, and general welfare of the citizens of Marana and other members ofthe public who will attend or be affected by the Golf Tournament. NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND COUNCIL OF THE TOWN OF MARANA, ARIZONA, as follows: SECTION 1. The Town Manager and Town staff are hereby authorized to provide the following emergency procurement procedures for temporary public parking, public infrastructure improvements and upgrades, and other ancillary activities necessary to accommodate the Golf Tournament: A. For construction services, construction materials and equipment, staff shall obtain written price quotes from at least three qualified companies, and shall allow such additional competition as is practicable under the circumstances. B. For professional services, the Town Manager and Town staff shall obtain written proposals from as many qualified professionals as is practicable given the particular services necessary and the available time within which to complete the necessary activities. SECTION 2. The total budget authorization for all procurements authorized by this resolution shall not exceed $850,000, which amount shall not include any contributions from {00002927.DOC /} FJC/cds 11/15/06 third parties or the TOUR, and which amount is subject to amendment by future action of the Council and/or pursuant to existing budgetary procedures. SECTION 3. The Town Manager is hereby authorized to execute all contracts relating to procurements authorized by this resolution, and to undertake all other actions necessary and beneficial to carry out this resolution and to provide necessary public services to support the Golf Tournament. BE IT FURTHER RESOLVED THAT since it is necessary for the preservation of the peace, health and safety of the Town of Marana that this resolution become immediately effective, an emergency is hereby declared to exist, and this resolution shall be effective immediately upon its passage and adoption. PASSED AND ADOPTED BY THE MAYOR AND COUNCIL OF THE TOWN OF MARANA, ARIZONA, this 21 st day of November, 2006. Mayor Ed Honea ATTEST: Jocelyn C. Bronson, Town Clerk APPROVED AS TO FORM: Frank Cassidy, Town Attorney {00002927.DOC /} FJC/cds 11/15/06 -2-