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TO: Mayor Richard C. Irvin
FROM: Gina Moga, Special Events Manager
DATE: July 16, 2018
SUBJECT:
Resolution ratifying payment to United Rent-A-Fence for parade fencing services during the 2018 event season for Special Events for $54,118.75.
PURPOSE:
To obtain City Council approval for annual parade fencing services for the 2018 events season which will improve safety at all parade events.
BACKGROUND:
Newly implemented security procedures necessitate the use of crowd control barricades for all parades. Staff contracted with United Rent-A-Fence on a pilot basis for the first two events for an amount below City Council approval. Based on the experience in two parades, staff recommends continuing with the external model for providing these services as opposed to owning all of the equipment and vehicles necessary to put up and take down fencing for each event.
DISCUSSION:
Management of parades and other public events is a changing administrative and operational problem. Security for both the participants and spectators has become a larger issue and the City is not always capable of adding staff and internal resources to meet new demands. Unfortunately, as the event season approached there was insufficient time to do a formal bid process and more importantly, until the City had a chance to see the proper scope of services in action, defining a bid would have been difficult. By examining potential solutions in action in 2018, staff has been able to assess the size and scope of services needed for an ongoing program. The solution provided through the use of United Rent-A-Fence, internal staff, and purchased barricades has provided a flexible and efficient solution to improved event safety. Staff recommends completing the 2018 parade season with United Rent-A-Fence A formal bid will be posted for the 2019 event season.
Initially APD requested quotes from several companies and United was lowest. Staff recommends the City continue with United Rent-A-Fence based on satisfaction of their performance in 2018.
A budget amendment will be needed to cover the expenditure to account number 101-1341-450-53-88 (2018 Budget of $10,000). This amendment will be included in the total 2018 Budget amendment #1 to be presented on August 14, 2018 to the Finance Committee. To date, the City has paid $20,539.75 with an anticipated additional $33,579 which includes 4th of July, Puerto Rican Heritage and Fiestas Patrias parades.
IMPACT STATEMENT:
This ratification must be approved in order to ensure payment of invoices.
RECOMMENDATIONS:
Staff request the ratification be forwarded to the Finance Committee for approval.
cc: Finance Committee
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
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A Resolution ratifying payments to United Rent a Fence for $54,118.75 for services rendered during the 2018 event season.
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WHEREAS, the City of Aurora has a population of more than 25,000 persons and is, therefore, a home rule unit under subsection (a) of Section 6 of Article VII of the Illinois Constitution of 1970; and
WHEREAS, subject to said Section, a home rule unit may exercise any power and perform any function pertaining to its government and affairs for the protection of the public health, safety, morals, and welfare; and
WHEREAS, the 2018 expenditures for United Rent a Fence have exceeded the threshold requiring City Council approval; and
WHEREAS, a budget amendment to account number 101-1341-450.53-88 is necessary to cover the remainder of the 2018 event season; and
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: the Director of Purchasing is hereby authorized to issue the orders to ratify payment to United Rent a Fence for services rendered for a total expenditure of 54,118.75 for the 2018 event season by the Special Events Division.