HomeMy WebLinkAbout2021-015-02/02/2021-APPROVING AN EXCEPTION TO THE COMPETITIVE PURCHASING PROCESS FOR THE PURPOSE OF EXTENDING THE CONTRA RESOLUTION 2021-015
OF THE COUNCIL OF THE CITY OF FORT COLLINS
APPROVING AN EXCEPTION TO THE COMPETITIVE PURCHASING PROCESS
FOR THE PURPOSE OF EXTENDING THE CONTRACT WITH THE
FORT COLLINS CONVENTION AND VISITORS BUREAU, INC. FOR
CONVENTION AND VISITOR SERVICES
WHEREAS,pursuant to Ordinance No. 20, 1984, the City established a 3% lodging tax on
hotel/motel rooms within City limits with the purpose of using the proceeds to promote tourism,
conventions, and other activities that use public accommodations within the City; and
WHEREAS, since 1986 the City has contracted with the Fort Collins Convention and
Visitors Bureau, Inc., now doing business as Visit Fort Collins("VFC") to coordinate convention
and visitor promotion activities; and
WHEREAS, in 2016 the City conducted a competitive request for proposals ("RFP")
process for convention and visitor services and VFC was the only entity to respond; and
WHEREAS, the City entered into a five-year agreement with VFC that will expire on
March 31, 2021; and
WHEREAS, VFC is working on several projects for the City that were put on hold because
of the COVID-19 pandemic or that assist in the economic recovery from the pandemic, and it
would be disruptive to the City's financial interests and the delivery of services to the public to
change vendors at this time; and
WHEREAS, in addition, City staff does not currently have the resources to adequately
develop and complete an RFP process for these services due to other COVID-19 communication
requirements and recovery efforts; and
WHEREAS, to ensure continuity of programs, the City is proposing to extend the 2016
contract with VFC for an additional one-year term and complete a new RFP process in late 2021
or early 2022; and
WHEREAS,City Code Section 8-161(d)(I)(b)authorizes the Purchasing Agent to contract
for services without competition if, although there exists more than one (1) responsible source, a
competitive process cannot reasonably be used or, if used, will result in a substantially higher cost
to the City,will otherwise injure the City's financial interests or will substantially impede the City's
administrative functions or the delivery of services to the public; and
WHEREAS, the Purchasing Agent has determined that the purchase of convention and
visitor services from VFC falls within the scope of this exception because the use of a competitive
process to contract for such services at this time would injure the City's financial interests, impede
the City's administrative functions, and interfere with the delivery of convention and visitor
services to the public; and
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WHEREAS, the Purchasing Agent has submitted the requisite justification to the City
Manager for approval; and
WHEREAS, the City Manager has reviewed and approved the justification for this
acquisition; and
WHEREAS, City Code Section 8-161(d)(3) requires approval of this purchasing method
by the City Council for items costing more than $200,000 prior to acquisition; and
WHEREAS, VFC is paid in arrears an annual fee for its services equal to 70%of the total
City lodging tax revenue for the previous calendar year, an amount that is expected to be well over
$200,000 in 2021.
NOW, THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF FORT
COLLINS as follows:
Section 1. That the City Council hereby makes and adopts the determinations and
findings contained in the recitals set forth above.
Section 2. That the City Council hereby approves, as an exception to the City's
competitive purchasing process, the purchase of convention and visitor services for a one-year
term beginning April 1, 2021, from the Fort Collins Convention and Visitors Bureau, Inc. d/bla
Visit Fort Collins.
Passed and adopted at a regular meeting of the Council of the City of Fort Collins this 2nd
day of February, A.D. 2021.
C;ayor XZ—/
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