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| Subject: |
Discussion and possible action to rectify the March 29, 2016 approval to repair 50 golf carts for an estimated cost of $58,759.94 for incident claims of November 23, 26, 27 & 28, 2015, December 4 and 5, 2015, wherein a total of 50 carts were vandalized and damaged, an informal bidding process was completed to contract Comal Golf & Battery; formal bids are required for purchases of goods or services exceeding $50,000.00. County staff is also seeking authorization to release final payment(s) in the amount of $61,603.04 for repairs (PO #16-0005386) and $9,900.00 (PO#16-0005506) for golf cart rentals. Claims have been processed with insurance carrier and the County was reimbursed a total of $72,919.00 minus the deductible of $2,000.00. [Account 001-0114-9201]
Issue: County staff is requesting Court approval to authorize release of payments, subject to Auditor's approval owed to Vendor for services rendered and to rectify the procurement process that was used to contract vendor.
Solution: Secure Court approval to release payment(s) due to Vendor for repairs to 50 golf carts and for rental of Golf carts.
Result: Pay vendor for services and close out purchase orders. |
| Background: |
On November 23, 26, 27 & 28 of 2015, and December 4, 5, of 2015 approximately 50 golf carts were vandalized & damaged. Once incident was reported to Risk management the claims process started, insurance adjusters made an assessment of damages and the statement of loss report shows a total replacement cost of $72,919.94 less deductible of $2,000.00 leaving a net claim of $70,919.94. Those funds were received by Webb County between March 29 and May 23rd, of 2016.
On March 29, 2016 the Court approved the repairs to 50 golf carts at an estimated amount of $58,759.94. Total actual expense for repairs was $61,603.04 and rental expenditure of golf carts totaled $9,900.00.
Release of payment has not been authorized due to incorrect procurement process used back in January of 2016, original Purchase order for $58,759.94 dated January 30, 2016. That PO was later amended to include travel related expenses.
Vendor has completed all services and is due payment totaling $71,503.04. |
| Previous Court Action: |
| Commissioners Court on March the 29th, of 2016 approved to repair 50 golf carts at an estimated amount of $58,759.94. |
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