Council approves Desert West procurement POs after staff says estimate dates will be corrected; members flagged 30-day estimate and GRT date issues

The council approved two purchase orders for Desert West — one for a large paving project and a second related PO — after councilors asked that supporting estimates be corrected to reflect accurate dates and gross-receipts-tax (GRT) calculations. Councilor Korn moved to amend an item on the consent agenda (item 9 in the packet, item 45 on the agenda) to change the dollar amount to $1,255,499.63 plus applicable GRT; that motion, and a companion procedural amendment on procurement dates, passed after discussion. Councilors and staff noted several estimate documents bore dates older than 30 days, which would normally violate procurement or internal control expectations; staff said the vendor had updated estimates without changing the estimate date and that the increase reflected additional pavement damage due to moisture and heat and added spectator areas. On a related PO (item 46 in the packet / item 11 on the agenda), councilors amended the amount to $604,270 plus applicable GRT and instructed staff to correct the estimate dates and present final invoice modifications under standard change-order procedures. Councilors emphasized the need to correct procurement paperwork and maintain accurate records in the minutes and finance packet. Finance staff said the errors could be corrected with updated vendor estimates and routine budget modifications once the vendor submitted final invoices; the council approved both POs after those clarifications. Ending — procurement follow-up Staff will obtain corrected dated estimates, document any GRT adjustments and process budget modifications or change orders as needed. Councilors asked staff to ensure procurement deadlines and internal controls are maintained in future capital work.