For City Council Meeting [July 13, 2021]
TO: Honorable City Council
APPROVAL: Marcus Fuller, City Manager
FROM: Stephen Erlandson, Deputy City Manager
Title
Request City Council to Approve and Authorize Annual Purchase Orders and Services Contracts for Various Materials, Supplies and Services for a “Not-to-Exceed” Total Amount for Fiscal Year 2021-22 as detailed herein.
(ACTION)
Body
BACKGROUND
The City’s various departments have annual purchase orders thar are allocated through the City’s annual budget. On June 22, 2021, City staff recommended, and the Council approved a continuation of the budget and contracts through August 29, 2021 via Resolution No. 7737, RHA Resolution No. 001-21, RUA Resolution No. 05-21, and Successor Agency Resolution No. 01-21.
ANALYSIS/DISCUSSION
In order to continue the services that the City’s various departments provide staff is requesting City Council approval of the following purchase orders.
Fire Department
• Parkhouse Tires, Inc. ($40,000) - For purchase of service, parts, and tires for fire vehicles.
Public Works
• Factory Motor Parts ($40,000) - For purchase of vehicle parts, repairs and service for the fleet maintenance division. Under the current purchasing program with Factory Motor Parts, the City receives a 35% - 70% discount depending on the purchases.
• Fairview Ford ($45,000) - For purchase of vehicle parts, repairs and service for the Fleet Maintenance Division. Under the current purchasing program with Fairview Ford, the City receives a 30% discount for all purchases.
• Fritts Ford ($45,000) - For purchase of vehicle parts, repairs and service for the Fleet Maintenance Division. Under the current purchasing program with Fritts Ford, the City receives a 30% discount for all purchases.
• Haaker Equipment Company ($30,000) - For purchase of heavy equipment repairs, parts and service for the Street Maintenance Division. Under the current purchasing program with Haaker Equipment Company, the City receives a 5% - 10% discount for parts purchases.
• Home Depot ($45,000) - For purchase of general materials and supplies. The City will leverage “U.S. communities” cooperative purchasing agreement with Home Depot for retail maintenance, repair and operating commodities. The City receives a 3% rebate for all its purchases. “U.S. communities” cooperative purchasing agreement has been competitively solicited, evaluated, and awarded.
• Miracle Recreation Equipment Company ($25,000) - For purchase of materials and supplies for park playground maintenance and repairs. Under the current purchasing program with Miracle Recreation Equipment Company, the City receives a 5% discount on various replacement parts purchases. The Parks Maintenance Division anticipates replacement and vandalism costs in the upcoming fiscal year to increase mainly due to age of equipment.
• Statewide Safety and Sign ($20,000) - For purchase of traffic safety materials and supplies needed to repair, maintain and service city streets. Under the current purchasing program with Statewide Safety and Sign, the City receives 3% - 10% discount on various purchases.
• Sunrise Ford ($45,000) - For purchase of vehicle parts, repairs and service for the Fleet Maintenance Division. Under the current purchasing program with Sunrise Ford, the City receives a 25% discount for all purchases.
• Svevia USA, Inc. ($60,000) - For purchase of street marking paint and supplies for the Traffic Safety Division. Under the current purchasing program with Svevia USA, Inc., the City receives no pricing increases for a 1-year term plus two (2) optional years for all purchases, should the City Council renew the purchase order.
• Vulcan Materials Company ($60,000) - For purchase of asphalt materials and supplies for the Street Maintenance Division. Under the current purchasing program with Vulcan Materials Company, the City receives a 13% discount for all purchases.
• Burrtec Waste Industries ($60,000) - Community Clean-Up/Free Dump Day Program.
• Geovironment Consulting Services ($69,000) - For Geographic Information System (GIS) support services.
• Johnson Controls Security Solutions ($35,000) - Under the current purchasing program with Johnson Controls Security Solutions (Fire Alarms), the City receives a discount for services when contracts are renewed. Public Works is currently reviewing all fire alarm contracts with Johnson Controls and will receive these discounts with the 2021/2022 Fiscal Year.
Police Department
• Bio Tox Laboratories ($40,000) - Laboratory testing services.
• Counseling Team ($21,800) - Counseling services for safety.
• Dooley Enterprises ($50,000) - Ammunition for on duty and training officers.
• Law Enforcement Medical Services ($55,000.00) - Phlebotomist services.
• PMAM Corporation ($ 40,000.00) - Billing and collection services.
• Safariland, LLC ($50,000.00) - Ballistic vest and equipment for personnel.
• San Bernardinio County Sheriff’s Department ($175,000.00) - Training for personnel and training supplies.
• Selex Es, Inc. ($34,950.00) - Warranty service for license plate readers, mobile and fixed.
• TriTech Software Systems ($182,270.32) - Maintenance for department software system.
ENVIRONMENTAL IMPACT
Approval of this item is not a “Project” as defined by the California Environmental Quality Act (CEQA). Pursuant to Section 15378(a), a “Project” means the whole of an action, which has a potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment. According to Section 15378(b), a Project does not include: (5) Organizational or administrative activities of governments that will not result in direct or indirect physical changes in the environment.
GENERAL PLAN CONSISTENCY
This action is consistent with Guiding Principle 3A in the General Plan:
Our City government will lead by example, and will operate in an open, transparent, and responsive manner that meets the needs of the citizens and is a good place to do business.
LEGAL REVIEW
The City Attorney has reviewed and supports this staff report.
FINANCIAL IMPACT
Operating Budget Impact
Based on the City Council’s action on June 22, 2021 to continue the budget and City contracts, funding is available to cover the purchase orders listed herein. Sufficient budget will be available, subject to the City Council’s final adoption to cover the remaining ten months of expenditures within FY 2021-22.
Business Licensing
Prior to execution of the Purchase Orders, all vendors shall submit a business license application and pay a Business License tax at the applicable rate, as well Administration and State fees.
RECOMMENDATION
Staff recommends that City Council approve and authorize annual purchase orders and service contracts for various materials, supplies and services for a “not-to-exceed” total amount for Fiscal Year 2021-22 as detailed herein.