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    36.    
City Council Regular
Meeting Date: 06/13/2017  

SUBJECT:
BLANKET PURCHASE ORDERS FOR FISCAL YEAR 2017-18
RECOMMENDATION:
  1. Authorize Issuance of a Blanket Purchase Order with C. Wells in the amount of $50,000 for the purchase of various water system maintenance supplies. 
     
  2. Authorize Issuance of a Blanket Purchase Order with Grainger Industrial Supply in the amount of $50,000 for the procurement of various maintenance supplies. 
     
  3. Authorize Issuance of a Blanket Purchase Order with HD Supply in the amount of $225,000 for the purchase of water meters and water meter supplies. 
     
  4. Authorize issuance of a Blanket Purchase Order with Haaker Equipment Company in the amount of $75,000 for the procurement of various equipment supplies and off-site service of equipment. 
     
  5. Authorize Issuance of a Blanket Purchase Order with Holliday Rock in the amount of $50,000 for the purchase of backfill materials and asphalt materials. 
     
  6. Authorize Issuance of a Blanket Purchase Order with Vulcan Materials in the amount of $50,000 for the purchase of asphalt materials. 
     
  7. Authorize Issuance of a Blanket Purchase Order with Waxie in the amount of $50,000 for the procurement of custodial supplies. 
     
  8. Authorize Issuance of a Blanket Purchase Order with Western Waterworks in the amount of $65,000 for the purchase of various water system maintenance supplies.
BACKGROUND/ANALYSIS:
The Public Works Department has several vendors, which are used to purchase various supplies, materials, and equipment as required throughout the year.  The issuance of Blanket Purchase Orders ensures efficient control of purchases of supplies and facilitates the acquisition of small dollar items ($5,000 or less per item) needed for daily operations which are otherwise uneconomical to store.  All Blanket Purchase Orders are in compliance with the City’s Procurement Policy and Procedures Manual, Section I, General Purchasing Policy and Procedure as well as Section VII Procurement Process (B)(1)(c).
 
The Blanket Purchase Orders, in the amounts requested, exceed the $25,000 threshold for signature authority of the City Manager as identified in the City’s Procurement Policy and Procedures Manual.
 

Haaker Equipment Company and HD Supply are both considered Sole Source.  HD Supply is the single supplier in the state of California for the Master Meter radio-read meters installed in the City. Haaker is the sole distributor for Southern California for Elgin and Vactor and is responsible for the sales, service, and is the provider of genuine OEM parts for the Elgin and Vactor product lines.  The City uses Haaker to service the Vactor sewer cleaner, Vactor Ramjet Jet-Rodder, Vactor Hydro-excavator and similar large equipment. The service technicians at Haaker Equipment Company are factory certified.  An individual purchase or service through Haaker and purchases through HD Supply may exceed the $5,000 threshold.
 
Waxie has a power purchasing agreement with a piggyback option that the City uses to obtain optimal pricing.  Waxie primarily offers custodial supplies such as cleaners and paper products. An individual purchase through Waxie may exceed the $5,000 threshold.
ENVIRONMENTAL (CEQA) REVIEW:
This action is not a project within the meaning of the California Environmental Quality Act (California Public Resources Code §§ 21000, et seq., “CEQA”) and CEQA Guidelines (Title 14 California Code of Regulations §§ 15000, et seq.,) Section 15378 and is therefore exempt from CEQA.  It will not result in any direct or indirect physical change in the environment as it solely provides authorization to purchase supplies and is, therefore, statutorily exempt from further CEQA review under California Codes of Regulations Title 14, § 15273.
FISCAL IMPACT:
The Purchase Orders are not a commitment to spend; rather an authorization to spend, up to the limited amount, dependent on the operating needs of the City.  The amounts requested are within the proposed Fiscal Year 2017-18 budget.
REVIEWED BY OTHERS:
This item has been reviewed by the Interim Finance Director.

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