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    32.    
City Council Regular
Meeting Date: 06/12/2018  

SUBJECT:
PURCHASE ORDERS FOR FISCAL YEAR 2018-19
RECOMMENDATION:
Approve the purchase order and blanket purchase order requests, sole source vendors, and piggybacking agreement for Fiscal Year 2018-19 as described in Attachment A.
BACKGROUND/ANALYSIS:
Sole Source Vendors and Piggybacking Agreement

City staff is requesting to utilize the following sole source providers throughout FY 2018-19:
  • Core & Main LP is the exclusive distributor for the Master Meter 3-G radio-read meters in the state of California.
  • Automated Water Treatment is the authorized distributor of Accu-Tabs for California.
  • Haaker Equipment Company is the sole distributor in Southern California for Elgin and Vactor, is responsible for the sales and services, and is the provider of genuine OEM parts for the Elgin and Vactor product lines.  The City uses Haaker Equipment Company 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. 
Lastly, the City’s current janitorial supply provider, Waxie Sanitary Supply, honors pricing offered by Network Services Company.  Network Services Company is a nationwide consortium of janitorial suppliers who joined forces to provide group volume costs coast to coast through the National Intergovernmental Purchasing Alliance (National IPA).  National IPA is a cooperative purchasing organization established through a collaborative effort of public agencies across the United States with the specific purpose of reducing procurement costs by leveraging group volume.  Staff recommends cooperative use of this contract to obtain better pricing and volume discounts.  Using cooperative contracts for commodity items such as janitorial supplies has proved to be the most cost effective purchasing approach for the City.  

Purchase Order for Water Meters from Core & Main LP
 
The Master Meter 3-G radio-read meters system was designated as the City's standard in 2005 and the new meters have a life expectancy of 15 years.
 
FY 2018-19 Blanket Purchase Orders (BPOs)
 
The City has several vendors that staff utilizes for obtaining various materials, supplies, equipment, and services throughout the year.  The issuance of BPOs ensures efficient control of the purchases of supplies and facilitates the acquisition of small dollar items ($5,000 or less per item) needed for daily operations that are otherwise uneconomical to store. The BPOs, 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.
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:
Funds in the amount of $860,000 have been requested in the Fiscal Year 2018-19 Water Meter Capital Outlay budget to cover the cost of the water meters.
 
The Blanket 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 2018-19 budget.

 
REVIEWED BY OTHERS:
This item has been reviewed by the Public Works Director.
 
Attachments
Attachment A - Request Listing
Core & Main Sole Source Documentation
Automated Water Treatment Sole Source Documentation
Haaker Equipment Company Sole Source Documentation

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