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AGENDA ITEM REVIEW FORM
7.A.
Regular City Council Meeting
Meeting Date:
08/13/2025
Department Head:
Eulogio Vera
Submitted By:
Jorge Perez, Assistant Director of Public Works, Public Works Department
Action Requested:
Motion

ITEM:

Discussion and possible action on any and all matters regarding authorization to approve Fiscal Year 2026 cumulative purchases for the Public Works Department.  (Angelica Cifuentes, Purchasing Coordinator & Jorge Perez, Assistant Director of Public Works)

SUMMARY:

The Public Works Department procures different services and materials throughout the year in order to conduct daily operations and maintenance in its various divisions. Due to the various purchases during the fiscal year, auditors consider these cumulative purchases, which exceed the $45,000.00 threshold as described in the San Luis Purchasing Code Section 3.05.010 (D).

Staff is seeking the City Council's approval for the purchase of services and materials for Fiscal Year 2026 listed on the attached "Public Works Cumulative Purchases for FY 2026" detail, following Cooperative Purchasing procedures as allowed under the San Luis Purchasing Section 3.05.090 (for those available), and to waive formal purchasing procedures as permitted under the San Luis Purchasing Code Section 3.05.010 (F) for the remainder, as well as to ratify all purchases made for the month of July 2025 for these vendors.

These services and materials include laboratory services and environmental quality compliance services for water and wastewater, chlorine products for water and wastewater treatment, water meters and radios for metering infrastructure, asphalt and concrete for street maintenance, gas and oils for all City vehicles, landfill fees for solid waste disposal, and residential garbage containers for solid waste operations.  

RECOMMENDATION / SUGGESTED MOTION:

I MOVE TO APPROVE PURCHASES FOR FISCAL YEAR 2026 OF SERVICES AND MATERIALS LISTED ON THE PUBLIC WORKS CUMULATIVE PURCHASES SCHEDULE AS PRESENTED IN THIS AGENDA ITEM, AND WAIVE FORMAL PURCHASING PROCEDURES.

Fiscal Impact

IS THERE FISCAL IMPACT ASSOCIATED WITH THIS ITEM:
Yes
CITY/STATE/FEDERAL FUNDS:
City
TOTAL:
$1,462,378.32
BUDGETED AMOUNT:
See Fiscal Impact Below
AVAILABLE AMOUNT TO TRANSFER:
See Fiscal Impact Below
ACCT NAME & GL#/REMAINING BALANCE BEFORE PURCHASE:
See Fiscal Impact Below

FISCAL IMPACT STATEMENT (IF THIS IS A BUDGET TRANSFER, YOU MUST ATTACH THE BUDGET ADJUSTMENT FORM):

For Fiscal Year 2026, the total estimated fiscal impact on these items is $1,462,378.32. This fiscal impact can fluctuate based on market prices. These purchases are budgeted accordingly in the FY 2026 Budget.

Staff is seeking council approval for the purchase of services and materials for Fiscal Year 2026 listed on the attached "Public Works Cumulative Purchases for FY 2026" detail following Cooperative Purchasing procedures as allowed under the San Luis Purchasing Section 3.05.090, for those available and to waive formal purchasing procedures as permitted under the San Luis Purchasing Code Section 3.05.010 (F) Procedures Waived for the remainder.

Cooperative Purchases.
The following vendor has entered into a Cooperative Purchasing Agreement, and the City is piggybacking on such agreement as allowed under San Luis Purchasing Code Section 3.05.090.
  • Hill Brothers Chemical Co.
  • Toter, LLC.
  • McNeece Bros. Oil Company Inc.
Procedures Waived/Exclusive Services.
The following vendors are considered "Sole Source Vendors," and the City does not have other supply sources:
  • Core & Main
  • Applied Products Group
The following vendors have been providing their services to the City of San Luis for many years now. Because of their location, type of services provided, responsiveness, knowledge of the department practices and procedures, and quality of material/services, the department considers them the best available option and also considers that a separate bidding process is not likely to result in a lower price nor a better quality for such items or services.
  • Fresh Terra Services
  • Western Water Works
  • CR&R - South Yuma County Landfill
  • BLT Companies, LLLP

Attachments