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AGENDA ITEM REVIEW FORM |
5.D.
Regular City Council Meeting
- Meeting Date:
- 02/23/2022
- Department Head:
- Jorge Perez
- Submitted By:
- Jorge Perez, Assistant Director of Public Works, Public Works Department
Action Requested:
Discussion Item - No Action to be Taken
Motion
Motion
ITEM:
Discussion and possible action on any and all matters regarding the authorization to approve BLT Concrete and BLT Asphalt for the purchase of concrete and asphalt needs for city street repairs for the remaining of the Fiscal Year 2021-2022. (Jorge Perez, Assistant Director of Public Works)
SUMMARY:
Public Works staff is seeking approval and ratification of purchase order numbers 2022-00001323 and 2022-00001324 for the purchase of ready-mix concrete and asphalt for street maintenance repairs. Per auditor’s recommendation, all cumulative purchases in a fiscal year need to have council authorization. Open purchase orders were created to facilitate the purchase of both concrete and asphalt for the remainder of the fiscal year 2022 as well as create a new open purchase order for the upcoming fiscal year 2023 in the amount of $104,000.00. This amount is calculated based on the projected quantity of materials to be used for the upcoming year, contemplating price increases due to inflation and current global market price fluctuations. Public Works Department, HURF Division, recommends waiving formal procurement procedures as allowed under San Luis Purchasing Code Section 3.05.010 (F). Waiving formal purchasing procedures is justified, in efforts to maintain our city streets safe.
BLT Ready Mix Concrete, LLC has been providing a professional and timely service keeping the City of San Luis in compliance with all street regularities. Keeping our streets in optimal condition is our priority and the urgency of repairs is highly important in order to avoid any accidents among residents. We have not had any issues with BLT Concrete and Asphalt, and they are always up to speed when it comes to providing their services. While there are other vendors that provide the same material, they have not always provided quotes on a timely manner nor have met the pricing or quality of material. Thus, we would like to have BLT Ready Mix Concrete, LLC as our vendor for our concrete and asphalt repairs only and have the procurement code be waived. Any new projects will have a separate purchase order and abide the procurement code.
BLT Ready Mix Concrete, LLC has been providing a professional and timely service keeping the City of San Luis in compliance with all street regularities. Keeping our streets in optimal condition is our priority and the urgency of repairs is highly important in order to avoid any accidents among residents. We have not had any issues with BLT Concrete and Asphalt, and they are always up to speed when it comes to providing their services. While there are other vendors that provide the same material, they have not always provided quotes on a timely manner nor have met the pricing or quality of material. Thus, we would like to have BLT Ready Mix Concrete, LLC as our vendor for our concrete and asphalt repairs only and have the procurement code be waived. Any new projects will have a separate purchase order and abide the procurement code.
RECOMMENDATION / SUGGESTED MOTION:
I MOVE TO APPROVE AND RATIFY PURCHASE ORDER NUMBERS 2022-1323 & 2022-1324 FOR BLT READY MIX CONCRETE, LLC FOR THE REMAINDER OF FISCAL YEAR 2022 AND FOR FISCAL YEAR 2023 FOR AND TO WAIVE FORMAL PURCHASE PROCEDURES FOR THE REASONS PRESENTED.
Fiscal Impact
- IS THERE FISCAL IMPACT ASSOCIATED WITH THIS ITEM:
- YES
- CITY/STATE/FEDERAL FUNDS:
- CITY
- TOTAL:
- $83,399.34
- BUDGETED AMOUNT:
- $130,000.00
- AVAILABLE AMOUNT TO TRANSFER:
- N/A
- ACCT NAME & GL#/REMAINING BALANCE BEFORE PURCHASE:
- MAINTENANCE OTHER / GL 200-210-70025 / $17,516.71
FISCAL IMPACT STATEMENT (IF THIS IS A BUDGET TRANSFER, YOU MUST ATTACH THE BUDGET ADJUSTMENT FORM):
Highway Users - Street Repairs & Maintenance - Maintenance Other / GL 200-210-70025 / $17,516.71
Fiscal impact is contemplated based on previous years average of materials used for O&M of streets.
New open purchase order for FY 2022-2023 contemplates PW's projection of material quantities to be used, also contemplating current price and possible increase due to current market environment. Quantity projection of materials to be used varies depending on roads and sidewalks that may require work unexpectedly or projects that may come in last minute and that were not accounted for that specific year.
Fiscal impact is contemplated based on previous years average of materials used for O&M of streets.
New open purchase order for FY 2022-2023 contemplates PW's projection of material quantities to be used, also contemplating current price and possible increase due to current market environment. Quantity projection of materials to be used varies depending on roads and sidewalks that may require work unexpectedly or projects that may come in last minute and that were not accounted for that specific year.