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AGENDA ITEM REVIEW FORM
7.B.
Regular City Council Meeting
Meeting Date:
07/26/2023
Department Head:
Eulogio Vera
Submitted By:
Jorge Perez, Assistant Director of Public Works, Public Works Department
Action Requested:

ITEM:

Discussion and possible action on any and all matters regarding authorization to approve fiscal years  2023 & 2024 cumulative purchases for the Public Works Department.  (Eulogio Vera, 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 on 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 council approval and ratification of Purchase Orders issued for Fiscal Year 2023 and approval for the purchase of services and materials for Fiscal Year 2024 listed on the attached "Public Works Cumulative Purchases for FY 2023 & 2024" 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.

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 landscape maintenance for the maintenance improvement districts and residential garbage containers for solid waste operations.  

RECOMMENDATION / SUGGESTED MOTION:

I MOVE TO APPROVE AND RATIFY PURCHASES FOR FY 2023 AND APPROVE PURCHASES FOR FY 2024 OF SERVICES AND MATERIALS LISTED ON THE PUBLIC WORKS CUMULATIVE PURCHASES SCHEDULE AS PRESENTED IN THIS AGENDA ITEM.

Fiscal Impact

IS THERE FISCAL IMPACT ASSOCIATED WITH THIS ITEM:
Yes
CITY/STATE/FEDERAL FUNDS:
City
TOTAL:
$2,230,518.62
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 2024 total estimated fiscal impact for these items is $2,230,518.62. This fiscal impact can fluctuate based on market prices. These purchases are budgeted accordingly in FY 2024 Budget. The purchases for FY 2023, already occurred and budget was available to complete them, hence staff is asking ratification for FY 2023 purchases.

Staff is seeking council approval and ratification of Purchase Orders for Fiscal Year 2023 and approval for the purchase of services and materials for Fiscal Year 2024 listed on the attached "Public Works Cumulative Purchases for FY 2023 & 2024" 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 vendors have 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.
  • Toter, LLC. FY 2023 and FY 2024
  • JSA Company FY 2023 and FY 2024
Procedures Waived/Exclusive Services.
The following vendors are considered "Sole Source Vendors," and the City does not have other supply sources:
  • McNeece Bros. Oil Company, Inc., has been providing our gasoline purchases since 2008. Due to the fluctuating cost of gasoline, no vendor wants to commit to a set price for gasoline; hence going to bidding would not be feasible nor useful. Following good practices, we performed an analysis that showed that McNeece is the best alternative for gasoline for the City of San Luis due to its accessibility and tax advantage savings. The City of San Luis does not pay tax on fuel with McNeece Bros. Oil Company, thus saves 18.4 cents for lightweight vehicles and 24.4 cents on heavyweight vehicles. FY 2024
  • Hill Brothers Chemical Co. FY 2023 and FY 2024
  • Applied Products Group. FY 2023 and FY 2024
  • Dana Kepner Company, Inc. FY 2024
The following vendors have been providing their services to the City of San Luis for multiple 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.
  • BLT Companies, LLP FY 2024
  • CR&R - South Yuma County Landfill FY 2023 and FY 2024
  • Fresh Terra Services FY 2023 and FY 2024
  • Western Water Works FY 2023 and FY 2024

Attachments