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AGENDA ITEM REVIEW FORM
6.B.
Regular City Council Meeting
Meeting Date:
07/24/2024
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 2025 cumulative purchases for the Public Works Department.  (Jorge Perez, Assistant Director of Public Works)

SUMMARY:

The Public Works department procures various services and materials throughout the year 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 council approval for the purchase of services and materials for Fiscal Year 2025 listed on the attached "Public Works Cumulative Purchases for FY 2025" 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 residential garbage containers for solid waste operations.  

RECOMMENDATION / SUGGESTED MOTION:

I MOVE TO APPROVE PURCHASES FOR FY 2025 OF SERVICES AND MATERIALS LISTED ON THE PUBLIC WORKS CUMULATIVE PURCHASES SCHEDULE AS PRESENTED IN THIS AGENDA ITEM, AND WAIVE FORMAL PURCHASE PROCEDURES.

Fiscal Impact

IS THERE FISCAL IMPACT ASSOCIATED WITH THIS ITEM:
Yes
CITY/STATE/FEDERAL FUNDS:
City
TOTAL:
$1,926,901.81
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 2025, the total estimated fiscal impact on these items is $1,926,901.81. This fiscal impact can fluctuate based on market prices. These purchases are budgeted accordingly in the FY 2025 Budget.

Staff is seeking council approval for the purchase of services and materials for Fiscal Year 2025 listed on the attached "Public Works Cumulative Purchases for FY 2025" 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.
  • Toter, LLC.
Procedures Waived/Exclusive Services.
The following vendors are considered "Sole Source Vendors," and the City does not have other supply sources:
  • Hill Brothers Chemical Co.
  • Dana Kepner Company, Inc.
  • 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.
  • 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