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AGENDA ITEM REVIEW FORM |
7.C.
Regular City Council Meeting
- Meeting Date:
- 10/14/2026
- Department Head:
- Eulogio Vera
- Submitted By:
- Xochitl Lopez, Administrative Coordinator, Public Works Department
Action Requested:
Motion
ITEM:
Discussion and possible action on any and all matters regarding authorization to approve Fiscal Year 2027 cumulative purchases for the Public Works Department. (Xochitl Lopez, Office Supervisor)
SUMMARY:
The Public Works Department procures essential services and mission-critical materials throughout the year for the six (6) 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 Mayor & City Council approval for the purchase of services and materials for Fiscal Year 2027 listed on the attached Public Works cumulative purchases for FY 2027 detail, following Cooperative Purchasing procedures as allowed under the San Luis Purchasing Code 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 from July to September 2026 for these vendors.
These services and essential materials include chlorine products for water and wastewater treatment, water meters and antennas for metering infrastructure, gas and lubricants for all city vehicles, landfill fees for solid waste disposal and wastewater sludge, and residential garbage containers for solid waste operations.
Staff is seeking Mayor & City Council approval for the purchase of services and materials for Fiscal Year 2027 listed on the attached Public Works cumulative purchases for FY 2027 detail, following Cooperative Purchasing procedures as allowed under the San Luis Purchasing Code 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 from July to September 2026 for these vendors.
These services and essential materials include chlorine products for water and wastewater treatment, water meters and antennas for metering infrastructure, gas and lubricants for all city vehicles, landfill fees for solid waste disposal and wastewater sludge, and residential garbage containers for solid waste operations.
RECOMMENDATION / SUGGESTED MOTION:
I MOVE TO APPROVE PURCHASES FOR FISCAL YEAR 2027 OF SERVICES AND MATERIALS LISTED ON THE PUBLIC WORKS CUMULATIVE PURCHASES SCHEDULE AS PRESENTED IN THIS AGENDA ITEM FOR THE TOTAL AMOUNT OF $1,635,170.24, AND RATIFY PURCHASES MADE FROM JULY TO SEPTEMBER 2026, AND WAIVE FORMAL PURCHASING PROCEDURES AS STATED IN THE FISCAL IMPACT OF THIS ITEM.
Fiscal Impact
- IS THERE FISCAL IMPACT ASSOCIATED WITH THIS ITEM:
- Yes
- CITY/STATE/FEDERAL FUNDS:
- City
- TOTAL:
- $1,635,170.24
- 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 2027, the total estimated fiscal impact on these items is $1,635,170.24. This fiscal impact can fluctuate based on market prices, inflation, scarcity, and department needs. These purchases are budgeted accordingly in the FY 2027 Budget.
Staff is seeking Mayor and Council approval for the purchase of services and materials for Fiscal Year 2027 listed on the attached "Public Works Cumulative Purchases for FY 2027" 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.
Staff is seeking Mayor and Council approval for the purchase of services and materials for Fiscal Year 2027 listed on the attached "Public Works Cumulative Purchases for FY 2027" 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 | ||
| These vendor has a Cooperative Purchasing Agreement, which the City is piggybacking on, pursuant to San Luis Purchasing Code §3.05.090. | ||
| Vendor Name: | Commodity: | Note: |
| Hill Brothers Chemical Co. | Water & Wastewater Treatment Operations | N/A |
| Toter, LLC. | Solid Waster Trash/Refuse Containers | N/A |
| *Republic Services | Municipal Solid Waste Disposal | *Paid invoices have exceeded City procurement threshold, Ratification is required |
| Exclusive Services | ||
| The following vendors are considered “Sole Source Vendors,” as the City has determined that no other known sources are available for the required goods or services: | ||
| Vendor Name: | Commodity: | Note: |
| Core & Main | Water meters | |
| Republic Services | Wastewater (Sludge disposal) | |
| Procedures Waived | ||
| Public Works is requesting to waive formal purchasing procedures as permitted under the San Luis Purchasing Code Section 3.05.010 (F) Procedures Waived for the remainder. | ||
| Vendor Name: | Commodity: | Note: |
| McNeece Bros. Oil Company Inc. | Fuel & Oil services for City Fleet | |
Attachments
- PW Cumulative Purchases FY 27
- Core & Main AZ - Sole Source & Bid Proposal
- Cooperative Purchase Agreement - Hill Brothers
- City of Yuma - McNeece Contract
- Cooperative Purchase Agreement - Republic Services
- Republic Services - Wastewater
- Cooperative Purchase Agreement - Toter