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ITEM 19

City Council Memorandum Management Services Memo No. N/A

Date:

November 7, 2024

To:

Mayor and Council

Thru:

Joshua H. Wright, City Manager
Dawn Lang, Deputy City Manager - CFO
Kristi Smith, Financial Services Director

From:

Christina Pryor, Procurement & Supply Senior Manager

Subject:

Agreement No. WH4-801-4646, Amendment No. 1, for Traffic Signs and Related Items

Proposed Motion:

Move City Council approve Agreement No. WH4-801-4646, Amendment No. 1, for traffic signs and related items, with Interwest Safety Supply, LLC, in an amount not to exceed $150,000, for the period of November 1, 2024, through October 31, 2025.

Background/Discussion:

The Traffic Division's preventive maintenance program replaces approximately 1,000 traffic signs and posts annually due to damage, age, and new design requirements. The equipment will be stocked at and distributed from the city's Central Supply Division in addition to purchases made directly by the Public Works and Utilities Department.

This contract is used primarily by the Public Works and Utilities Department. The requested amount of $150,000 reflects the Traffic Division's FY 2024-25 budget for traffic sign replacement which is based on actual spend, with additional provisions for other city department use. Items are purchased throughout the year only as needed and stock levels are maintained at the minimum levels necessary to support city operations.

Evaluation:

On October 19, 2023, City Council approved an agreement with Interwest Safety Supply, LLC, for traffic signs and related items, for a one-year period, with the option of up to four (4) additional one-year extensions. The contractor agreed to extend the agreement for one year under the same terms and conditions and with a price increase on some of the line items, citing higher costs in materials, labor, and shipping. Staff reviewed the requested price increase and found it to be fair and reasonable based on the current market and services provided. Staff recommends extension of the agreement for the term of November 1, 2024, through October 31, 2025. This is the first extension of the original agreement.

Financial Implications:

Funds for the requested supplies will come from the Central Supply Inventory account (101.0000.1516). Individual cost centers will be charged for the supplies as they are issued from Central Supply.

Fiscal Impact

Account No.

Fund Name

Program Name

Dollar Amount

CIP Funded Y/N

101.0000.1516.0.0.0

General

N/A

$150,000

Attachments

Amendment 1