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Home My WebLink AboutE-09 Staff Report Blanket POs FY 17-18CONSENT ITEM E-9 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL VIA: TROY L. BUTZLAFF, ICMA-CM, CITY MANAGER FROM: TALIKA JOHNSON, DIRECTOR OF FINANCE DATE: JUNE 19, 2017 SUBJECT: APPROVAL OF BLANKET PURCHASE ORDERS OVER $25,000 FY 2017-18 (CITY & SUCCESSOR AGENCY) SUMMARY: Each year at this time, the City Council approves Blanket Purchase Orders that are in the amount of $25,000 or more, for the upcoming fiscal year. The purchase orders are good for one year, expiring on June 30, 2018. The amounts listed on the Blanket Purchase Orders are estimates only, and will have no impact on the 2017-18 budgets until they are actually used. This action approves the issuance of Blanket Purchase Orders detailed on the attached scheduled (Attachment 1). RECOMMENDATION: Staff recommends that the City Council take the following action: 1) Approve the issuance of Blanket Purchase Orders detailed on the attached schedule, in an amount of $25,000 or more as outlined in Sec. 2-518 (a) of the Azusa Municipal Code. DISCUSSION: Blanket Purchase Orders (BPO) are Purchase Orders (PO) that are issued by City departments on an annual basis for the following reasons: Repetitious purchases of low cost to medium cost supplies and or equipment used in the daily performance of one’s job. To pay invoices for City Council approved services which occur repetitiously, either weekly, monthly, or quarterly, such as, but not limited to, delivery services (Fed EX, UPS), standing orders (library books), etc. Repetitious payments against previously bid, City Council approved contractual agreements of $25,000 or more, such as but not limited to, uniform rental services, janitorial services, pool maintenance & service, water treatment services, security guard services, alarm services, etc. APPROVED CITY COUNCIL 6/19/2017 Blanket Purchase Orders Over $25,000 FY 2017-18 (City & Successor Agency) June 19, 2017 Page 2 of 2 The purchase of electricity from power suppliers/generators, which can range anywhere from $20,000 to $500,000 per purchase, when placing an immediate order is crucial to obtaining lowest possible price and delivery of such. BPOs are not intended to bypass or supersede the normal purchasing procedures as set forth in the Azusa Municipal Code, but rather to streamline the purchasing process when necessary. Departments request BPOs as a back up to issuing regular POs, when it is not feasible to use a regular PO (walk-in purchasing supplies at local merchants like Home Depot, Dunn Edwards Paints, B&K Electric, local tree nurseries, etc., when time is of the essence). Additionally, with the exception of BPOs identified as a “Contractual Obligation” or “POWER RESOURCES/PURCHASE OF ELECTRICITY”, most individual charges against these BPOs are well below any formal bid threshold. For individual purchases of more than $5,000, normal bidding and contracting procedures as outlined in Article VII of the Azusa Municipal Code is strictly enforced. FISCAL IMPACT: Funds for these BPOs have been budgeted for FY 2017-18 by their respective departments. Prepared by: Reviewed and Approved: Tony Garcia Talika M. Johnson Buyer Director of Finance Reviewed and Approved: Reviewed and Approved: Louie F. Lacasella Troy L. Butzlaff, ICMA-CM Management Analyst City Manager Attachment: 1) List of Blanket Purchase Orders over $25,000 Attachment 1ANNUAL ESTIMATEDIV/DEPTRECOMMENDED VENDORPURPOSEJUSTIFICATION FOR BPO $ 400,000 ADMINISTRATION ATHENS SERVICES FRANCHIZED TRASH HAULER CONTRACTUAL AGREEMENT $ 30,000 CITY CLERKS U.S. POSTMASTER CENERAL CITY ACCOUNT SOLE SOURCE $ 250,000 CITY WIDE BBK LEGAL RETAINER SERVICES CONTRACTUAL OBLIGATION $ 59,100 CITY WIDE PARS REP FEES & EXCESS BENEFIT PLAN SOLE SOURCE-AMC 2-520 (b) $ 300,000 HR/RISK MANAGEMENT CARL WARREN & ASSOCIATES LIABILITY CLAIMS THIRD PARTY ADMINISTRATORCONTRACTUAL AGREEMENT $ 100,000 HR/RISK MANAGEMENT BEST, BEST & KRIEGER HR RELATED LEGAL SERVICES CONTRACTUAL AGREEMENT $ 341,000 HR/RISK MANAGEMENT YORK RISK SRVICES WORKER'S COMPENSATION CLAIMS THIRD PARTY ADMINISTRATORCONTRACTUAL AGREEMENT $ 1,900,000 HR/RISK MANAGEMENT CA JOINT POWERS AUTHORITY RISK MANAGEMENT POOL CONTRACTUAL AGREEMENT $ 45,000 LIBRARY BAKER & TAYLOR PURCHASE OF BOOKS LOWEST BIDDER OFFERS LARGEST DISCOUNT $ 30,000 LIGHT & WATER AIR RESOURCES BOARD SYSTEM CONTROL & DISPATCH POWER RESOURCES/PURCHASE OF ELECTRICITY $ 30,000 LIGHT & WATER ALTEC INDUSTRIES, INC. LARGE VEHICLES MAINTENANCE & REPAIRSSOLE SOURCE - AMC SEC. 2-520 (B) $ 200,000 LIGHT & WATERANAHEIM, CITY OF ENERGY PURCHASE POWER RESOURCES/PURCHASE OF ELECTRICITY $ 500,000 LIGHT & WATER APS (ARIZONA PUBLIC SERVICE COMPANY)ELECTRICITY FOR RESALE POWER RESOURCES/PURCHASE OF ELECTRICITY $ 150,000 LIGHT & WATER APX, INC REALTIME SCHEDULING AGENT POWER RESOURCES/SCHEDULING & DISPATCH SERVICES $ 50,000 LIGHT & WATERAQUAMETRIC SALES COMPANY SOLE DISTRIBUTOR FOR SENSUS METER'S WATER METERS FOR ONGOING METER REPLACEMENT PROGRAMSOLE SOURCE - AMC SEC. 2-520 (B) $ 27,500 LIGHT & WATER ARAMARK UNIFORMS UNIFORM LAUNDRY AND REPLACEMENTSCONTRACTUAL OBLIGATION $ 135,000 LIGHT & WATER BEST, BEST & KRIEGER CITY ATTORY'S LEGAL FEE - HOURLY RATE IS $203.00CONTRACTUAL OBLIGATION $ 50,000 LIGHT & WATER BONNEVILLE POWER ADMINISTRATIONELECTRICITY FOR RESALE POWER RESOURCES/PURCHASE OF ELECTRICITY $ 50,000 LIGHT & WATER BP ENERGYELECTRICITY FOR RESALE POWER RESOURCES/PURCHASE OF ELECTRICITY $ 300,000 LIGHT & WATER BURBANK, CITY OF ELECTRICITY FOR RESALE / TRANSMISSION OF ELECTRICITY BY OTHERSPOWER RESOURCES/PURCHASE OF ELECTRICITY $ 100,000 LIGHT & WATER CALIF. DEPT. WATER RESOURCESELECTRICITY FOR RESALE POWER RESOURCES/PURCHASE OF ELECTRICITYCITY OF AZUSABLANKET PURCHASE ORDERS FOR $25,000 OR MOREFISCAL YEAR 2017-181 of 6 Attachment 1ANNUAL ESTIMATEDIV/DEPTRECOMMENDED VENDORPURPOSEJUSTIFICATION FOR BPOCITY OF AZUSABLANKET PURCHASE ORDERS FOR $25,000 OR MOREFISCAL YEAR 2017-18 $ 6,500,000 LIGHT & WATER CALIFORNIA INDEPENDENT SYSTEM OPERATORELECTRICITY FOR RESALE / TRANSMISSION OF ELECTRICITY BY OTHERS / SYS CONTROL & DISPATCHPOWER RESOURCES/PURCHASE OF ELECTRICITY $ 75,000 LIGHT & WATER CARUS CORPORATION PRE-OXIDATION IRON AND MANGANESE REMOVAL FILTRATION PLANTSOLE SOURCE - AMC SEC. 2-520 (B) $ 1,500,000 LIGHT & WATER CITIGROUP ENERGY INC.ELECTRICITY FOR RESALE POWER RESOURCES/PURCHASE OF ELECTRICITY $ 500,000 LIGHT & WATER CITY OF GLENDALE PURCHASE OF ENERGY CAPACITY POWER RESOURCES/PURCHASE OF ELECTRICITY $ 40,000 LIGHT & WATER CLA-VAL PUMP CONTROL VALVES MAINT. & SUPPLIESSOLICITATION & BIDDING EXCEPTION AMC SEC. 2-517 (A)(31) $ 220,000 LIGHT & WATER COBURN, THOMPSON LEGAL FEES FOR PURCHASED POWERPOWER RESOURCES/PURCHASE OF ELECTRICITY $ 46,717 LIGHT & WATER E & L LANDSCAPE SERVICES LANDSCAPE MAINTENANCE SERVICESCONTRACTUAL OBLIGATION $ 800,000 LIGHT & WATER EDF TRADING NORTH AMERICA LLC PURCHASE OF ENERGY CAPACITY POWER RESOURCES/PURCHASE OF ELECTRICITY $ 279,000 LIGHT & WATER G.M. SAGER CONSTRUCTION ASPHALT/CONCRETE CONSTRUCTIONSOLICITATION & BIDDING EXCEPTION AMC SEC. 2-517 (A)(32) $ 1,200,000 LIGHT & WATER GARNET ENERGY CORPORATION ENERGY PURCHASE POWER RESOURCES/PURCHASE OF ELECTRICITY $ 140,000 LIGHT & WATER GENERAL PUMP CO., INC. REPAIRS/IMPROVEMENTS TO WELLSCONTRACTUAL OBLIGATION $ 100,000 LIGHT & WATER GEORGE E. BOOTH CO., INC. SCADA EQUIPMENT & PROFESSIONAL SERVICESOLICITATION & BIDDING EXCEPTION AMC SEC. 2-517 (A)(33) $ 150,000 LIGHT & WATER HENKELS & MCCOY, INC. EMERGENCY OVERHEAD LINE WORK AND POLE SERVICESEMERGENCIES - AMC SEC. 2-523 $ 1,200,000 LIGHT & WATER IBERDROLA RENEWABLESELECTRICITY FOR RESALE POWER RESOURCES/PURCHASE OF ELECTRICITY $ 225,000 LIGHT & WATER INFOSEND POSTAGE & MAIL PROCESSING SERVICECONTRACTUAL OBLIGATION $ 50,000 LIGHT & WATER INTERNATIONAL FLOW TECHNOLOGIES INC.EMERGENCY WATER LINE STOPPINGEMERGENCIES - AMC SEC. 2-523 $ 45,000 LIGHT & WATER INVOICE CLOUD ELECTRONIC PAYMENT PROCESSING COSTSCONTRACTUAL OBLIGATION $ 36,000 LIGHT & WATER ITRON INC. HARDWARE AND SOFTWARE SUPPORT FOR MVRS AND MV90SOLE SOURCE - AMC SEC. 2-520 (B)2 of 6 Attachment 1ANNUAL ESTIMATEDIV/DEPTRECOMMENDED VENDORPURPOSEJUSTIFICATION FOR BPOCITY OF AZUSABLANKET PURCHASE ORDERS FOR $25,000 OR MOREFISCAL YEAR 2017-18 $ 50,000 LIGHT & WATER KOPPL PIPELINE SCV. INC. EMERGENCY WATER LINE STOPPING, HOT TAPPING & VALVE INSERTINGEMERGENCIES - AMC SEC. 2-523 $ 150,000 LIGHT & WATER LOS ANGELES DEPT. WATER POWERTRANSMISSION OF ELECTRICITY BY OTHERSPOWER RESOURCES/PURCHASE OF ELECTRICITY $ 1,750,000 LIGHT & WATER MAIN SAN GABRIEL BASIN WATERMASTERWATER REPLACEMENT, IN-LIEU WATER, ADMINISTRATIVE ASSESSMENTS AND PURCHASES OF USG3 WATER.SOLICITATION & BIDDING EXCEPTION AMC SEC. 2-517 (A)(12) $ 150,000 LIGHT & WATER MJ STAR-LITE EMERGENCY ELECTRIC CONDUIT EXCAVATION SERVICESEMERGENCIES - AMC SEC. 2-523 $ 1,500,000 LIGHT & WATER MORGAN STANLEY CAPITAL CORP. ELECTRICITY FOR RESALE POWER RESOURCES/PURCHASE OF ELECTRICITY $ 120,000 LIGHT & WATER NATIONAL METER & AUTOMATION, INC.SOLE DISTRIBUTOR IN THE WEST FOR BAGER METER'S WATER METERS FOR ONGOING METER REPLACEMENT PROGRAMSOLE SOURCE - AMC SEC. 2-520 (B) $ 3,000,000 LIGHT & WATER NORTHERN CALIFORNIA POWER AGENCYLODI #2 PROJEC PLANNING AND DEVELOPMENTPOWER RESOURCES/PURCHASE OF ELECTRICITY $ 175,000 LIGHT & WATER NORTHSTAR CHEMICAL WATER TREATMENT CHEMICAL & SERVICE OWN EQUIPMENTSOLICITATION & BIDDING EXCEPTION AMC SEC. 2-517 (A)(24) $ 250,000 LIGHT & WATER NPL CONSTRUCTION INC. ASPHALT/CONCRETE CONSTRUCTIONSOLICITATION & BIDDING EXCEPTION AMC SEC. 2-517 (A)(32) $ 1,500,000 LIGHT & WATER NRG ENERGY, INCELECTRICITY FOR RESALE POWER RESOURCES/PURCHASE OF ELECTRICITY $ 150,000 LIGHT & WATER OPEN ACCESS TECHNOLOGY INTERNATIONALSYSTEM CONTROL & DISPATCH POWER RESOURCES/SCHEDULING & DISPATCH SERVICES $ 180,000 LIGHT & WATER PASADENA, CITY OF TRANSMISSION OF ELECTRICITY BY OTHERSPOWER RESOURCES/PURCHASE OF ELECTRICITY $ 150,000 LIGHT & WATER PERRY C. THOMAS CONSTRUCTION EMERGENCY ELECTRIC CONDUIT EXCAVATION SERVICESEMERGENCIES - AMC SEC. 2-523 $ 57,998 LIGHT & WATER PREVENTIVE MOBILE AUTO REPAIR / PARTS CONTRACTUAL OBLIGATION $ 100,000 LIGHT & WATER RIVERSIDE, CITY OFELECTRICITY FOR RESALE POWER RESOURCES/PURCHASE OF ELECTRICITY $ 54,000 LIGHT & WATER SAGE PAYMENT SOLUTIONS ABSORBED CREDIT-DEBIT CARD CHARGESCONTRACTUAL OBLIGATION3 of 6 Attachment 1ANNUAL ESTIMATEDIV/DEPTRECOMMENDED VENDORPURPOSEJUSTIFICATION FOR BPOCITY OF AZUSABLANKET PURCHASE ORDERS FOR $25,000 OR MOREFISCAL YEAR 2017-18 $ 500,000 LIGHT & WATER SALT RIVER PROJECTELECTRICITY FOR RESALE POWER RESOURCES/PURCHASE OF ELECTRICITY $ 150,000 LIGHT & WATER SAN GABRIEL BASIN WATER QUALITY AUTHORITYADMINISTRATIVE & CAPITAL ASSESSMENT FEESSOLICITATION & BIDDING EXCEPTION AMC SEC. 2-517 (A)(12) $ 80,000 LIGHT & WATER SAN GABRIEL RIVER WTR. COMMITTEECOMMITTEE OF NINE ASSESSMENT SOLICITATION & BIDDING EXCEPTION AMC SEC. 2-517 (A)(12) $ 600,000 LIGHT & WATER SAN GABRIEL VALLEY MUNICIPAL WATER DISTRICTPOWER PURCHASES POWER RESOURCES/PURCHASE OF ELECTRICITY $ 160,000 LIGHT & WATER SC FUELS FLEET VEHICLE FUEL CONTRACTUAL OBLIGATION $ 300,000 LIGHT & WATER SEMPRA ENERGY TRADING CORP.ELECTRICITY FOR RESALE POWER RESOURCES/PURCHASE OF ELECTRICITY $ 1,500,000 LIGHT & WATER SHELL TRADING ELECTRICITY FOR RESALE POWER RESOURCES/PURCHASE OF ELECTRICITY $ 75,000 LIGHT & WATER SIEMENS WATER TECHNOLOGIES CORP - EVOQUA WATER TECHNOLOGIES, LLC WATER FILTRATION PLANT SUPPLIES AND SERVICESOLE SOURCE - AMC SEC. 2-520 (B) $ 24,000,000 LIGHT & WATER SOUTHERN CALIF. PUBLIC POWER AUTHORITYELECTRICITY FOR RESALE / TRANSMISSION OF ELECTRICITY BY OTHERSPOWER RESOURCES/PURCHASE OF ELECTRICITY $ 70,000 LIGHT & WATER SOUTHERN CALIFORNIA EDISON COMPANYELECTRIC SERVICE CHARGES, JOINT POLESOLICITATION & BIDDING EXCEPTION AMC SEC. 2-517 (A)(13) $ 3,000,000 LIGHT & WATER SOUTHERN CALIFORNIA EDISON COMPANYTRANSMISSION OF ELECTRICITY BY OTHERSPOWER RESOURCES/PURCHASE OF ELECTRICITY $ 125,000 LIGHT & WATER STERLING WATER TECHNOLOGIES WATER FILTRATION PLANT CHEMICALSSOLICITATION & BIDDING EXCEPTION AMC SEC. 2-517 (A)(24) $ 151,500 LIGHT & WATER SYSTEMS & SOFTWARE INC.ANNUAL MAINT. FOR CIS AND LICENSESSOLE SOURCE - AMC SEC. 2-520 (B) $ 150,000 LIGHT & WATER TSR CONSTRUCTION & INSPECTION EMERGENCY ELECTRIC CONDUIT EXCAVATION SERVICESEMERGENCIES - AMC SEC. 2-523 $ 38,436 LIGHT & WATER ULTIMATE MAINTENANCE SERVICES, INC.JANITORIAL SERVICES FOR L&W (FY17-18: 3RD YEAR)CONTRACTUAL OBLIGATION $ 50,000 LIGHT & WATER UNIVAR USA, INC. WATER TREATMENT CHEMICAL & SERVICE OWN EQUIPMENTSOLICITATION & BIDDING EXCEPTIONAMC SEC. 2-517 (A)(24)4 of 6 Attachment 1ANNUAL ESTIMATEDIV/DEPTRECOMMENDED VENDORPURPOSEJUSTIFICATION FOR BPOCITY OF AZUSABLANKET PURCHASE ORDERS FOR $25,000 OR MOREFISCAL YEAR 2017-18 $ 1,000,000 LIGHT & WATER UPPER SAN GABRIEL VALLEY MUNICIPAL WATER DISTRICTUSG-8 PURCHASED WATER SOLICITATION & BIDDING EXCEPTIONAMC SEC. 2-517 (A)(12) $ 50,000 LIGHT & WATER VULCAN/CAL-MAT PURCHASE OF CRUSHER BASE & TEMP. ASPHALTSOLICITATION & BIDDING EXCEPTION AMC SEC. 2-517 (A)(32) $ 140,000 LIGHT & WATER WEBER WATER RESOURCES WELL AND BOOSTER PUMP MAINTENANCE SERVICES CONTRACTUAL OBLIGATION $ 285,000 LIGHT & WATER WEST COAST ARBORISTS TREE TRIMMING CONTRACTUAL OBLIGATION $ 300,000 LIGHT & WATER WESTERN AREA PWR.ADM TRANSMISSION OF ELECTRICITY BY OTHERSPOWER RESOURCES/PURCHASE OF ELECTRICITY $ 500,000 LIGHT & WATER WESTERN WATER WORKS WATER HARDWARE & SUPPLIES CONTRACTUAL OBLIGATION $ 185,168 POLICE DEPARTMENT ALL CITY MANAGEMENT CROSSING GUARD SERVICES SCHOOL CROSSING GUARDS CONTRACTUAL AGREEMENT $ 27,000 POLICE DEPARTMENT AT & T WIRELESS SERVICES FOR 62 NUMBERS (POLICE VEHICLES; ALPR; AIR CARD; DATA FRAME $ 60,000 POLICE DEPARTMENT ECONOMY AUTO CENTER AUTO MAINT/REPAIRS SECURE FACILITY FOR POLICE CARS $ 65,000 POLICE DEPARTMENT ENTERPRISE FLEET SERVICES LEASE PAYMENTS FOR VEHICLES CONTRACTUAL AGREEMENT $ 165,000 POLICE DEPARTMENT LACO , DEPT OF ANIMAL CARE ANIMAL SHELTER SERVICES SOLE SOURCE $ 60,000 POLICE DEPARTMENT LOS ANGELES SUPERIOR COURT COURT SERVICES SOLE SOURCE $ 450,000 POLICE DEPARTMENT G4S JAIL SERVICES CONTRACTUAL AGREEMENT $ 4,905,541 POLICE DEPARTMENT LACO FIRE DEPARTMENT FIRE PROTECTION SERVICES SOLE SOURCE $ 28,000 PUBLIC WORKS CA DEPT OF TRANSPORTATION HIGHWAY AND SIGNAL MAINTENANCESOLE SOURCE-AMC 2-520 (b) $ 75,000 PUBLIC WORKS CONTROL AIR CONDITIONING HVAC PARTS AND LABOR CITYWIDE FACILITIESCONTRACTUAL AGREEMENT $ 50,000 PUBLIC WORKS HOME DEPOT TOOLS, LUMBER, FACIL/STREETS SUPPLIESU.S. COMMUNITIES CONTRACT $ 75,000 PUBLIC WORKS HR GREEN ENGINEERING SERVICES CONTRACTUAL AGREEMENT $ 50,000 PUBLIC WORKS LA COUNTY DEPT OF PUBLIC WORKSTRAFFIC SIGNAL MAINT AND REPAIRSSOLE SOURCE-AMC 2-520 (b) $ 104,200 PUBLIC WORKS PREVENTIVE MOBILE AUTO AND TRUCK MAINTENANCE CONTRACTUAL AGREEMENT $ 75,000 PUBLIC WORKS RKA CONSULTING ENGINEERING SERVICES CONTRACTUAL AGREEMENT $ 200,000 PUBLIC WORKS SC FUELS FUEL FOR CITYWIDE VEHICLES CONTRACTUAL AGREEMENT $ 125,000 PUBLIC WORKS SEIMENS INDUSTRY TRAFFIC SIGNAL MAINT AND REPAIRSCONTRACTUAL AGREEMENT $ 75,000 PUBLIC WORKS WILLDAN ENGINEERING ENGINEERING SERVICES CONTRACTUAL AGREEMENT5 of 6 Attachment 1ANNUAL ESTIMATEDIV/DEPTRECOMMENDED VENDORPURPOSEJUSTIFICATION FOR BPOCITY OF AZUSABLANKET PURCHASE ORDERS FOR $25,000 OR MOREFISCAL YEAR 2017-18 $ 124,270 RECREATION/SENIOR CENTER MORRISON MANAGEMENT SPECIALIST DBA MORRISON HEALTH CARE INC.MEAL PREPARATION FOR FOR CONGREGARE AND HOME DELIVERED MEALSCONTINUATION OF CONTRACT THRU 2020 $ 90,000 SUCCESSOR AGENCY BBK LEGAL RETAINER SERVICES CONTRACTUAL OBLIGATION $ 45,000 TRANSPORTATION ASI SCRIPT BOOK SALES SOLE SOURCE-AMC 2-520 (b) $ 30,000 TRANSPORTATION METROLINK PASS SALES SOLE SOURCE-AMC 2-520 (b)6 of 6