HomeMy WebLinkAboutE-18 - Staff Report Additional Blanket POs FY 16-17CONSENT ITEM
E-18
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
VIA: TROY L. BUTZLAFF, ICMA-CM, CITY MANAGER
FROM: TALIKA JOHNSON, DIRECTOR OF FINANCE
DATE: JULY 18, 2016
SUBJECT: ADDITIONAL BLANKET PURCHASE ORDERS OVER $25,000 FY 2016-17 (CITY
& SUCCESSOR AGENCY)
SUMMARY:
On June 20, 2016, the City Council approved Blanket Purchase Orders in the amount of $25,000 or
more, for Fiscal Year 2016/17. Subsequent to the City Council’s approval, additional Blanket Purchase
Order needs were identified. The purchase orders are good for one year, expiring on June 30, 2017. The
amounts listed on the Blanket Purchase Orders are estimates only, and will have no impact to the fiscal
year 2016-17 budgets until they are actually used. This action approves the issuance of additional
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:
On June 20, 2016, the City Council approved Blanket Purchase Orders in the amount of $25,000 or
more, for Fiscal Year 2016/17. Subsequent to the City Council’s approval, additional Blanket Purchase
Order needs were identified (Attachment 1).
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.
APPROVED
COUNCIL MEETING
7/18/2016
Blanket Purchase Orders Over $25,000 FY 2016-17 (City & Successor Agency)
July 18, 2016
Page 2
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.
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:
Monies for these BPOs have been budgeted for FY 2016-17 by their respective departments. The
amounts listed on the Blanket Purchase Orders are estimates only, and will have no impact fiscal impact
on the fiscal year 2016-17 budgets until they are actually used.
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 additional Blanket Purchase Orders over $25,000
CITY OF AZUSAADDITIONAL BLANKET PURCHASE ORDERS FOR $25,000 OR MOREFISCAL YEAR 2016‐17ANNUAL ESTIMATE DIV/DEPT RECOMMENDED VENDOR PURPOSEJUSTIFICATION FOR BPO$50,000 FINANCEMUNI TEMPSTEMPORARY PAYROLL HELPURGENT NEED DUE TO CRITICAL STAFF RESIGNATION$50,000 FINANCEROTH STAFFING CO/LEDGENT ACCOUNTING TEMP HELPURGENT NEED DUE TO CRITICAL STAFF RESIGNATION$45,000 TRANSPORTATION ASIHANDYCAP BUSS PASSESNO COMPETITIVE MARKET$25,000 TRANSPORTATION TAP TRANSIT ACCESS PASSBUS PASSESNO COMPETITIVE MARKET$80,000 TRANSPORTATION METROLINKGOLDLINE PASSESNO COMPETITIVE MARKET$90,000 SUCCESSOR AGENCY BEST BEST & KREIGERCITY ATTORNEY SERVICESCONTRACTUAL AGREEMENT$30,000 CITY WIDEPARSREPRESENTAITIVE FEESSOLE SOURCE OF SUPPLY$150,000 LIGHT & WATER HENKELS & McCOYEMERGENCY OVERHEAD LINE WORK EMERGENCIES PER A.M.C. 2‐523AND POLE SERVICES$150,000 LIGHT & WATER MJ‐STAR LIGHTEMERGENCY OVERHEAD LINE WORK EMERGENCIES PER A.M.C. 2‐523AND POLE SERVICES$150,000 LIGHT & WATER PERRY C. THOMAS CONSTRUCTION EMERGENCY OVERHEAD LINE WORK EMERGENCIES PER A.M.C. 2‐523AND POLE SERVICES$150,000 LIGHT & WATER TSR CONSTRUCTION & INSPECTIONEMERGENCY OVERHEAD LINE WORK EMERGENCIES PER A.M.C. 2‐523AND POLE SERVICES