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Home My WebLink AboutO- 5 Blanket Purchase Order $10,000 FY 2000-01 �pFq�G u Nipt, The City of Azusa 9lIFpcts-` 4:TEPta Finance Dept. *213 E. Foothill Blvd *P.O. Box 1395 Azusa, California 91702 Telephone: (818) 812-5203*Fax (818) 334-6358 AGENDA ITEM TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: MARCIE MEDINA, FINANCE DIRECTO VIA: RICK COLE, CITY MANAGER DATE: JUNE 19,2000 SUBJECT: BLANKET PURCHASE ORDERS OVER$10,000 FY 2000-01 Recommendation Staff recommends that City Council approve the issuance of the blanket purchase orders detailed on the schedule attached, to promote the public welfare and in accordance with the provisions of section 2-523 of the new Azusa Purchasing Ordinance No. 99-014, and waive formal bidding for a period of six months. Background In past years the Blanket P.O. list has been extensive, with over 200 vendors listed for Council approval. The p.o.'s on the attached list titled "Proposed Blanket Purchase Orders Over$10,000 To Be Extended For Six Months" represent services provided under our procedures prior to the new ordinance. In accordance with the new purchasing ordinance, many of the services are subject to some form of periodic public bidding. Because of the transition to the new purchasing procedures, the City Manager has instructed all Departments to subject all existing relationships be subject to formal re-bidding(where necessary)over the next six months. June 19, 2000 Honorable Mayor and Members of the City Council Page 2 The p.o.'s on the attached list titled "New Proposed Blanket Purchase Orders Over $10,000" represent newly requested blanket purchase orders for Fiscal Year 2000/01. These are "sole source" due to their nature (purchase of electricity through the Joint Powers Agreement), or due to the type of service offered (Nextel). Attachment: A3..E5 City of Azusa NEW PROPOSED "BLANKET" PURCHASE ORDERS OVER $10,000.00 FISCAL YR. 2000/01 COMMODITY ANNUAL DIVISION/ RECOMMENDED COMMENTS ESTIMATE DEPARTMENT VENDOR Cellular phone services $10,000 Public Works Nextel Sole source. Truck&Auto Repair 25,000 Transportation O.A.M.Truck&Auto Repair Reliable service Purchased Power 500,000 Light&Water Dynegy Inc. Part of Joint Powers Agreement Software Maintenance 11,000 Light&Water Performance Tech Software Program, results in increased revenue. Purchased Power 500,000 Light&Water Reliant Energy Services Part of Joint Powers Agreement Purchased Power 150,000 Light&Water Turlock Irrigation Part of Joint Powers Agreement Tree Trimming 60,000 Light&Water West Coast Arborists Specializes in Computerized tree trimming. Sub-total-Sole Source $926,368,145 U:\councillist.wb2 Page 1 of 1 06/15/00 A3..E5 City of Azusa PROPOSED "BLANKET" PURCHASE ORDERS OVER $10,000.00 TO BE EXTENDED FOR SIX MONTHS FISCAL YR. 2000/01 COMMODITY ANNUAL DIVISION/ RECOMMENDED COMMENTS ESTIMATE DEPARTMENT VENDOR Reason Sole Source Script for Access services for the handicapped $26,000 Transportation Access Services,Inc. Sole Source for handicapped script CCSI fees,WC expenses 250,000 Human Resources ,City of Azusa Workers Comp Imprest Acct. Sole source. Prisoner Meals 11,000 Police Blackmore Master Distributor Sole source to meet state requirements. Rewinding Elect.Well Motors 20,000 Light&Water Brithinee Electric Sole source. Signal Maintenance on Highway 39 18,000 Comm Dev/Engineering Calif.Dept.of Transportation Sole source. Water Tests 17,000 Light&Water Clinical Labs of San Bernardino Sole vendor meeting State water testing standards. Computer Applications of Software Support 13,000 Library Data Research Associates Sole source for proprietary software maintenance. Bus Passes 97,000 Comm.Svc/Trans Foothill Transit Authority Sole source. Reference Books/Standing Orders 13,000 Library Gale Research Co. Sole source for these reference books. Computer Maintenance 25,000 Inf.Svc/L&W Hewlett Packard Sole source for propriety equipment maintenance. Computer support 20,000 Light&Water Itron Inc. Sole source for proprietary software maintenance. Security Alarm Systems 17,000 Police McNeill Security System Sole source for vendor owned equipment. Metrolink Passes 118,000 Comm.Svc/Trans Metrolink Sole source. Senior meals/meal delivery service 95,000 Comm.Svc/Sr.Programs Morrison's Health Care Sole bidder. Maint./Support of Reuters system 12,000 Light&Water Reuters America,Inc. Sole source. Water Assessments 35,000 Light&Water San Gabriel River Water Committee Geographic location of City. Administrative&Capital Assessment fees 140,000 Light&Water San Gabriel Basin Water Quality Auth. Sole source. Street Light&Electric Service 227,000 Light&Water Southern Calif.Edison Company Sole transmitter of electricity to Azusa as adjudicated by Courts. Purchased Water 75,000 Light&Water Upper San Gabriel Valley M.W.D. Geographic location of City. Water Meters Maintenance and Repairs 30,000 Light&Water Wheeler Meter Maintenance Sole source. U:\councillist.wb2 Page 1 of 5 06/15/00 A3..E5 Sub-total-Sole Source $983,000 Reason: Existing Agreements Court Constrr Fee,Equip/Reg,Handicap Violations 22,000 Police Citrus Municipal Court Annual Agreement Software Maintenance 25,000 Light&Water Cognos Corporation Continuation of Contractual Agreement. Janitorial Services Light&Water Facility 57,128 Light&Water D.H.Maintenance Services Continuation of Contractual Agreement. Community Beautification 30,318 Public Works L.A.Works Human Svc.Consortium Community Youth Support/Annual agreement Workers Compensation Claims Admin. 25,000 Human Resources Fleming&Associates Multi-year Contract expires 12-31-01 Fire Protection 2,101,700 Police L.A.County Fire Prot.Svc Continuing agreement until February 2003. Maint.of telephone equip. 60,500 Light&Water Lucent Technologies Continuing agreement Maint.of telephone equip. 69,460 Police Lucent Technologies Continuing agreement Energy/Transmission Purchases 20,000,000 Light&Water Power Agency of Calif. 50 year Joint Powers Agreement Animal Services 130,000 Police San Gabriel Valley Animal Control Continuation of Contractual Agreement. Postage fee costs,P.O.box fee 38,000 City Clerk U.S.Postmaster Continuing agreement Postage for mailing Utility bills&notices 140,000 Light&Water U.S. Postmaster Continuing agreement City Jail operating services(Type 1 Facility) 343,540 Police Wackenhut Corp. Contractual Agreement signed by Council Rubbish Collection Residents/Businesses 1,795,500 Light&Water Athen's Disposal Service Agreement Through 2007 Subtotal-Existing Agreements $24,838,146 Reason:Orderly Continuation of Contractual Arrangement Maintenance of Transit Buses $20,000 Transportation AZ Bus Sales DOT/CHP qualified for passenger service vehicles Valve Maintenance 12,500 Light&Water Automated Control Valve Systems Continuation of Contractual Agreement. City Commerce Services 30,000 Light&Water Azusa Chamber of Commerce Continuation of Contractual Agreement. Heating&Air Cond.Maint. 18 City Bldgs. 47,744 Public Works Air-Ex Air Conditioning Inc. Continuation of Professional Services Books, Book Processing 23,000 Library Baker&Taylor Best purchasing&processing of specialty marls/Low Bidder. • Legal Fees 20,000 Police Best,Best&Krieger Continuation of Professional services as City Attorneys U:\councillist.wb2 Page 2 of 5 06/15/00 A3..E5 Legal Fees 20,000 Light&Water Best,Best&Krieger Continuation of Professional services as City Attorneys Legal Fees 67,500 Admin Best,Best&Krieger Continuation of Professional services as City Attorneys Legal Fees 175,000 Human Resources Best,Best&Krieger Continuation of Professional services as City Attorneys Cat Floc T.Water treatment chemicals 12,500 Light&Water Commerce Chemical Co. Under testing,this chemical most reliable of its type. Janitorial Services Light&Water Facility 45,000 Light&Water D.H.Maintenance Services Approved by Council 07/07/97,3-yr contract. Telephone Bills 10,000 Light&Water GTE California Continuation of Professional Services Sales Tax,Property Tax,&Documentary 22,000 Comm.Dev/BId,Bus Lic HDL Co./Hinderliter,Delama Continuation of Professional services/Has most complete transfer Tax Consultants&new Business Software Program,results in increased revenue. License Software. Computer Hardware Support 14,135 Police Hewlett Packard Continuation of Contractual Agreement. Legal Services 12,000 Finance/Bus.License LA District Attorney Continuation of Professional services/More economical for routine collections. Arrestee Processing,Prisoner Maint.Fees 15,000 Police LA County Sheriffs Department Continuation of Professional Services PCB Waste Disposal Services 15,000 Light&Water Solomon EPA qualified,best emergency response time Legal Services 150,000 Human Resources Manning,Marder&Wolfe Continuation of Professional Services Plan checking services 15,000 Community Development Melad&Associates Vendor most familiar with City Plan checking services. Accounting/Auditing Assistance 10,000 Finance J.D.M.Pechey&Associates Vacation relief for City Treasurer Provide Homeless assistance/outreach 15,000 Comm.Dev/CDGB Peregrinos de Emaus,Inc. Contract expires 06/30/99. Books,Book Processing 10,000 Library Quality Books, Inc. Best purchasing&processing of specialty mans/Low Bidder Paving Contractor 200,000 Light&Water G.M.Sager Construction Low Bidder,Contract to expire 06/30/99 Provide Sr.Referral/Case mgmt for Seniors 15,000 Comm.Dev/CDGB Santa Anita Family Services Agreement Through 06/30/99 Traffic Signal&Extraordinary maintenance 32,000 Comm.Dev/Eng Signal Maintenance Inc. New low Bidder for continuing services.Approved by Council 06/16/97. Conduct Mano A Mano Program 10,030 Comm.Dev/CDGB Valley Support Services of VNA,Inc. Contract expires 06/30/99. Administrative Fees 100,000 Human Resources Carl Warren&Assoc. Continuation of Professional Services Legal Services 35,000 Light&Water Alan Watts Continuation of Professional Services to Consortium of utilities.(Power Agency of California) • Plan checking services 45,000 Comm.Dev/Planning Willdan&Associates Alternate to Melad U:\councillist.wb2 Page 3 of 5 06/15/00 A3..E5 Subtotal-Orderly Continuation of Contracts 51,198,409 Reason: Best(Not necessarily the lowest)Bi er ABA Body Armor 16,000 Police Aardvark Enterprises Good quality boots and uniform supplies. Printing Services 12,000 Comm.Svc/Rec Abacus Printing City support of local business. Chlorine Chemicals 25,000 Light&Water All Pure Chemical Low price quote in multi-vendor search. Excellent service. Supplies and repair parts 12,500 Light&Water Altec Industries Handles specialty items. Small water meters for meter replacement 100,000 Light&Water Badger Meter Low price quote in multi-vendor search. Sand&Gravel 30,000 L&W/Street Calmat Co. Support local vendor,convenience of location. Engineering,construction Water Facilities. 35,000 Light&Water Civiltec Engineering Inc. Low price quote in multi-vendor search.Excellent service. Magazine Service 14,000 Library Ebsco Subscription Service Best source with discounted prices Auto Repairs 40,000 Police Economy Auto Center City support of reliable,dependable local business. Special Studies/Land Development 51,000 Comm Dev/Planing Envicom Good availabilty Printing of Utility Billings&Notice forms 20,000 Light&Water Formatron Business&Data Forms Low price quote in multi-vendor search. Artwork/Designing 25,000 Light&Water Geographics Continuation of Professional Services Street signs&repairs 15,000 Comm.Dev/Streets Hi-Way Safety,Inc. Handles specialty items Supplies 15,000 Light&Water Home Depot Good source of most needed supplies Telemetry,Wtr controls repair. 15,000 Water Hunter Electric Service Low price quote in multi-vendor search.Excellent service. Consulting Services/Computer Software 13,000 Finance Knowles-McNiff Good knowledge of computer equipment& proprietory software Adult&Youth Program Silk-screened T-shirts 10,000 Comm.Svc/Rec Kuli Image Good service,quality,Low price quote. Computer Supplies 12,500 lnf.Svc/L&W Lewis&Lewis Enterprises Handles specialty items. Service calls,tire repairs,for large equip- 10,750 Public Works Pat's Tire Service Available service during early morning hours. ment,sweepers,and loader Paratransit Vehicle Repairs 30,000 Transportation Alex Romo Runs shop under DOT regulations,unique in local area. Cleaning&painting Steel Light standards 23,700 Light&Water Royal Crest Building Maintenance Low Bidder. Sweeper Broom supplies 10,000 Comm.Dev/Garage San Diego Rotary Broom Specialty items/Same day service repair. Legal Advertising 12,000 City Clerk San Gabriel Valley Publishing Economical publishing; lengthy lead time required by U:\councillist.wb2 Page 4 of 5 06/15/00 A3..E5 other Vendors. Account Imaging Services on CD 15,000 Light&Water Scannerhouse Knows Citywide system Gas service to City Facilities 30,000 Comm.Dev/Facilities So.Calif.Gas Company Cheapest source of supply. Prisoner Meals 10,000 Police Stater Bros.Markets City support of local business. Clean up&Disposal of Hazardous Materials 10,000 Public Works United Pumping Svc. Lowest priced EPA approved Vendor. Emer.purchases water distribution repairs 200,000 Light&Water Western Water Works Most reliable source/approved by Council 06/15/98 Vehicle Tires and repairs 11,000 Police Y"Tire Sales Fast dependable service.Azusa vendor. Subtotal-Best(Not neces.lowest)Bidder $823,450 Reason: High on Convenience and Service Asphalt 20,000 Public Works Associated Asphalt City support of local business. Parts and Supplies 20,000 Light&Water/Facilities B&K Electric Wholesale City support of local Business. Maint.&Service on City's A.T.V.'s 15,000 Police Bert's Motorcycle City support of local Business. Maint Telemetry Equip. 10,000 Light&Water Bristol Babcock, Inc. Reliable service Water Treatment Chemicals 10,000 Light&Water Chlor-Sery City support of local business. Radio equip.repair/maint. 16,500 Police Com Ser Co. Reliable service Repair supplies 27,600 Public Works Home Base Broad product line saves time&money on materials. Sweeper parts&services 15,000 Public Works Johnston Sweeper Co. Reliable service Water Treatment Chemicals 35,000 Light&Water Kem-Water Low Bidder. Temporary labor as needed 15,000 Public Works Labor Ready,Inc. Low Bidder. Improvmts/Repairs to Wells 50,000 Light&Water General Pump Co.,Inc. Reliable service Furnish 200 gallon storage tanks 15,000 Light&Water Pressure Vessel Services,Inc Reliable service Subtotal-High Convenience&Service $229,100 1TOTAL BLANKET PURCHASE ORDERS $28,072,105 U:\rouncillist.wb2 Page 5 of 5 06/15/00