HomeMy WebLinkAboutE-9 Staff Report - CM Signed Contracts March 2022CONSENT ITEM
E-9
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
VIA: SERGIO GONZALEZ, CITY MANAGER
FROM: TALIKA M. JOHNSON, DIRECTOR OF ADMINISTRATIVE SERVICES
DATE: APRIL 4, 2022
SUBJECT: PURCHASE ORDERS ISSUED IN MARCH WIT H CONTRACT AGREEMENTS
EXECUTED BY CITY MANAGER
BACKGROUND:
On January 18, 2022, the City Council adopted Ordinance No. 2021-09 amending and restating Article VII,
Chapter 2 of the Azusa Municipal Code relating to bidding, contracting and purchase of projects, supplies,
services and equipment. Section 2-538 (c)(2) includes a provision that a list of contracts and their amounts be
provided to the City Council when the City Manager/Purchasing Officer executes contracts within the
authority limit of $50,000 or less. Furthermore, Section 2-519 (c)(7) allows the City’s Purchasing Agent to
award inventory contracts for Central Stores to the lowest responsive and responsible bidder and present
contracts exceeding $60,000 to City Council at the next meeting. This action is to receive and file the list of
purchase orders issued in March 2022 with contracts executed by the City Manager.
RECOMMENDATION:
Staff recommends the City Council take the following action:
1)Receive and file the list of purchase orders issued in March 2022.
ANALYSIS:
On January 18, 2022, the City Council adopted Ordinance No. 2021-09 amending and restating Article VII,
Chapter 2 of the Azusa Municipal Code relating to bidding, contracting and purchase of projects,
supplies, services and equipment. The amendments provide more effective and efficient procurement
processes. This includes an increase to the formal bidding procedures and thresholds for the City
Manager to award contracts up to $50,000 for professional services, supplies and equipment. The
Ordinance also includes a provision to allow the Purchasing Agent to award inventory contracts for
Central Stores to the lowest responsive and responsible bidder and present contracts exceeding $60,000 to
City Council at the next meeting in order to lock in costs for critical supply needs with the current volatile
goods and commodity markets.
APPROVED
CITY COUNCIL
4/4/2022
CM Signed Contracts
April 4, 2022
Page 2
Two purchase orders have been issued for contracts under $50,000 signed by the City Manager as
follows:
Vendor Name
and Date Amount Fund Agreement
Type Purpose Purchase Order
No. Signed
Clientfirst
Consulting
Group
PO 036576
March 2,
2022 $24,850 48 – IT
Services
Vendor
Proposal
Community
Development GIS
Assistance
Civiltec
Engineering, Inc.
PO 035171
March 17,
2022
Increase
by
$25,999
to
$49,999
32 – Water Blanket
Change Order,
Increase for
Engineering Services
as needed.
Three purchase orders have been issued by the Purchasing Agent for inventory supplies at Central Stores
as follows:
Vendor Name
and Date Amount Bids
Purchase Order No.
Anixter, Inc.
PO 036618 March 15, 2022 $229,634.21
Copper Cable - 45-47 Week Lead Time
Anixter - $229,634.21(lowest bidder)
One Source Distributors - $233,289.000
Graybar – No bid
One Source
Distributors,
LLC.
PO 036657
March 24, 2022 $420,516.73
Subsurface Transformers - 60-65 Week
Lead Time
One Source Distributors - $420,516.73 (only
bidder)
Anixter Power Solutions – No Bid
ERMCO – No Bid
Anixter, Inc.
PO 036672 March 28, 2022 $44,706.38
U/G Copper Cable #2/0 strd and 4/0 Strd,
600 volts –
10-12 Weeks Lead Time
Anixter - $44,706.38 (lowest bidder)
One Source - $62,015.63
Graybar - $55,325.46
Although the purchase of Transformers and Cable is exempt from bidding under Azusa Municipal Code
Section 2-517– Solicitation and bidding exemptions; Electric Transformers, primary and secondary
copper cable, electric switches and controllers, each Purchase Order was bid amongst the known
suppliers of each commodity and awarded to the lowest or only bidder. It is also important to note the
extended lead-times of each inventory item(s). Volatility of production materials and extended lead-
times have significantly increased product costs and limited order availability amongst suppliers. This
CM Signed Contracts
April 4, 2022
Page 2
unpredictability requires Staff to place orders as soon as quotes are received and vendors cannot hold
pricing for extended periods of time.
FISCAL IMPACT:
The individual contract amounts and funding sources are listed above for City Manager signed contracts.
Inventory items will be charged to the Light Division once checked out with the appropriate account
number.
Prepared by: Reviewed and Approved:
Adriana Garcia Talika M. Johnson
Purchasing Agent Director of Administrative Services
Reviewed and Approved:
Sergio Gonzalez
City Manager