HomeMy WebLinkAboutE-5 Staff Report - CM Signed Contracts February 2023CONSENT ITEM
E-5
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
VIA: SERGIO GONZALEZ, CITY MANAGER
FROM: TALIKA M. JOHNSON, DIRECTOR OF ADMINISTRATIVE SERVICES
DATE: FEBRUARY 6, 2023
SUBJECT: PURCHASE ORDERS ISSUED WITH 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
purchase orders issued with contracts executed by the City Manager and inventory by the Purchasing Agent.
RECOMMENDATION:
Staff recommends the City Council take the following action:
1)Receive and file the list of purchase orders approved by the City Manager and Central Stores for
the months of December 2022 and January 2023.
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.
APPROVED
CITY COUNCIL
2/9/2023
CM Signed Contracts
February 6, 2023
Page 2
For the months of December 2022 and January 2023, four purchase orders have been issued for
contracts under $50,000 signed by the City Manager as follows:
Vendor Name
PO
Amount Fund Agreement
Type Purpose Number /
Date
Clientfirst
Consulting
Group, LLC
038432
12/12/22 $25,780 48 Assessment
Proposal
Assessment of Steps
for Microsoft Office
365 Upgrade
Bakers Man
Productions,
LLC.
038459
12/21/22 $50,000 10
Professional
Services
Agreement
Video Production
Services
Transtech
Engineers, Inc.
038467
12/21/22 $45,000 10
Professional
Services
Agreement
Planning Consulting
Services
Korn Randolph,
Inc.
038507
1/5/23 $38,030 28
Professional
Services
Agreement
Outdoor Library
Conceptual Design
Services
One purchase order was issued for inventory supplies at Central Stores. Although the purchase of 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, the Purchase Order was bid amongst the known suppliers and awarded to the lowest bidder.
It is also important to note the extended lead-times of inventory item(s). Volatility of production
materials and extended lead-times have significantly increased product costs and limited order
availability amongst suppliers. This unpredictability requires Staff to place an order as soon as quotes
are received as vendors cannot hold pricing for an extended period of time.
Vendor Name
PO
Number /
Date
Amount Bids
Anixter, Inc. 038464
12/21/22 $379,724.15
Underground Copper Cable – 81-84 Week Lead
Time
Anixter - $379,724.15(lowest bidder)
CED - $432,951.75
One Source Distributors - $529,613.44
CM Signed Contracts
February 6, 2023
Page 2
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