HomeMy WebLinkAboutE-10 Staff Report - CM Signed Contracts June 2023CONSENT ITEM
E-10
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
VIA: SERGIO GONZALEZ, CITY MANAGER
FROM: TALIKA M. JOHNSON, DIRECTOR OF ADMINISTRATIVE SERVICES
DATE: JUNE 5, 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.
RECOMMENDATIONS:
Staff recommends that the City Council take the following action:
1)Receive and file the list of purchase orders.
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,
Approved items with direction to
terminate contract with Ray W. Pulver
City Council
June 5, 2023
CM Signed Contracts
June 5, 2023
Page 2
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.
Three purchase orders were issued for contracts under $50,000 signed by the City Manager as
follows:
Vendor Name PO
Amount Fund Agreement Type Purpose Number
/ Date
Client First
Consulting, LLC.
038953
5/2/23 $28,000 48 Proposal for GIS
Assistance
Community Development
GIS Assistance
Cynthia Stafford
dba Stafford
Consulting
038995
5/9/23 $50,000 10 Service Agreement
Human Resources Policies
and Procedures Manual
Update
Ray W. Pulver
dba Upbeat
Parade
Productions
039010
5/11/23 $25,000 10 Consulting Services
Agreement
Golden Days Parade
Consulting
One purchase order has been issued for inventory supplies at Central Stores. Although the purchase
of Transformers 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 only bidder. The other two known manufacturers of transformers are not taking additional
orders at this time due to current order requirements and extended lead times.
Vendor Name
PO
Number /
Date
Amount Bids
Onesource Supply
Solutions, LLC.
039020
5/15/23 $426,965.20
Transformers – 35 Week Lead Time
Onesource Supply Solutions
- $426,965.20 (only bidder)
Anixter – No Bid
ERMCO – No Bid
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. There is no fiscal impact associated with the recommended actions.
Funds for these agreements were allocated in the Fiscal Year Budget.
CM Signed Contracts
June 5, 2023
Page 3
Prepared by: Fiscal Review by:
Adriana Garcia Talika M. Johnson
Purchasing Agent Director of Administrative Services
Reviewed and Approved by:
Sergio Gonzalez
City Manager