HomeMy WebLinkAboutE-8 Staff Report - Blanket Purchase Order for Best, Best and Krieger, LLPCONSENT ITEM
E-8
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
VIA: SERGIO GONZALEZ, CITY MANAGER
FROM: TALIKA M. JOHNSON, DIRECTOR OF ADMINISTRATIVE SERVICES
DATE: DECEMBER 18, 2023
SUBJECT: REQUEST TO INCREASE FISCAL YEAR 2023/2024 BLANKET PURCHASE
ORDER FOR BEST, BEST & KRIEGER, LLP NO. 040447 AND USE $275,000
OF THE GENERAL FUND INSURANCE RESERVES FUNDS
BACKGROUND:
In accordance with Sec. 2-518 (a) of the Azusa Municipal Code, purchase orders over $50,000
requires Council approval. The Human Resources Department is requesting authorization to
increase the FY 2023/24 blanket purchase order of $50,000 for legal services tendered to Best,
Best & Krieger, LLP for liability cases not covered under the City’s insurance by $300,000 to a
total not-to-exceed amount of $350,000.
RECOMMENDATIONS:
Staff recommends that the City Council take the following actions:
1)Approve an increase to the Best, Best & Krieger, LLP Blanket Purchase Order No. 040447,
for Fiscal Year 2023/24 to a not-to-exceed amount of $350,000.
2) Authorize a budget amendment of $25,000 to the Human Resources (General Fund) and
use of General Fund Insurance Reserves in the amount of $275,000 to amend the Risk
Management Fund budget.
ANALYSIS:
The City uses Best, Best & Krieger, LLP (BB&K) for certain legal services relating to Human
Resources and Risk Management matters. Services needed throughout the year are difficult to
estimate as Staff does not know what future matters will arise requiring legal expertise. In Fiscal
Year 2023/24 a blanket purchase order in the amount of $50,000 was issued to the law firm for
Approved
City Council
December 18, 2023
BB&K Blanket Increase
December 13, 2023
Page 2
Human Resources legal matters. This year, the City had to tender multiple legal cases to Best, Best
& Krieger, LLP, which are not covered by the City’s insurance due to the nature of the legal issues.
The blanket purchase order requires an increase to $350,000 in order to pay outstanding and future
invoices. Council action is required to increase the blanket purchase order as the request exceeds
the City Manager’s $50,000 approval authority in accordance with the City’s purchasing policy.
Staff is also seeking authority to amend the FY 2023/24 budget by $300,000 to cover the
unanticipated litigation cost.
FISCAL IMPACT:
The City Council adopted General Fund Reserve Policy provides $3.0 million in Insurance
Reserves to fund unanticipated liability and worker’s compensation claims expenses. The adopted
FY 2023/24 budget for the Human Resources Department included $50,000 for legal services
under account 10-50-921-000-6301. If approved by Council, Staff will prepare a budget
amendment for $300,000 to the Human Resources and Risk Management budgets under Human
Resources (General Fund) account number 10-50-921-000-6301 in the amount of $25,000 and use
the Insurance Reserves account to add budget to the Risk Management Fund account number 42-
50-923-000-6301 in the amount of $275,000.
Prepared by: Fiscal Review by:
Adriana Garcia Talika M. Johnson
Purchasing Supervisor Director of Administrative Services
Reviewed and Approved by:
Sergio Gonzalez
City Manager