TO: Honorable Mayor and Members of the City Council
THRU: Tom Kisela, City Manager
FROM: Christopher Cash, Public Works Director
1. Subject
title
Authorize an increase to various purchase orders for vehicle parts, traffic control devices, signs, materials, and services from various vendors for the Public Works Department, Field Services Division.
body
2. Summary
Request to authorize an increase of $275,000 to multiple existing purchase orders with various material and services vendors, on an as-needed basis, bringing the total purchase order amount to $635,000.
3. Recommended Action
recommendation
1. Approve an increase to a blanket purchase order for a total not-to-exceed amount of $50,000 with SC Signs & Supplies, LLC for traffic control devices and signs.
2. Approve an increase to a blanket purchase order for a total not-to-exceed amount of $60,000 with Irv Seaver Motorcycles for fleet parts and services.
3. Approve an increase to a blanket purchase order for a total not-to-exceed amount of $60,000 with Pete’s Road Services for fleet parts and services.
4. Approve an increase to a blanket purchase order for a total not-to-exceed amount of $60,000 with Quinn Group, Inc. Maintenance for fleet parts and services.
5. Approve an increase to a blanket purchase order for a total not-to-exceed amount of $50,000 with Daniel Tire Services for fleet parts and services.
6. Approve an increase to a blanket purchase order for a total not-to-exceed amount of $40,000 with Cal-State Auto Parts, Inc. for fleet parts.
7. Approve an increase to a blanket purchase order for a total not-to-exceed amount of $50,000 with Southern Counties Lubricants for fleet parts.
8. Approve an increase to a blanket purchase order for a total not-to-exceed amount of $50,000 with Parts Authority for fleet parts.
9. Approve an increase to a blanket purchase order for a total not-to-exceed amount of $60,000 with RJ Noble for roadway products.
10. Approve an increase to a blanket purchase order for a total not-to-exceed amount of $50,000 with United Rental for roadway products.
11. Approve an increase to a blanket purchase order for a total not-to-exceed amount of $50,000 with Vulcan for roadway products.
12. Approve an increase to a blanket purchase order for a total not-to-exceed amount of $55,000 with Bender Ready Mix for roadway products.
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4. Fiscal Impact
The total expenditure for the blanket purchase orders is $635,000, of which $360,000 has already been encumbered. The additional increase for these blanket purchase orders is $275,000 and will be funded through:
710.5023.53710.00000 Parts and Supplies $130,000
263.5021.53840.00000 Roadway Materials $ 95,000
710.5023.53750.00000 Parts and Supplies $ 30,000
100.5073.53660.00000 Street Signs & Marker $ 20,000
Total: $275,000
5. Strategic Plan Goals
Goal 2: Enhance Economic Development and Achieve Fiscal Sustainability
Goal 5: Improve Infrastructure, Mobility, and Technology
6. Discussion and Background
The Public Works Department Field Services Division purchases required materials using the informal bid process and government pricing. Staff requests quotes from at least three independent vendors to promptly ensure the City gets the best price.
Pursuant to Section 3.08.290 of the Orange Municipal Code, the City Council is authorized to approve the procurement of certain materials, supplies, equipment, and services unique to only one vendor.
The listed vendors offer some of the most competitive prices. Each of the twelve vendors has reached or is nearing the maximum limit of $30,000 for their respective blanket purchase orders. To continue purchasing from these vendors for the remaining balance of the Fiscal Year 2024-2025 (FY25), staff requests that the City Council authorize increases to the purchase orders up to the not-to-exceed amounts specified in the recommended actions. This request applies when vendors provide the lowest pricing, offer unique materials and services, or meet critical timing deadlines in emergencies.
The Public Works Department Field Services Division is responsible for procuring various types of parts and external services, which sometimes require specialized vendors. For example:
• Irv Seaver Motorcycles provides special parts and services specifically for police patrol motorcycles.
• Pete’s Road Service, Inc. offers tires and 24-hour emergency roadside assistance for large vehicles, including fire apparatus. They also have the unique capability to service larger Class 7 and Class 8 trucks, which the City’s garage cannot accommodate due to weight capacity limitations.
• Quinn Group, Inc. specializes in parts and repair services for heavy diesel equipment and fire apparatus.
• Daniels Tire Services, Cal-State Auto Parts, Inc., Parts Authority, and Southern Counties Lubricants provide general auto parts and services at the lowest cost with readily available parts compared to other vendors.
• RJ Noble, Vulcan, and United Rentals provide various roadway products, including asphalt supplies for roadway surface repairs and concrete for street and sidewalk repairs.
• SC Signs & Supplies continuously provides traffic control devices and signs for emergencies and special events to meet the city's needs.
The Field Services Division actively monitors and seeks the best-priced vendors to ensure it receives the best value.
7. ATTACHMENTS
• None