TO: Honorable Mayor and Members of the City Council
THRU: Jarad Hildenbrand, 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.
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2. Summary
Request to authorize an increase of $215,000 to multiple existing purchase orders with various material and services vendors for the total purchase order amount to $570,000.
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 $40,000 with Zumar for traffic control devices and signs.
3. 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.
4. 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.
5. Approve an increase to a blanket purchase order for a total not-to-exceed amount of $40,000 with Villa Ford 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 Burton’s Fire for fleet parts and services.
7. 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.
8. 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.
9. 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.
10. Approve an increase to a blanket purchase order for a total not-to-exceed amount of $50,000 with Parts Authority for fleet parts.
11. Approve an increase to a blanket purchase order for a total not-to-exceed amount of $40,000 with SoCal Auto & Truck Parts for fleet parts.
12. Approve an increase to a blanket purchase order for a total not-to-exceed amount of $50,000 with United Rentals for roadway products.
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4. Fiscal Impact
The total expense for these blanket purchase orders is $570,000 (annual amount), of which $355,000 has already been encumbered. The additional increase for these blanket purchase orders is $215,000 and will be funded through General Fund (100) and Measure M2 (263), respectively:
100-5401-53201 Repair & Maintenance Supplies $130,000
263-5201-53201 Repair & Maintenance Supplies $ 35,000
100-5401-56999 Other Repairs/Maint Services $ 30,000
100-5201-53201 Repair & Maintenance Supplies $ 20,000
Total: $215,000
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 ensure the City gets the best price promptly.
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 2025-2026 (FY26), 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 deadlines.
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 offers specialized parts and services specifically for police patrol motorcycles.
• Pete’s Road Service, Inc. provides tires and 24-hour emergency roadside assistance for large vehicles, including fire apparatus. They also have the unique ability to service larger Class 7 and Class 8 trucks, which the City’s garage cannot handle due to weight capacity restrictions.
• Villa Ford, Burton’s Fire, Daniels Tire Services, Cal-State Auto Parts, Inc., Parts Authority, and Southern Counties Lubricants supply general auto parts and services at the lowest cost, with readily available parts compared to other vendors.
• United Rentals offers various roadway products, including concrete for street and sidewalk repairs.
• SC Signs & Supplies and Zumar continually provide 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