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 $242,000 to multiple existing purchase orders with various material and services vendors, on an as-needed basis, bringing the total purchase order amount to $572,000.
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 $42,000 with American Truck Driving School for commercial license training.
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 for a total not-to-exceed amount of $60,000 with Quinn Group, Inc.-Maintenance for fleet parts and services.
6. Approve an increase to a blanket purchase order for a total not-to-exceed amount of $50,000 with So. Cal Fire Services, Inc. for fleet parts and services.
7. Approve an increase to a blanket purchase order for a total not-to-exceed amount of $70,000 with Fire Apparatus Solutions for fleet parts and services.
8. 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.
9. 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.
10. 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.
11. Approve an increase to a blanket purchase order for a total not-to-exceed amount of $40,000 with West Coast Batteries for fleet parts.
end
4. Fiscal Impact
The total expenditure for the blanket purchase orders is $572,000 of which $330,000 has already been encumbered. The additional increase for these blanket purchase orders is $242,000 and will be funded through:
710.5023.53710.00000 Parts and Supplies $210,000
220.5022.51840.00000 Local-Training, Conference, Meeting $12,000
100.5073.53660.00000 Street Signs & Marker $20,000
Total: $242,000
5. Strategic Plan Goals
Goal 1: Provide for a safe community
b: Provide and maintain infrastructure necessary to ensure the safety of the public.
Goal 4: Provide outstanding public service
b: Provide facilities and services to meet customer expectations.
6. Discussion and Background
The Field Services Division of the Public Works Department uses the informal bid process and government pricing to purchase required materials. Staff requests quotes from at least three independent vendors to ensure the City gets the best price in a timely manner.
The vendors detailed below provide some of the lowest prices, and as such, the City routinely spends over the $30,000 per year limit per vendor. Currently, each of the eleven vendors have the $30,000 maximum limit of their respective blanket purchase orders. To continue purchasing from these vendors when they offer the lowest bid, provide unique materials and services, or meet timing deadlines in emergency situations, staff is requesting the City Council authorize increases in the purchase orders, on an as-needed basis and for the not-to-exceed amounts shown in the above recommended actions, for Fiscal Year 2023-2024 (FY24).
The City Council is authorized to approve the procurement of certain materials, supplies, equipment and services that are unique to only one vendor, pursuant to Section 3.08.290 of the Orange Municipal Code.
The Field Services Division purchases different types of parts and outside services, which at times require a unique provider for each. Irv Seaver Motorcycles provides special parts and services strictly for Police patrol motorcycles. Pete’s Road Service, Inc. provides both tires and 24-hour emergency roadside services for our large vehicles (i.e. fire apparatus). They also have the distinctive local ability to service larger Class 7 and 8 trucks, which, due to weight capacity limitation, cannot be accommodated by the City’s garage. Quinn Group Inc.-Maintenance, So. Cal Fire Services, Inc., and Fire Apparatus Solutions provide parts and repair services for our heavy diesel equipment and fire apparatus.
Daniels Tire Services, Cal-State Auto Parts, Inc., Southern Counties Lubricants, and West Coat Batteries provide general auto parts and services at the lowest cost compared to other vendors.
Finally, SC Signs & Supplies continuously provides traffic control devices, and signs to meet the Field Services Division needs.
The Field Services Division continues to monitor and seek out the lowest priced vendors to ensure the City is getting the best value available.
7. ATTACHMENTS
• None