DATE: September 25, 2024
TO: Honorable Mayor and City Councilmembers
FROM: Water Utilities Department
TITLE: ANNUAL PURE WATER OCEANSIDE PURCHASES IN AMOUNTS OVER $100,000 FOR EQUIPMENT, SUPPLIES, MATERIALS AND SERVICES
RECOMMENDATION
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Staff recommends that the City Council:
a. approve annual purchase orders, agreements, and amendments with various vendors for the purchase of equipment, supplies, materials and services for the Pure Water Oceanside (PWO) plant for a total of $91,000, in addition to previously approved annual purchase order amounts over $100,000 for FY 2024-25;
b. authorize the Financial Services Director, or designee, to execute the purchase orders;
c. and authorize the City Manager, or designee, to execute the agreements and amendments upon receipt of all supporting documents.
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BACKGROUND AND ANALYSIS
Each year, as part of the budget process, staff from the Water Utilities Department determine the quantity of supplies and materials, professional services and other special equipment that will be needed for water and sewer system maintenance and operation during the next fiscal year. Products and services are acquired through various means, including Requests for Proposals (RFPs), Cooperative Purchasing Agreements, Sole Source determinations, and Informal Bidding Procedures, as outlined in Administrative Directive AD-21 “Procurement of Goods and Services”.
Recently, on June 5, 2024, the City Council approved annual purchase orders, agreements, and amendments for the purchase of equipment, supplies, materials and services for the Water Utilities Department in amounts over $100,000 for FY 2024-25, however, annual purchase orders for Pure Water Oceanside were not included in that item. The proposed purchases would fund all necessary maintenance for PWO for the current fiscal year.
Staff is requesting approval of purchase orders for the PWO plant based on the estimate of annual purchases of goods and services and inventory replenishment for the current fiscal year.
The requested vendors, listed below, provide reliable service and a delivery schedule that is compatible with Department requirements. Due to the number of purchases made throughout the year, staff believes that purchase orders will allow the flexibility to more efficiently maintain the high quality of service the Department provides. Staff is requesting approval for the purchase orders and associated Professional Services Agreement Amendments and Public Works Agreement Amendments as outlined in Attachment A.
Services provided through the following list, below, will be performed within City properties as part of amended Public Works Agreements. No work will be performed until a properly executed agreement or amendment is signed by both the Contractor and the City.
• Doherty Concrete (as needed concrete services),
• Golden State Industrial Coatings, Inc. (facility painting services)
• Hawthorne Cat (generator maintenance & rental)
Staff is also requesting that Council approve vendors (Harrington Industrial Plastics, and Rockwell Solutions) as “sole source” (described in Attachment A) per City Code Chapter 28A, as vendors listed are the only providers of the product or service and not available from any other source.
FISCAL IMPACT
Table 1 shows the total amount of requested purchase orders and available balance.
Table 1
|
Description |
Account Number |
Requested Amount |
Available Balance |
|
FY 24-25 Annual POs |
Oceanside Pure Water 750775711.5320 |
$91,000 |
$140,005 |
Water sales and water meter fees in the Water Operating Fund (711) and Water Fixed Asset Replacement Fund (712).
COMMISSION OR COMMITTEE REPORT
The Utilities Commission approved staff’s recommendation at its regular meeting on September 17, 2024.
CITY ATTORNEY’S ANALYSIS
Purchases must comply with bid requirements set forth in Chapter 28A of the City Code. Professional Service Agreements and Public Works Agreements must be reviewed by the City Attorney and approved as to form.
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Prepared by: Rebecca Bennett, Administrative Analyst
Reviewed by: Lindsay Leahy, Water Utilities Director
Submitted by: Jonathan Borrego, City Manager
ATTACHMENTS:
1. Staff Report
2. Attachment A: Summary of Requested Annual Purchase Orders for PWO