DATE: June 18, 2025
TO: Honorable Mayor and City Councilmembers
FROM: Water Utilities Department
TITLE: AUTHORIZE ANNUAL WATER UTILITIES 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 Water Utilities Department, in amounts over $100,000, for FY 2025-26 for a total of $7,329,673;
b. Authorize the Financial Services Director, or designee, to execute the purchase orders; and
c. 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".
Staff is requesting approval of open purchase orders based on the estimate of annual purchases of goods and services and inventory replenishment for the upcoming fiscal year. The requested vendors, listed on the following page, provide reliable service and a delivery schedule that is compatible with Department requirements. Due to the number of purchases made throughout the year, open 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 Agr...
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