HomeMy WebLinkAbout7/6/2005 - STAFF REPORTS (18) V y
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gtip RN, City Council Staff Report
DATE: July 6, 2005 CONSENT CALENDAR
SUBJECT: Authorize Miscellaneous Routine FY 05-06 Expenditures
FROM: David H. Ready, City Manager
BY: Office of the City Manager and Procurement and Contracting
SUMMARY
Each year a variety of purchases are made by City staff to carry out the routine day-to-
day operations of the City. Some of these expenditures accumulate to a point beyond
the City Manager's level of expenditure authority. Staff is seeking authorization from
City Council to expend funds in the approved FY 2005-2006 budget via a variety of
transaction types.
RECOMMENDATION:
1. Adopt Minute Order No. authorizing the expenditure of funds
appropriated in the Fiscal 2005-2006 operating budget to vendors as identified
on Exhibit "A" in amounts exceeding the City Manager's $25,000 authority limit.
STAFF ANALYSIS:
The expenditures for which staff is seeking authorization fall into three categories, as
follows:
1. Blanket purchase orders (BPOs) are issued annually in order to give City
departments a flexible means of acquiring goods and services required in their daily
operations. The majority of transactions that occur on BPOs are small dollar
expenditures. The use of BPOs is an effective tool for efficient use of staff time and
reduces the extraordinary amount of processing time and paperwork that would be
required by individual purchase orders for each and every transaction. Evidence of
insurance is collected in advance for all BPOs that provide for any on,site service, such
as a minor maintenance service or emergency repair.
Each BPO issued specifically limits the transaction amount and identifies by name those
authorized in each department to place orders for goods or services. Such delegations
are authorized under Section 7.02.040 of the Municipal Code. City staff has identified
Item No. 2 . G .
City Council Staff Report
July 6, 2005 -- Page 2
FY 05-06 Miscellaneous Expenditures
twelve BPOs as described in Exhibit "A", Section 1 for approval.
2. Utility expenditures are a necessary part of keeping the City facilities operating
throughout the year and such payments are coordinated by the City's Finance
Department. Electricity, natural gas, water, and telephone services are outlined in
Exhibit "A", Section 2 for approval and are based on the annual budget.
3. There are a few situations where a particular vendor provides a wide variety of
necessary products to virtually every department in the City. These vendors, as
identified in Exhibit "A", Section 3, provide primarily the office supplies and computer
hardware and software equipment for daily operations that the departments identify in
their line-item budgets.
FISCAL IMPACT:
Funds for all anticipated expenditures for which approval is sought have been
appropriated by City Council in the Fiscal 2005/2006 approved budget. Specific
accounts, where identifiable, are provided.
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f�Trd� Butzlaf� 'A �stant City Manager David H. Ready, Cita alter
Attachments:
Exhibit "A"
Minute Order
City Council Staff Report
July 6, 2005 -- Page 3
FY 05-06 Miscellaneous Expenditures
EXHIBIT "A"
1. Blanket Purchase Orders for Fiscal 2005-2006 expected to exceed $25,000
VENDOR DEPT. ACCOUNT # AMOUNT
1.1 Johnson Power Systems Facilities 520-5641-48700 $100,000
provides sole source Caterpillar engine parts for Co-Generation plants, same as
approved by Council via Minute Order 7603 last fiscal year.
1.2 Lubrication Engineers, Inc. Facilities 520-5641-48700 $35,000
*provides specialized proprietary lubricating products that have been used at the Co-
Generation plants for the past 20 years supporting 2417 operations.
1.3 Nalco Company Services Facilities 520-5641-48700 $65,000
*provides water treatment chemicals for Co-Generation plants in accordance with
CMAS contract #4-02-68-005A terms and conditions, same as approved by Council via
Minute Order 7525 last fiscal year.
1.4 Parkhouse Tires Fleet Ops 510-5470-42196 $40,000
*provides specialized tires for all Fire Department apparatus in accordance with
CMAS contracts #4-040-000-00-32C,77B, 73A terms and conditions.
1.5 Animal Medical Hospital Police 001-3304-42195 $ 7,000
001-3304-43200 $23,000
001-3304-43910 500
*provides emergency veterinary care, spay & neutering services and $30,500
miscellaneous veterinary medical supplies for the Animal Shelter
1.6 SEMJ, Inc Building 001-4161-43260 $30,000
*provides miscellaneous abatement, board up and clean-up services on properties
for Code Enforcement
1.7 James Simon, Inc. Airport 520-6200-43050 $ 5,000
Facilities 520-5641-43200 $15,000
Facilities 520-5641-43050 5,000
*provides miscellaneous repairs, maintenance, and remodeling services $25,000
' 1.8 Tops-N-Barricades Airport 520-6050-46110 $15,000
Streets 4201/4204/4219-42190 $22,600
*provides rental of traffic control devices and services $37,600
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City Council Staff Report
July 6, 2005 -- Page 4
FY 05-06 Miscellaneous Expenditures
1.9 Brodart, Inc. Library 001-2710-44000 $80,000
001-2710-44057 $20,700
*provides books and is exempt from the competitive requirements $100,700
of the Procurement Ordinance per section 7.01.030.
1.10 EBSCO Subscriptions Library 001-2710-44010 $25,000
001-2710-44057 $25,000
*provides periodicals and subscription services and is exempt from the $50,000
competitive requirements of the Procurement Ordinance per section 7.01.030.
1.11 Baker & Taylor Entertainment Library 001-2710-44020 $28,000
001-2710-44057 5,000
*provides videos, cd's, and other audio visual media and is exempt from the $33,000
competitive requirements of the Procurement Ordinance per section 7.01.030.
1.12 BWI, Inc. Library 001-2710-44000 $24,000
001-2710-44057 6,000
*provides children's and Spanish language books and is exempt from the $30,000
competitive requirements of the Procurement Ordinance per section 7.01.030.
2. Utility Expenditures — These expenditures, except for 2.4, are exempt from the
competitive requirements of the Procurement Ordinance per Section 7.01.030.
PROVIDER DEPT. ACCOUNT# AMOUNT
2.1 S.C. Edison Company Various Various $650,000
2.2 Desert Water Agency Various Various $1,000,000
2.3 Verizon — California Various Various $130,000
2.4 Verizon Wireless Various Various $70,000
*provides cell phone service in accordance with the pricing, terms, and conditions of
Western State Contracting Alliance contract#11-00115.
2.5 S.C. Gas Company Various Various $260,000
I *includes natural gas transmission charges
City Council Staff Report
July 6, 2005 -- Page 5
FY 05-06 Miscellaneous Expenditures
3. Miscellaneous Multiple Expenditures — Each individual expenditure in this group is
made pursuant to procedures established for such individual expenditures in the
Procurement Ordinance.
VENDOR DEPT. ACCOUNT # AMOUNT
4.1 Dell Computer Various Various $150,000
"provides computer hardware and software equipment in accordance with the terms,
conditions, and pricing of Western States Contract Alliance contract#92-00151.
4.2 Office Depot Various Various $130,000
*provides general office supplies and equipment in accordance with the terms,
conditions, and pricing of the US Communities/LA County contract#41421.
4.3 CDW-G Various Various $80,000
*provides computer hardware and software equipment in accordance with the terms,
conditions, and pricing of CMAS contract #3-99-70-07938, Western States Contract
Alliance contract#A63309, State Licensing Program (SPL) Microsoft contract#4753256
and Adobe contract#ACG13MAR200300000995.
4.4 The Desert Sun Various Various $85,000
"provides Legal Notices and advertising for the City.
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MINUTE ORDER NO.
AUTHORIZING THE EXPENDITURE OF FUNDS
APPROPRIATED IN THE FISCAL 2005-2006 OPERATING
BUDGET TO VENDORS AS IDENTIFIED ON EXHIBIT "A"
IN AMOUNTS EXCEEDING THE CITY MANAGER'S
$25,000 AUTHORITY LIMIT.
I, James Thompson, City Clerk of the City of Palm Springs, hereby certify that this
Minute Order authorizing the expenditure of funds appropriated in the Fiscal 2005-2006
operating budget to vendors as identified on Exhibit "A" in amounts exceeding the City
Manager's $25,000 authority limit, was adopted by the City Council of the City of Palm
Springs, California, in a meeting thereof held on the 6th day of July, 2005.
James Thompson, City Clerk
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