Report Prepared by: Ken F. Elwin, PE, Public Works Director
Title
SUBJECT: Authorization to Waive the Competitive Bidding Requirements and Approval of the Purchase of Parts, Equipment, Supplies, and Services Necessary for Public Works Maintenance and Operations from Horizon Distributors, Inc., in the Amount not to Exceed $80,000; and J A Momaney Services, Inc., in the Amount not to Exceed $150,000 through June 30, 2022
REPORT IN BRIEF
Considers waiving the City’s competitive bidding requirements pursuant to Merced Municipal Code Section 3.04.210 and approving the purchase of various parts, equipment, supplies, and services for Public Works maintenance and operations.
RECOMMENDATION
City Council - Adopt a motion:
A. Waiving the City’s competitive bidding requirement as permitted by Merced Municipal Code Section 3.04.210 for an annual supplies and services agreement; and,
B. Approving the agreement with Horizon Distributors, Inc. for purchase of irrigation parts, equipment, and supplies in the amount not to exceed $80,000 in Fiscal Year 2021/2022; and,
C. Approving the agreement with J A Momaney Services, Inc., for purchase of traffic signal and streetlight parts, equipment, and materials in the amount not to exceed $150,000 in Fiscal Year 2021/2022; and,
D. Authorizing the City Manager or the Deputy City Manager, to execute the necessary documents or contracts that are approved as to form by the City Attorney, and/or purchase orders.
Body
ALTERNATIVES
1. Approve, as recommended by staff; or,
2. Approve, subject to conditions other than recommended by staff (identify specific findings and/or conditions amended to be addressed in the motion); or,
3. Deny; or,
4. Refer to staff for reconsideration of specific items; or,
5. Continue to a future meeting (date and time to be specified in the motion).
AUTHORITY
City of Merced Charter Section 3.04.210 - Exemptions from Competitive Bidding:
Except as otherwise provided in this chapter, competitive bidding requirements for purchases in excess of twenty-five thousand dollars ($25,000.00), the "bidding threshold”, may be waived with the approval of the city council. Waivers may be authorized for, but are not limited to, cooperative purchasing in conjunction with other governmental entities, professional services, annual service or supply agreements, or purchases necessary for standardization on particular types of equipment. The bidding threshold shall be adjusted for inflation utilizing the same index and methodology as the bidding threshold in Section 3.04.080 of this code.
CITY COUNCIL PRIORITIES
As provided for in the FY 2021/2022 adopted budget.
DISCUSSION
The City of Merced Public Works Department utilizes multiple vendors for the purchase of various parts, equipment, materials, supplies and services. These supplies and services are essential to daily operations and may be for ongoing maintenance, unforeseen repair work, or in response to an accident that damages City infrastructure.
Listed below are typical parts, supplies, and materials purchased from each vendor:
• Horizon Distributors, Inc. ($80,000)
o Irrigation parts, equipment, and related supplies.
• J A Momaney Services, Inc. ($150,000)
o Traffic signal and streetlight parts, equipment, and related supplies.
The Public Works Department is requesting Council waive competitive bidding requirements to allow for the continued purchase of various parts, equipment, materials, supplies and services used in ongoing Public Works maintenance and operations. The agreements have been approved as to form by the City Attorney’s Office and funding is available within the FY 2021/2022 adopted budget.
IMPACT ON CITY RESOURCES
No appropriation of funds is needed; funding is available within the FY 2021/2022 adopted budget.
ATTACHMENTS
1. Horizon Agreement
2. J A Momaney Agreement