Report Prepared by: Ken F. Elwin, Director of Public Works
Title
SUBJECT: Approval to Waive the Competitive Bidding Requirements, Approving and Ratifying the Purchase of Parts, Equipment, and Supplies as Necessary for Public Works Maintenance and Operations Through June 30, 2024
REPORT IN BRIEF
Considers approving to waive the City’s competitive bidding requirements pursuant to Merced Municipal Code Section 3.04.210, approving and ratifying the purchase of various parts, equipment, and supplies for Public Works maintenance and operations for Fiscal Year 2023/2024.
RECOMMENDATION
City Council - Adopt a motion:
A. Waiving the City’s competitive bidding requirement as permitted by Merced Municipal Code Section 3.4.210 for annual supplies and services; and,
B. Approving and ratifying the purchase up to $90,000 with C&R Royal SVC, Inc. (NAPA Auto Parts) through June 30, 2024; and,
C. Approving and ratifying the purchase up to $60,000 with Ennis-Flint, Inc., through June 30, 2024; and,
D. Approving and ratifying the purchase up to $70,000 with Holt of California through June 30, 2024; and,
E. Approving and ratifying the purchase up to $160,000 with Interstate Truck Center through June 30, 2024; and,
F. Approving and ratifying the purchase up to $70,000 with Jorgensen & Sons, Inc., through June 30, 2024; and,
G. Approving and ratifying the purchase up to $60,000 with Municipal Maintenance Equipment through June 30, 2024; and,
H. Approving and ratifying the purchase up to $120,000 with PrivITation Consulting Corp through June 30, 2024; and,
I. Approving and ratifying the purchase up to $55,000 with Razzari Ford through June 30, 2024; and,
J. Approving and ratifying the purchase up to $60,000 with Wille Electric Supply Co through June 30, 2024; and,
K. Approving and ratifying the purchase up to $55,000 with YSI, Inc., through June 30, 2024; and,
L. Authorizing the City buyer to issue the purchase orders; and,
M. Authorizing the Finance Officer to make the necessary budget adjustments; and,
N. Authorizing the City Manager to execute the necessary documents.
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 2023-24 Adopted Budget.
DISCUSSION
The City of Merced Public Works Department utilizes multiple vendors for the purchase of various parts, equipment, materials, supplies, and limited 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, materials, and services purchased from each vendor:
Facilities Division
HVAC automation, repair, and related services:
• PrivITation Consulting Corp. ($120,000)
Fleet Division
Vehicle parts and vehicle repair/parts installation services:
• C&R Royal SVC, Inc. / NAPA Auto Parts ($90,000)
• Holt of California ($70,000)
• Interstate Truck Center ($160,000) - Council approved purchases up to $150,000 at the July 3, 2023, Council meeting. This request is to add authority for an additional $10,0000.
• Razzari Ford ($55,000)
Streets Division
Traffic/marking paint and related supplies:
• Ennis-Flint, Inc. ($60,000)
WWTP Division
VFD (Variable Frequency Drive) replacements and related parts, equipment, and supplies:
• Wille Electric Supply Co ($60,000)
Turbidity meters, probes, and related equipment:
• YSI, Inc. ($55,000)
City-wide
Fire extinguisher replacements, service, testing and certification:
• Jorgensen & Sons, Inc. ($70,000)
Purchases from a single vendor in a fiscal year are aggregated together in the above totals. Staff is requesting Council waive competitive bidding requirements for annual supplies and services and ratify combined purchases that exceeded the City Manager threshold in the current fiscal year, as well as approve continued purchases of various parts, equipment, materials, supplies and services used in ongoing Public Works maintenance and operations up to the listed thresholds through June 30, 2024.
IMPACT ON CITY RESOURCES
No appropriation of funds is needed. Funding is available within the Fiscal Year 2023-24 budget.
ATTACHMENTS
None.