City of Sacramento
City Council - 2PM Report
915 I Street Sacramento, CA 95814
www.cityofsacramento.org
File ID: 2024-01674 10/15/2024 Consent Item 15.
Contract Amendment: Lumber and Miscellaneous Hardware
File ID: 2024-01674
Location: Citywide
Recommendation: Pass a Motion: 1) increasing the not-to-exceed contract amount to $315,000 for Lumber and Miscellaneous Hardware with Berco Redwood, Inc., DBA Berry Lumber; 2) exercise the second and final one-year possible extension expiring December 20, 2025; 3) suspending competitive bidding by two-thirds vote of the City Council in the best interests of the city; and 4) authorizing the City Manager or City Manager’s designee to execute the contract amendment as specified.
Contact: Joshua Calista, Assistant Chief, (916)808-1640, [email protected] Presenter: None
Attachments:
1-Description/Analysis
2-Berco Redwood Inc. DBA Berry Lumber Contract
Description/Analysis
Issue Detail: The Sacramento Fire Department’s Training Division is responsible for obtaining supplies needed for fire drills and recruit academies. The Department is requesting council approval to execute a supplemental agreement to the existing contract with Berco Redwood, Inc., DBA Berry Lumber.
In October 2020, Fire Department staff posted the Invitation for Bid (IFB) for the procurement of lumber and miscellaneous hardware under IFB No. B211214210001. The IFB was posted three weeks on the City’s Planet bid solicitation website. The Fire Department did not receive any proposals. Training division staff completed a price comparison between local suppliers for needed items and determined that Berco Redwood, Inc., DBA Berry Lumber offers the required supplies at the lowest price.
The Fire Department currently has a fully executed contract (PRC001287) with Berco Redwood, Inc.,
File ID: 2024-01674 10/15/2024 Consent Item 15.
DBA Berry Lumber valid through December 21, 2024, with a not-to-exceed $245,000. To date a total of $234,702.03 has been expended with a remaining balance of $10,297.97 on the contract for the remainder of the current contract period. Staff recommends amending the current total not-to-exceed amount from $245,000 to $315,000 to maintain sufficient funding for the Fire Department to make purchases as necessary for continuation of supplies needed for fire drills and recruit academies and exercise the second and final one-year extension available.
Policy Considerations: The initial contract was executed under City of Sacramento Charter
3.56.080 - Authority of City Manager- Subject to the availability of funds and the procedures set forth in this chapter, the city manager is authorized to bind the city, by written contract or purchase order, involving an expenditure under $250,000 in any one transaction, without first advertising or obtaining specific authorization by the city council, for the purchase of supplies or nonprofessional services for the city.
This council report is requesting an increased not-to-exceed amount requiring council approval per City of Sacramento Charter 3.56.090, all contracts for supplies or nonprofessional services involving an expenditure of $250,000 or more shall be awarded by the City Council. Such contracts shall be formal written agreements executed by the city manager on behalf of the city. The signature by the city manager constitutes his or her certification that there remains unexpended and unapplied balances of the appropriations or funds applicable to the contract sufficient to pay the estimated expense of executing the contract.
Economic Impacts: None.
Environmental Considerations: Ongoing administrative maintenance activities, such as purchases of supplies, equipment or materials which are not made for purposes of a public construction project, do not constitute a “project” and are exempt from the California Environmental Quality Act (CEQA) CEQA Guidelines, Section 15061(b) (3), 15378(b) (2).
Sustainability: Not Applicable.
Commission/Committee Action: Not Applicable.
Rational for Recommendation: The Sacramento Fire Department’s Training Division is responsible for obtaining supplies needed for fire drills and recruit academies. Lumber and miscellaneous hardware is required to be purchased to execute the necessary drills and academies.
Financial Considerations: Sufficient funding for this contract is available in the Fire Department’s Externally Funded Program (EFP).
Local Business Enterprise (LBE): Not Applicable - waived. Berry Lumber qualifies as a Local Business Enterprise (LBE) with the City of Sacramento.
Attachment 1 to Exhibit A