Finance and Management Services
www.santa-ana.org/finance
Item # 33
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
February 20, 2024
TOPIC: Blanket Order Contract for Sundry Food and Paper Goods
AGENDA TITLE
Amend Blanket Order Contract with Smart & Final Stores LLC for Sundry Food and Paper Goods, for a Revised Annual Amount Not-to-Exceed $80,000 (Specification No. 19-046) (General Fund).
RECOMMENDED ACTION
Authorize the City Manager to execute an amendment to increase Blanket Order Contract authority with Smart & Final Stores LLC for the purchase of sundry food and paper goods by $35,000, for a revised annual amount not to exceed $80,000 for the current contract term expiring June 1, 2024, and allow automatic renewal of each annual contract term until terminated.
GOVERNMENT CODE §84308 APPLIES: Yes
DISCUSSION
Various City Agencies purchase snacks, refreshments, and other various food-related items to provide to participants at City-sponsored events. Additionally, a variety of supplies and food items are provided at community events, including, but not limited to, the following: presentations, workshops, meetings, trainings, programs, and grand openings. Items purchased under this contract are generally needed in an expeditious manner. Smart & Final locations provide convenience and a wide-range of product offerings that allows staff the ability to shop for items not readily available otherwise. As community events and other approved activities, meetings, and trainings have increased since the contract with Smart & Final was first approved by the City Council in July 2, 2019, City staff is requesting an increase in contract authority to accommodate the need to supply food and paper goods for these activities. Staff is also requesting the ability to automatically renew the contract annually, as Smart & Final is the only known local grocery store that is agreeable to billing for products purchased, which expedites the process of coordinating activities.
Below are examples of activities and events that utilize the Smart & Final contract, listed by City agency.
Blanket Order Contract for Sundry Food and Paper Goods
February 20, 2024
4 0
2 7
Agency Activity
Community
Development Agency
Community Development Commission, Workforce
Development Board, and Arts & Culture Commission
meetings; and Youth Workforce Readiness activities.
Parks, Recreation,
and Community
Services Agency
Summer Camp, After School Adventures, Project PRIDE,
and Senior Social Activities, other special events and public meetings.
Planning and Building
Agency
Com-Link meetings, Planning & Building Agency
Commission meetings, Consultant-led staff trainings,
Community Leadership Trainings, and other community
outreach meetings and events.
Police Department Parent/Teen Academy, Santa Ana Police Athletic & Activity League (PAAL), Community and Junior Police Academies,
Open House at the Police Department, National Night Out, Trunk or Treat, Pancakes with Santa Ana, 31 for 31
Run/Walk event, Family Justice Center events and supplies for residents/victims, other community engagement and pop- up events, trainings, and community meetings.
Public Works Agency Water Conservation Youth Poster Contest, consultant-led staff trainings, special events, community outreach meetings, including Water Conservation outreach events, trainings, and public meetings.
Santa Ana Library Teen Space and Summer Reading Program
FISCAL IMPACT
Funding is available in the current year budget within various departmental Miscellaneous Operating Expense accounts (no. 63001) and funding for subsequent fiscal years will be included in the proposed budgets for City Council consideration.
Submitted By: Kathryn Downs, FMSA Executive Director
Approved By: Tom Hatch, Interim City Manager