Finance and Management Services
www.santa-ana.org/finance
Item # 9
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
October 1, 2024
TOPIC: Bottled Water and Related Products
AGENDA TITLE
Citywide Purchase Order with DS Services of America, Inc. dba Primo Water North America for Bottled Water and Related Products (Specification No. 24-093) (General Fund and Non-General Fund)
RECOMMENDED ACTION
Award citywide purchase order to DS Services of America, Inc. dba Primo Water North America for bottled water and related products for a term beginning on October 2, 2024 and expiring February 29, 2028, in an annual amount not to exceed $50,000.
GOVERNMENT CODE §84308 APPLIES: No
DISCUSSION
The Purchasing Division establishes annual citywide purchase orders with vendors that provide services and materials required by City Agencies on a recurring basis. The City currently provides bottled water and related products for staff working in the field, as well as for various public-facing meetings and events.
The City’s Stores facility closed on June 30, 2024 and each City department will now procure, store, and distribute bottled water to their staff working in the field. Bottled water was previously provided by Stores and is required for daily operations. Other City departments require bottled water to provide at various community meetings and events. To facilitate these recurring procurements on an as-needed basis, establishing a citywide purchase order would allow each Agency to order bottled water against an established contract and ensure sufficient resources are readily available for staff. The need for bottled water historically fluctuates depending on weather conditions and number of planned events and meetings. With Primo Water North America, City departments are able to create accounts for their locations and schedule regular and special deliveries.
Santa Ana City Ordinance No. NS-3041 authorizes the City to purchase against contracts from any public agency utilizing a competitive bid process. County of Orange, a cooperative government purchasing agency, awarded a contract to DS Services of
Bottled Water and Related Products
October 1, 2024
4 5
7 7
6 3
4 America, Inc. dba Primo Water North America (RCA-017-22010155) as a result of open, competitive bidding on behalf of its members, which includes government agencies.
Purchasing Staff researched available procurement options, and determined that DS Services of America, Inc. dba Primo Water North America meets the City’s specifications and can consistently provide the bottled water and related products to be utilized by the City at contracted pricing. By leveraging the procurement power through cooperative purchasing, the City of Santa Ana is able to obtain vetted, high quality products at competitive volume pricing, and is in accordance with the City’s existing Purchasing Guidelines. Therefore, staff recommends awarding a contract to Primo Water North America for an annual not-to-exceed amount of $50,000, and a total contract not-to-exceed amount of $200,000 during the entire term of the contract term.
ENVIRONMENTAL IMPACT
There is no environmental impact associated with this action.
FISCAL IMPACT
The Proposed FY 2024-25 budget includes allocations to fund an estimated amount of $50,000 in the accounts listed below as well as other various departmental Miscellaneous Operating Expense accounts (no. 63001) depending on City departments’ needs. Future fiscal year funding for a total amount not to exceed $200,000 will be included in the proposed budgets for City Council consideration. Prior to utilizing the citywide contracts, the requesting departments will follow the Purchasing Policies and Procedures (Policy) and ensure funds are available. Upon successful completion of the fiscal review, the Purchasing Division will approve orders in accordance with the Policy.
Department / Division Account
CDA – Parking Meter 02718131-63001
City Council 01104012-63001
FMSA – Treasury / Customer Services 01110130-63001
HR Services 01109050-63001
PBA – Community Preservation 01116540-63001
PBA – PREP 01116550-63001
PBA – Permit & Insurance Services 01116520-63001
PRCSA – Recreation & Community Services 01113230-63001
PWA - Traffic 01117620-63001
PWA – St Trees 01117643-63001
PWA – Building Maintenance 07317100-63001
PWA – Sanitary Sewer Service 05617640-63001
PWA – Water Production & Supply 06017640-63001
PWA – Water System Maintenance 06017641-63001
PWA – Water Quality 06017644-63001
PWA – Water Admin/Engineering 06017645-63001
Bottled Water and Related Products
October 1, 2024
4 5
7 7
6 3
4 PWA – Water Meter Services 06017646-63001
EXHIBIT(S)
1. County of Orange Regional Cooperative Agreement No. RCA-017-22010155 Submitted By: Kathryn Downs, Finance and Management Services Agency Executive Director
Approved By: Alvaro Nuñez, City Manager