CITY OF SIGNAL HILL
STAFF REPORT
2175 Cherry Avenue • Signal
Hill, California 90755-3799
7/12/2022
AGENDA ITEM
TO:
HONORABLE MAYOR
AND MEMBERS OF THE CITY COUNCIL
FROM:
SHARON DEL ROSARIO
ADMINISTRATIVE SERVICES OFFICER/FINANCE DIRECTOR
SUBJECT:
FISCAL YEAR (FY) 2022-23 (YEAR 1) COMMODITY LIST
Summary:
City Council will consider approving a list of commodities that are exempt from the requirements of the purchasing guidelines for FY 2022-23 (Year 1).
Recommendation:
Approve the list of commodities for purchase in this staff report that are exempt from the requirements of the purchasing guidelines for FY 2022-23 (Year 1).
Fiscal Impact:
There is no fiscal impact associated with the recommended action. The list of commodity purchases are already accounted for in the FY 2022-23 adopted budget within the General Fund, Water Fund, and Fleet Fund.
Strategic Plan Objectives:
Goal No. 1: Ensure long-term fiscal stability.
Goal No. 6: Promote a transparent and open government.
Background:
The Purchasing and Contracting Guidelines document the procedures and associated roles and responsibilities for contracting with consultants, or vendors for the purchase of Goods, Services, and Public Projects used for the operation of the City of Signal Hill. These Guidelines are intended to establish a system of controls for the efficient use and expenditure of public funds The City’s purchasing philosophy is to procure Goods, Services and Public Projects that represent CITY OF SIGNAL HILL Page 1 of 3 Printed on 7/8/2022
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The City’s purchasing philosophy is to procure Goods, Services and Public Projects that represent the best quality and value in the open and competitive market.
Under the Contracting Procedures all purchases must be made under the following guidelines:
· Must have unencumbered appropriations in the fund against which such expenditure is to be charged and must be sufficient to cover the amount of purchase. · Must have prior authorization by the appropriate purchasing authority. · Must meet the purchasing requirements applied to an informal vs formal purchase type; usually distinguished by the dollar amount of the purchase and may require three quotes, Request for Proposals or collaborative purchasing document.
Section 4.7 Exemptions to Contracting Procedures of the Purchasing and Contracting Guidelines cover purchases that are exempt from the requirements of the purchasing guidelines (Attachment A).
These types of purchases do not require an informal or formal bid process for the purchases of Goods, Services, or Public Projects. Some examples include a purchase in the best interests of the City, cooperative purchasing, disaster relief, emergency purchases, etc. Commodity purchases also fall under this section and include purchases for items such as fuel, sand and gravel, and water treatment chemicals, whose price fluctuates frequently. All commodity purchases still require three quotes and must fall within the approved budgets in the Fiscal Year Operating Budget.
Analysis:
As part of the new fiscal year budget process a list of commodities is brought forth for approval by the City Council on an annual basis. Approved commodities will be eligible for purchase after procuring three quotes upon the review and approval of the Finance Director and City Manager, so long as purchases fall within the approved budgets in the Fiscal Year Operating Budget.
The following is a list of FY 2022-23 commodities for consideration. All items listed are already accounted for in the adopted FY 2022-23 budget and sufficient funds are available within the operating budget for each fund.
Commodity Account Commodity Account
Cleaning Supplies (Misc.) 100-92-5740 Power steering fluid 601-40-5750 Emulsion 100-92-5740 Coolant 601-40-5750
Disinfectants 100-92-5740 Engine oil 601-40-5750
Tissue paper 100-92-5740 Transmission fluid 601-40-5750 Disinfectant cleaners 100-92-5740 Air compressor oil 601-40-5750 Hand soap 100-92-5740 Brake fluid 601-40-5750
Refrigerant 100-94-5740 Distilled vinegar 500-40-5740
Muriatic Acid 100-95-5740 Distilled water 500-40-5740
Spectracide 100-95-5740 Sulfuric acid 500-40-5721
Spray paint 100-95-5740 Chloral check 500-40-5721
Paint (5gal pails) 100-95-5740 Ferric Acid 500-40-5721
Sand and gravel 100-95-5740 Water treatment
chemicals (Misc.)
500-40-5721
Graffiti remover 100-95-5721 Salt (50lb bags) 500-40-5721 Octane gasoline 601-40-5754 Sodium Hypochlorite 500-40-5721 Diesel fuel 601-40-5754 Aqueous Ammonia 500-40-5721
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Muriatic Acid 100-95-5740 Distilled water 500-40-5740
Spectracide 100-95-5740 Sulfuric acid 500-40-5721
Spray paint 100-95-5740 Chloral check 500-40-5721
Paint (5gal pails) 100-95-5740 Ferric Acid 500-40-5721
Sand and gravel 100-95-5740 Water treatment
chemicals (Misc.)
500-40-5721
Graffiti remover 100-95-5721 Salt (50lb bags) 500-40-5721 Octane gasoline 601-40-5754 Sodium Hypochlorite 500-40-5721 Diesel fuel 601-40-5754 Aqueous Ammonia 500-40-5721
Approved:
_________________________
Hannah Shin-Heydorn
Attachment
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