ATTACHMENT D
17. Fiscal
Year
2023/2024
Contracts/Renewals
-
Annual
Supply
and
Service
Agreements
Recommendation:
That
the
City
Council/Board
of
Directors
award
contracts
for
the
Annual
Supply
and
Service
Agreements
to
various
vendors
and
suppliers
for
Fiscal
Year
2023/2024
per
the Adopted Budget approved on June 06, 2023.
Item Number: ����
City Council / Board of Directors
Written Communications
Meeting of: June 20, 2023
Submitted By:
Sophie Smith, Deputy City Manager / City Treasurer
Subject:
Fiscal Year 2023/2024 Contracts/Renewals - Annual Supply and Service Agreements
Recommendation:
That the City Council/Board of Directors award contracts for the Annual Supply and Service Agreements to various vendors and suppliers for Fiscal Year 2023/2024 per the Adopted Budget approved on June 06, 2023.
Fiscal Impact:
The following departments have included their annual costs in their department budgets:
City Manager
Fire
VMUS
SCLA
Economic Development/Successor
Agency
Finance
Information Technology
Community Services
Engineering
Public Works
Water
Building
Code Compliance
Planning
Each of these departments have budgeted their respective contracts in the June 06, 2023, Adopted Budget. The various funding sources are listed in the tables in the Discussion section. Annual Supply Agreements tota l $3,393,435.00 and t he Annual Service Agreements total $13,232,843.70.
Strategic Plan Goal:
These annual supply and service agreements align with Goal A: Financial Sustainability – foster fiscal health through disciplined l ong-term planning, cost control, increased revenues, and cost recovery. Locking in our vendors and suppliers on multi-year annual contracts ensures pricing stability and continued service levels. Goal C: Support the economic vitality and preservation of the comm unity for all its mem bers. Stable pricing 3 1
7 7
on supplies and services allows various departments the resources to initiate development projects throughout the city. Goal E: Invest in Infrastructure. Various vendors are key components to the design of infrastructure and innovation throughout the city.
Discussion:
Various departments throughout the year work with Purchasing staff to determine frequently requested/needed supplies and services. Purchasing staff determines if these supplies or services warrant a multi-year contract to avoid market price fluctuations and establish a preferred purchasing method to protect the City from these fluctuations by increasing financial stability and predictability in terms of prices, charges, and service quality. One of the advantages of multi-year contracts include reduction in administrative and maintenance costs by creating fixed annual pricing for repetitive commodity purchases, thus reducing the need for multiple instances of bidding, soliciting quotes, purchase orders, and other administrative costs while stabilizing prices over a period of five years. In addition, annual maintenance contracts provide the City with a form of assurance knowing repairs will be provided efficiently and economically. The City is guaranteed the supplier will keep a full stock of original spare parts, have qualified personnel readily available for preventative maintenance and emergency calls, standby equipment, and offer substantial discounts. The City can better predict its spending through annual contracts and develop spending trends to seek ways to improve savings, thereby providing continuous improvement of its processes over the long term.
Each of the competitively bid and/or sole source contracts from the following supply and service providers allow for an additional one-year contract renewal option based on performance. Purchasing staff worked with appropriate City and District staff to inquire a desire to exercise the renewal option available for these agreements for an additional option year, based on satisfactory performance, those department approvals are attached for your reference. The listed supply and service providers have expressed an interest in exercising said options for Fiscal Year 2023/2024, and a majority have agreed to honor the contract pricing with the inclusion of State regulations involving the Department of Industrial Relations (DIR) prevailing wage requirements SB854 and AB219.
In regard to one of our service contracts, High Desert Homeless Services’ contract renewal for their Interim Shelter operations includes a reduced scope of services and a month-to-month term. High Desert Homeless Services continuance of services as the shelter operator at the Interim Shelter is required until such time operations transition to the Wellness Center. Transition of the clients from the Interim Shelter to the Wellness Center, which includes the closure of the Interim Shelter, is anticipated to occur within the next six months.
Below is a list of supply and service agreements staff is seeking for approval. 3 1
7 7
Annual Supply Provider Agreements
VENDOR TYPE OF SERVICE DEPT FY 2023/2024 FUNDING SOURCE All Star Fire
Equipment
Fire Prevention
Equipment &
Supplies
FIRE $485,000.00 Fire Equipment
Expense
LN Curtis Fire Prevention
Equipment &
Supplies
FIRE $250,000.00 Fire Equipment
Expense
Flyers Energy Fuel PW $200,000.00
Gen Fund Bulk
Fuel Inventory
Southern Counties Fuel PW $250,000.00
Gen Fund Bulk
Fuel Inventory
Merrimac Energy Fuel PW $200,000.00
Gen Fund Bulk
Fuel Inventory
Beck Oil Fuel
PW
WATER
SCLA
FIRE
$750,000.00
$250,000.00
$119,605.00
$190,000.00
Gen Fund Bulk
Fuel Inventory;
Water Production,
Admin & Field;
Airport
Operations;
General Fund-Fire
Imperial Sprinkler Irrigation Supplies PW
PARKS
$100,000.00
$100,000.00
PW-
LMAD/DFAD/MAD
Gas Tax, LTF,
Storm
Drain, Sewer,
PW-Parks General
Fund
Robertson’s Concrete Products PW
SCLA
$135,080.00
$ 25,000.00
PW-Gas Tax,
LTF, Measure I,
Sewer, Storm
Drain; SCLA-
Airport
Operations
Vulcan Materials Hot Mix Asphalt
PW
WD
SCLA
$120,750.00
$ 30,000.00
$ 50,000.00
PW-Gas Tax,
General Fund,
Water, Sewer;
VWD -Field
Infrastructure
Repairs;
SCLA-Airport
Operations
3 1
7 7
Waxie Janitorial Supplies
PW-PARKS
BUILDING-FAC.
FIRE
SCLA
$40,000.00
$58,000.00
$25,000.00
$15,000.00
General Fund -
Parks
General Fund-
Fac.
General Fund –
Fire
Airport
Operations
Total Annual Supply Provider Agreement Amount $3,393,435.00 Annual Service Provider Agreements
VENDOR TYPE OF SERVICE DEPT FY 2023/2024 FUNDING
SOURCE
Dell
Microsoft EA &
Subscriptions
Renewal; Dell
Server, Compellent
San & APC Support
and Battery Refresh;
VMware Renewal;
Tape Library, SQL
Licenses
IT $310,500.00 General Fund
NTT America
(formally
Dimension Data)
Cisco Smartnet,
Managed Services,
Meraki, Lic. & Webex
Sub.
IT $250,000.00 General Fund
Logicalis
Veeam Backup,
Cisco AMP for
Endpoints, Cisco
Umbrella & Security
Licensing
IT $200,000.00 General Fund
Tyler Technologies
Munis, TCM,
Energov Software
AND Tyler Direct
Renewal and
Support
IT $896,423.00
General Fund
Water
Solid Waste &
Dev. Tech
Robert Half
International
Consultative & Talen
Acquisition Services IT $218,000.00 General Fund
OpenGov
Financial
Transparency
Software
IT $150,000.00 General Fund
Alltech Industries,
Inc.
Security Guard
Services
FINANCE
COMMUNITY
SERVICES
$109,893.36
$102,490.00
General Fund
Water/Solid
Waste
Clifton/Larson/Allen
LLP
Professional Auditing
Services FINANCE $144,953.00
General Fund,
Water, Airport
Operations
HDL Sales and Use Tax
Measure P FINANCE $150,000.00
$50,000.00
General Fund;
Measure P
Astrum Utility
Services
Consultant –
Municipal Utility
Operations
VMUS $193,200.00
Foxborough-
Electric/ VMUS
Utility
Operations
IEC Corporation Qualified Electrical
Engineers VMUS $200,000.00
Foxborough-
Electric/ VMUS
Utility
Operations
4Leaf Building and Fire
Inspection
BUILDING
FIRE $436,500.00
Building Fire
Contract
Services
High Desert
Homeless Services
Interim Homeless
Shelter Lead
Operator at the
Westwinds Sports
Center located at
18241 George Blvd.
Planning $830,000.00 Measure P
Harris & Associates
Housing Successor
Agency/RFP Review
Annual ROPS & Tax
Increment
Bond Continuing/
Disclosure Reports
General Plan &
Housing Element
Annual Progress
Report
Old Town Community
Revitalization (CRIA)
EDD
City Manager
City Mgr/(EDD)
Planning
Planning
$5,000.00
$70,000.00
$57,000.00
$33,395.00
$10,000.00
CHAS,Contract
Service
City Manager-
SCLA
CDR/HDPT; BV
CDR & SA
Contract
Services
General Fund
State Grant-
Development
AGA Engineers, Inc. Traffic Signal Design ENG $160,000.00 Measure I HR Green On-Call Plan & Map
Checking ENG $150,000.00 General Fund,
On-Call
Water Systems
Consulting
On-Call Engineering
Services ENG $250,000.00 Water
Operations
Woodard & Curran
SCLA Wastewater
Treatment Plan
Misc. Eng. Services
ENG $497,200.00
$160,000.00
Wastewater
Treatment
Plant
Fireworks & Stage
FX America
4th of July Annual
Fireworks Show
COMMUNITY
SERVICES $206,000.00 General Fund-
Fireworks
American
Landscape Landscape Maint. PW $844,495.00 DFAD, LMAD,
MAD
T.R. Stewart-Roto- Qualified Sewer PW $300,000.00 Sewer
Rooter Lateral Repairs
VJL Waste dba
Alpha Omega
Qualified Sewer
Lateral Repairs PW $225,000.00
Sewer
West Coast Arborist Tree Trimming PW
PARKS
$84,475.00
$50,000.00
PW- LTF,
Sewer, LMAD,
DFAD, MAD,
PW-Parks
General Fund
Burns & McDonnell
Building Support,
Construction
Management &
Inspection Services &
ALP Update
SCLA $902,243.34
$594,996.00 FAA Grants
Ferguson Enterprise
Automated Meter
Reading System and
Water Meters
WD $870,000.00
Water
Operations
Meter Service
Change Outs
InfoSend Utility Billing Mailing WD - (FINANCE)
PW- (FINANCE) $177,200.00
VWD-Water
Operations/
PW-Sanitation
Clinical Labs Lab Serv ices WD $150,000.00 Water
Operations
Eurofins Lab Servic es WD $150,000.00 Water
Operations
General Pump Well Maintenance WD $771,000.00 Water
Production
Layne Christensen Well Ma intenance WD $771,000.00 Water Production
Univar
Water Treatment
Chemicals WD $317,000.00 Water HDPP
Mojave Water
Agency
Administrative &
Biological
Assessment
WD $175,280.00
Water
Production/Gro
und Water
Mojave Water
Agency
Recover (R3) Water
Deliveries WD $821,600.00
Water
Production/Pur
chased Water
Konica Minolta Copier Least & Ma int. Various Dept. $188,000.00 Various Funds
Total Annual Service Agreement Amount $13,232,843.70
Staff from Finance, City Manager, SCLA, VMUS , Code Compliance, Building, Planning, Fire, Engineering, Public Works, Inform ation Technology, Econo mic Development and Water departments have reviewed the agr eement options and recommend contracts/ renewals for Fiscal Year 2023/2024. The contract/renewal costs of these contracts were included in the overall budget for Fisca l Year 2023/2024, adopt ed on June 06, 2023.
There are no additional appropriations requested.
Staff remains available to answer any questions the Council may have.
Attachments:
A. Department Head Approvals