Item Number: 20
City Council / Board of Directors
Written Communications
Meeting of: June 18, 2024
Submitted By:
Carmen Cun, Finance Director / City Treasurer
Subject:
Fiscal Year 2024-2025 Contract Renewals - Annual Supply and Service Agreements Recommendation:
That the City Council / Board of Directors award contract renewals for the Annual Supply and Service Agreements to various vendors and suppliers for Fiscal Year 2024-2025 per the Adopted Budget approved on June 04, 2024.
Fiscal Impact:
The various departments, including the following:
•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 contract renewals in the June 04, 2024 Adopted Budget. The various funding sources are listed in the tables in the Discussion section. Annual Supply Agreements total $3,543,330.00 and the Annual Service Agreements total $25,039,617.18.
Strategic Plan Goal:
These annual supply and service agreements align with the following strategic goals:
•Goal A: Financial Sustainability – foster fiscal health through disciplined long-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.
3 6
4 6
•Goal C: Support the economic vitality and preservation of the community for all its members. Stable pricing 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 a multi-year contract includes the 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 2024-2025 and 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.
A list of supply and service agreements staff are seeking approval for are listed on the following pages.
3 6
4 6
Annual Supply Provider Agreements
VENDOR
TYPE OF
SERVICE DEPT. FY 2024/2025 FUNDING SOURCE
RENEWAL
TYPE
All Star Fire
Equipment
Fire Prevention
Equipment &
Supplies
Fire $260,000.00 Fire Equipment
Expense-General Fund Cooperative
Beck Oil Fuel
PW
Water
SCLA
Fire
$750,000.00
$250,000.00
$ 90,000.00
$200,000.00
Gen Fund Bulk Fuel
Inventory; Water
Production, Admin &
Field; Airport
Operations; General
Fund-Fire
Solicit Quotes
Core & Main Inventory &
Water Supplies Water $200,000.00 Water Solicit Quotes
Flyers Energy Fuel PW
SCLA
$200,000.00
$ 7,500.00
Gen Fund Bulk Fuel
Inventory
Airport Operations
Solicit Quotes
ICONIX Inventory &
Water Supplies Water $200,000.00 Water Solicit Quotes
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
Standardization
LN Curtis
Fire Prevention
Equipment &
Supplies
Fire $200,000.00 Fire Equipment
Expense-General Fund
Cooperative
Merrimac Energy Fuel PW $200,000.00 Gen Fund Bulk Fuel
Inventory Solicit Quotes
Robertson’s
Concrete
Products
PW
SCLA
$135,080.00
$ 25,000.00
PW-Gas Tax, LTF,
Measure I, Sewer,
Storm Drain; SCLA-
Airport Operations
Options
Exercised
Southern
Counties Fuel PW $450,000.00 Gen Fund Bulk Fuel
Inventory Solicit Quotes
Vulcan Materials Hot Mix
Asphalt
PW
WD
SCLA
$120,750.00
$ 30,000.00
$ 25,000.00
PW-Gas Tax, General
Fund, Sewer; Water
SCLA-Airport
Operations
Options
Exercised
TOTAL ANNUAL SUPPLY
AGREEMENT AMOUNT
$3,543,330.00
3 6
4 6
Annual Service Provider Agreements
VENDOR TYPE OF
SERVICE
DEPT. FY 2024/2025 FUNDING SOURCE RENEWAL
TYPE
4Leaf Building and
Fire Inspection
Building
Fire
$345,900.00
$142,500.00
Building Contract
Services
Fire-Measuer P
Option Exercised
AGA Engineers,
Inc.
Traffic Signal
Design Engineering $160,000.00 Measure I Option Exercised Allied Universal
Security
Unarmed
Security Guard
Services SCLA $416,000.00 Airport Operations Option Exercised Alltech
Industries, Inc.
Security Guard
Services
Finance
Community
Services
$115,000.00
$133,810.00
Water/Solid Waste
General Fund Option Exercised
American
Landscape Landscape
Maintenance PW $972,495.00 DFAD, LMAD, MAD Option Exercised Apple Valley
Communications
IT Infostructure
Cabling/Avigilon
Maintenance,
Expansion,
Storage, Repair
& Replace
IT $1,078,000.00 General Fund Standardization
Astrum Utility
Services
Consultant –
Municipal Utility
Operations
VMUS $204,000.00
Foxborough-Electric/
VMUS Utility
Operations
Option Exercised
Broadcom
VMWare
License and
Support,
Operations
Manager
Subscription
Renewal
IT $170,000.00 General Fund Standardization
Burns &
McDonnell
Building
Support,
Construction
Management &
Inspection
Services & ALP
Update
SCLA $370,000.00 FAA Grants Continuing
Contract
CDW
Government
Corp.
Peripheral
Hardware,
Supplies &
Professional
Services
IT $165,000.00 General Fund Cooperative
Civic Plus, Next
Request 311 IT $193,000.00 General Fund Standardization Clinical Labs Lab Services /
Quality Testing Water $180,000.00 Water Operations Option Exercised DDH Apple
Valley
Qualified
Emergency
Water
Contractor
PW
Water
$100,000.00
$200,000.00
Sewer/Storm Drain
Water Option Exercised
Dell APC Support, IT $2,311,500.00 General Fund Standardization 3 6
4 6
VENDOR TYPE OF
SERVICE
DEPT. FY 2024/2025 FUNDING SOURCE RENEWAL
TYPE
Azure Server
Upgrade,
Microsoft
Renewal
Dokken
Engineering
On-Call Right of
Way Acquisition
& Appraisal Svc
Engineering $125,525.18
Water Engineering
Sewer Operations
Eng
Option Exercised
ESRI
Small
Government
Enterprise
Agreement
IT $155,000.00 General Fund Option
Exercised
Eurofins Lab Services
/Quality Testing Water $180,000.00 Water Operations Option Exercised Ferguson
Enterprise
Automated
Meter Reading
& Water Meters
Water $1,725,000.00
Water Operations
Meter Service
Change Outs
Option Exercised
General Pump Well
Maintenance
Water $800,000.00 Water Production Option Exercised
Harris &
Associates
Annual ROPS &
Tax Increment
Bond
Continuing
Disclosure
Reports
General Plan &
Housing
Element Annual
Progress
Report
City
Manager-
(EDD)
City
Manager/
(EDD)
Planning
$60,000.00
$48,000.00
$34,229.00
Successor Agency
CDR/HDPT; BV CDR
& SA
Contract Services
General Fund
Option Exercised
HD
Underground
Qualified Water
Contractor
PW
Water
$100,000.00
$200,000.00
Sewer/Storm Drain
Water Option Exercised
HDL
Sales and Use
Tax
Measure P
Finance $150,000.00
$ 50,000.00
General Fund
Measure P Option Exercised
IEC Corporation
Qualified
Electrical
Engineers
VMUS $200,000.00
Foxborough-Electric/
VMUS Utility
Operations
Option Exercised
InfoSend Utility Billing
Mailing
Water -
(Finance
PW-
(Finance)
$177,000.00
VWD-Water
Operations/
PW-Sanitation
Option Exercised
Jensen Hughes Fire Sprinkler
Analysis SCLA $191,575.00 Airport Operations Option Exercised Kelley’s
Underground
Qualified
Emergency
Water
Contractor
PW
Water
$100,000.00
$200,000.00 Sewer/Storm Drain Option Exercised
Konica Minolta Copier Least &
Maintenance
Various
Dept. $138,000.00 Various Funds
Piggyback with
SB County-On-
going
Layne
Christensen
Well
Maintenance Water $800,000.00 Water Production Option Exercised Logicalis WAP, Wireless IT $1,031,000.00 General Fund Standardization 3 6
4 6
VENDOR TYPE OF
SERVICE
DEPT. FY 2024/2025 FUNDING SOURCE RENEWAL
TYPE
Controllers,
Voice
LPA, Inc.
Design
Services for
New Police
Station
City
Manager $500,000.00 Measure P / ARPA Continuing
Contract
Mojave Water
Agency
Administrative
& Biological
Assessment
Water $192,080.00 Water Production
Ground Water
Continuing
Contract
Mojave Water
Agency
Recover (R3)
Water
Deliveries
Water $821,600.00 Water Production
Purchased Water
Continuing
Contract
Ninyo & Moore
Environmental
Consulting
Services
EDD $60,000.00 CHAS Option Exercised
NTT America
(Formally
Dimension Data)
Voice
Gateways,
Network
Infrastructure,
Firewall, Cisco,
Support,
Subscription
IT $1,844,000.00 General Fund Standardization
OpenGov
Financial
Transparency
Software
IT $150,000.00 General Fund Option Exercised
SingleWare Informacast IT $130,000.00 General Fund Standardization Transource
Services Corp. Cyber Security IT $200,000.00 General fund Option Exercised T.R. Stewart
Roto-Rooter
Qualified Sewer
Lateral Repairs PW $300,000.00 Sewer Option Exercised
Tyler
Technologies
Munis, TCM,
Energov
Software AND
Tyler Direct
Renewal and
Support
IT $400,000.00
$250,000.00
General Fund
Permitting System
Option Exercised
Univar
Water
Treatment
Chemicals
Water $297,000.00 Water HDPP Option Exercised
VJL Waste dba
Alpha Omega
Qualified Sewer
Lateral Repairs PW $150,000.00 Sewer Option Exercised
Willdan
Financial
Services
Assessment
District Services
Disclosure
Consulting
Services
Engineering
Finance
$104,640.00
$ 21,700.00
Various
CFD
Option Exercised
Woodard &
Curran
Wastewater
Treatment
Plant/
Misc. Eng.
Services
Engineering $5,736,063.00
$ 160,000.00
Wastewater
Treatment Plant
Various
Option Exercised
Total Annual Service Agreement Amount $25,039,617.18
3 6
4 6
Staff from Finance, City Manager, SCLA, VMUS, Code Compliance, Building, Planning, Fire, Engineering, Public Works, Information Technology, Economic Development, Community Services, and Water departments have reviewed the agreement options and recommend contract renewals for Fiscal Year 2024/2025. The renewal of these contracts is included in the overall budget for Fiscal Year 2024/2025, adopted on June 04, 2024.
There are no additional appropriations requested.
Staff is available to answer any questions the Council may have.
Attachments: A. Department Head Approvals