Revisions
Revision to Agenda Item #2
• Revising Draft Ordinance No. 2450
(Attachment A), correcting an inadvertent
typographical error in Subsection 16-
3.07.015(b)(4)(v) of the Draft Ordinance
from “Section 16-3.07.015(b)(2)(iii)” to
“Subsection 16-3.07.015(b)(4)(iii)” on
ITEM NO. 2
REVISIONS – REDLINE
documentation demonstrating by clear and convincing evidence that the applicant has acquired or is acquiring a legally nonconforming tobacco retail establishment in an arm's length transaction.
c. The application seeks authorization for tobacco retailing for a proprietor to whom the Development Code prohibits tobacco retailer status to be granted. d. The application seeks authorization for tobacco retailing that is prohibited pursuant to this Chapter (e.g., mobile vending), that is unlawful pursuant to any provision of the Victorville Municipal Code, or that is unlawful pursuant to any other law. e. The application seeks authorization for tobacco retailing at a location in non- compliance with the operating standards and/or compliance monitoring requirements set forth in Subsections 16-3.07.015(b)(5) and 16-3.07.015(c) of this Section.
f. A denial of a license application shall be in writing, citing the reasons for such denial and shall be appealable in accordance with the administrative appeal procedures outlined in Chapter 2, Article 2 of this Title.
(iv) A TRL is non-transferable and shall be valid for a period of up to one year. A TRL is further subject to annual renewal, including licensing and inspection fees, in conjunction with the City business license renewal process.
a. A TRL renewal shall only be granted if no violations are found during the annual compliance monitoring inspection required by Subsection 16-3.07.015(c)(1) of this Section.
(v) A TRL may be denied pursuant to Subsection 16-3.07.015(b)(4)(iii) of this Article.
(5) Existing Nonconforming Tobacco Retailer Establishments.
(i) Regulations established
a. All nonconforming tobacco retail establishments, as defined in Section 16-01.03.010 of this Title, lawfully operating prior to [effective date of ordinance] are legal nonconforming uses and shall be permitted to continue operating as tobacco retailer establishments. Such establishments may continue to lawfully operate provided the business is conducted in compliance with the operating standards contained in Subsection 16-3.07.015(b)(6)(ii) and all other applicable provisions of the tobacco retailer establishment regulations specified in this Subsection 16-3.07.015(b).
(ii) Automatic nonconforming tobacco retailer designation a. As of [the effective date of this ordinance], each tobacco retailer establishment in the City is a nonconforming tobacco retailer establishment, as defined in Section 16-1.01.010 of this Title, provided it was lawfully operating prior to [the effective date of this ordinance]. In order to obtain and maintain legal nonconforming status, each nonconforming tobacco retailer shall:
1. Comply with all requirements and operational standards for tobacco retailer establishments set forth in Subsection 16-3.07.015(b)(6)(ii) of this Section and the nonconforming use provisions in Article 5 of this Chapter;
2. Obtain and maintain an annual tobacco retailer license as set forth in Subsection 16-3.07.015(b)(4), as applicable; and
3. Complete and pass an initial and annual inspection as outlined in Subsection 16-3.07.015(c) of this Section.
(iii) Nonconforming tobacco retailers; Notice
a. Prior to [the effective date of the ordinance] the City shall notify the proprietor of a tobacco retailer of its nonconforming status at the address as shown on their City Deleted: 2
ITEM NO. 2
REVISIONS - CLEAN
documentation demonstrating by clear and convincing evidence that the applicant has acquired or is acquiring a legally nonconforming tobacco retail establishment in an arm's length transaction.
c. The application seeks authorization for tobacco retailing for a proprietor to whom the Development Code prohibits tobacco retailer status to be granted. d. The application seeks authorization for tobacco retailing that is prohibited pursuant to this Chapter (e.g., mobile vending), that is unlawful pursuant to any provision of the Victorville Municipal Code, or that is unlawful pursuant to any other law. e. The application seeks authorization for tobacco retailing at a location in non- compliance with the operating standards and/or comp liance monitoring requirements set forth in Subsections 16-3.07.015(b)(5) and 16-3.07.015(c) of this Section.
f. A denial of a license application shall be in wr iting, citing the reasons for such denial and shall be appealable in accordance with the admi nistrative appeal procedures outlined in Chapter 2, Article 2 of this Title.
(iv) A TRL is non-transferable and shall be valid f or a period of up to one year. A TRL is further subject to annual renewal, including licensing and inspection fees, in conjunction with the City business license renewal process.
a. A TRL renewal shall only be granted if no violat ions are found during the annual compliance monitoring inspection required by Subsection 16-3.07.015(c)(1) of this Section.
(v) A TRL may be denied pursuant to Subsection 16-3.07.015(b)(4)(iii) of this Article.
(5) Existing Nonconforming Tobacco Retailer Establishments.
(i) Regulations established
a. All nonconforming tobacco retail establishments, as defined in Section 16-01.03.010 of this Title, lawfully operating prior to [effecti ve date of ordinance] are legal nonconforming uses and shall be permitted to continue operating as tobacco retailer establishments. Such establishments may continue to lawfully operate provided the business is conducted in compliance with the operat ing standards contained in Subsection 16-3.07.015(b)(6)(ii) and all other applicable provisions of the tobacco retailer establishment regulations specified in this Subsection 16-3.07.015(b).
(ii) Automatic nonconforming tobacco retailer designation a. As of [the effective date of this ordinance], ea ch tobacco retailer establishment in the City is a nonconforming tobacco retailer estab lishment, as defined in Section 16-1.01.010 of this Title, provided it was lawfully operating prior to [the effective date of this ordinance]. In order to obtain and maintain legal nonconforming status, each nonconforming tobacco retailer shall:
1. Comply with all requirements and operational sta ndards for tobacco retailer establishments set forth in Subsection 16-3.07.015(b)(6)(ii) of this Section and the nonconforming use provisions in Article 5 of this Chapter;
2. Obtain and maintain an annual tobacco retailer license as set forth in Subsection 16-3.07.015(b)(4), as applicable; and
3. Complete and pass an initial and annual inspecti on as outlined in Subsection 16-3.07.015(c) of this Section.
(iii) Nonconforming tobacco retailers; Notice
a. Prior to [the effective date of the ordinance] t he City shall notify the proprietor of a tobacco retailer of its nonconforming status at the address as shown on their City Revision to Agenda Item #21
• Revising the fiscal impact section, increasing the
Annual Services Agreements total amount from
$25,039,617.18 to $25,059,617.18
• Revising the discussion section, Annual Service
Provider Agreement, Harris & Associates to
include Community Revitalization Investment
Authority Service for the Planning Department
at $20,000.00
• Updating the Total Annual Service Agreement
Amount from $25,039,617.18 to $25,059,617.18
• Revising Attachment A, Department Planning to
including Harris & Associates/Community
Revitalization Authority in the amount of
$20,000 with associated project coding and
funding source
ITEM 21
REVISIONS - REDLINE
Item Number: 21
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 $25,0539,617.18.
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.
• 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 a nd 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 include s 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 stabi lizing 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.
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
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
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
Community
Revitalization
Investment
Authority
City
Manager-
(EDD)
City
Manager/
(EDD)
Planning
Planning
$60,000.00
$48,000.00
$34,229.00
$20,000.00
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
VENDOR
TYPE OF
SERVICE
DEPT.
FY 2024/2025
FUNDING SOURCE
RENEWAL
TYPE
Layne
Christensen
Well
Maintenance
Water $800,000.00 Water Production Option Exercised
Logicalis
WAP, Wireless
Controllers,
Voice
IT $1,031,000.00 General Fund Standardization
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/
Engineering $5,736,063.00
$ 160,000.00
Wastewater
Treatment Plant
Various
Option Exercised
VENDOR
TYPE OF
SERVICE
DEPT.
FY 2024/2025
FUNDING SOURCE
RENEWAL
TYPE
Misc. Eng.
Services
Total Annual Service Agreement Amount
$25,0539,617.1
8 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
Attachment A
Department Head Approvals
DocuSign Envelope ID: CDF7D15E-1144-4FE9-9FBC-1F3AD7BE1465 DEPT.: ______
FY
Contracts that require Council approval
Project Current Current FY24/25
Vendor/Description Services No/Annual Type of Contract Current Contract Status of Proposed Renew/ PO Contract Amount Expenditures Exp'iratlon Options Amount Rebid Alltech lnd./Unarmed Security Guard CC22-111 102490 68206.36 06-30-24 133810.00 Funding Source: Recreation General Fund
Comments: Elllllllds S125Kllihon oomblned Finance $109.111$.36 • R80l'lllltlon pOlllon lncludel • Youlll llul<elbal llunmer Saalco1 CD Hook-$7,200; Wln18r SNalon O Hook· $5,800.00; After Houra 8ecullly O Dorl8 0....-118, oeo.oo llJrary.
Funding Source: Library General Fund
Imperial Sprinkler/Sprinker Supplies Annual PO
I I 100000 I
53976.09
I
06-30-24
I I
100000.00
I Renew
Funding Source: Par1<:s General Fund Comments: Exceeds $125K when combined with PW, $100,000.00 Annual Supply Only� No Agreement-Amount for CC to approve Funding Soun:e:
Funding Source:
Comments:
Funding Source:
funding Source:
Comments:
Funding Source:
Renew
Funding Source:
Funding Source: Comments:
DEPT HEAD REVIEW AND APPROVAL: [2= �ifu,----li11W1��4iiliiii.C.C1>4li45�18'4&;4��7 �===--------------- 5/GNATLJRf
Community Services
24/25
DEPT.:.EDD
FY 24/25
Vendor/Description Services
Harris & Associates/Annual Preparation of
Recognized Obligations Payment
Funding Source: 30330Hl-52300
Funding Source:
Harris & Associates/Bonding Disclosures
Funding Source: 4550020-52300
Funding Source: 3033010-52300
Ninyo & Moore Geotechnical//Environmental
Consulting Services
Funding Source:
Funding Source:
Ninyo & Moore
Geotechnical//Environmental Consuitinm!
Funding Source: 2053080-52300-89001
Funding Source:
Funding Source:
Funding Source:
Contracts that require Council approval
Project Current Current FY24/25
No/Annual Type of Contract Current Contract Status of Proposed Renew/ PO Contract Amount Expenditures Expiration Options Amount Rebid ESC23-001 Professional $70,000.00 $ 0.00 06/30/24 2OF4 $60,000.00 Renew Comments: Exceeds $125K when combined with ESC23-002 & Planning $36,795.00; Please replace Exhibit B with new pay scale (attached).
ESC23-002 I Professional
I $48,000.00 1 s 25. 162.25 1 06/30/24 l20F 4 I
$48,000.00 I Renew
Comments: Exceeds $125K when combined with ESC23-001 & Planning $36,795.00. Please replace Exhibit B with new pay scale (attached).
ESC23-097 Professional $40,000.00 07/30/24 NONE End
Comments: Not sure of expenses as contract or contract number were not attached to POs. No options available. WIii need new agreement for FY24-25.
Professional
Comments: New agreement for FY 24-25- Groundwater Remediation at NuWay Comments:
$60,000.00
DEPT HEAD REVIEW AND APPROVAL: __ ��/2�---===
L7
;;_:,,._=�=----=:::::::-__ __:_· _______ _
7 SIGNATURE
Exceeds $125K, when combined with ESC20-039 $1,562,598.00.
DEPT.:. FIRE
FY 24/25
Vendor/Description Services
All Star Fire EquipmenUPPE
Funding Source: 1002010-52221-96116
Funding Source:
Beck Oil/Fuel
Funding Source: 1002010-52202
Funding Source: 1052010-52202
LN Curtis/Fire Prevention Equipment & Supplies
Funding Source: 1002010-52220-Various
Project Current
No/Annual Type of Contract
PO Contract Amount
Annual PO Annual PO Only $485,000.00
Comments: For purchase of tumouts
Current
Expenditures
$ 309,937.58
Annual PO I Annual PO Only
I
$190.000.00 I $ 150.992.01 I
Comments: One third of fire's fuel will be charged to Measure P Annual PO Annual PO Only $ 250,000.00
Comments: Also funded from 1002010-52221-various
$80,695.00
Contracts that require Council approval
I Current FY24/25
Contract !status of Proposed Renew/
Expiration , Options Amount Rebid
06/30/24 NONE $260,000.00 Renew
06/30/24 INONE I $ 200,000.00 I Renew
06/30/24 NONE $ 200,000.00 Renew
Funding Source: 1052010-52220- Varios D This is for various equipment purchases and other PPE items such as boots
Comments: Funding Source: Funding Source:
Funding Source:
Funding Source: Comments:
';')� DEPT HEAD REVIEW AND APPROVAL: __ ..::::.(-.:. t_/::...._._,/'--""�-=-=--"'-"�'-----1..._---------
S/GNATURE
DEPT.:_IT
FY 24/25
Vendor /Description Services
NTT America
Voice Gateways, Network lnfi'astructure, Firewall, Switches, Cisco, s.upport, Subscription, Offsite Router, Cloud Migration, Managed Service, UC Flex Project
No/Annual
PO
ANNUALPO
Current
Type of Contract Current
Contract Amount Expenditures
Annual PO Only $ 250,000.00 $54,525.56
Funding Source: 1001555-52220 $530,000 Comments: 1001555-55050-36026 $378,ooo 1001557-52300 $360,000 Funding Source: 1001555-523 00 $175,000
OpenGov Service Con�I General Service
Funding Source: 100 15695-52300 Comments:
Funding Source:
Comments:
Annual PO
FundingSource:
Funding Source:
Single Wire
lnformacast
Funding Source: 100 1557-52300
Comments:
Funding Source:
Tyler Technologies NONE Munis Saas, EnerGov, Support
Funding Source: 1001557-52300 $400, 00ia
Funding Source: 1111561-52300 $250, 00
Annual PO
General Service
I $100,290.00 I $ 99.000.00 I
$0.00 $0.00
$646,460.0 0 $ 377,295. 05
Contracts that require Council approval
I Current FV24/25
Contract I Status of Proposed Renew/
Expiration I Options Amount Rebid
06/30/24 NONE $ 1,844,00 0.00
1001555-55050-36040 $401,000
10/18/24 i 1 OF4 I $150,000.00 I Renew
NONE $ 130,000.00
01/11/25 BASE YR $ 650,000.00 Renew
DEPT.:. PLANNING
FY 24/25
Vendor/Description Services
CMC Architects/Design of the Wellness &
Recuperative Care Center !1
Funding Source:
Funding Source:
Harris & Associates/General Plan & Housing
Element
Funding Source: 1004020-52300
Funding Source:
Funding Source:
Funding Source:
Funding Source:
Funding Source:
Funding Source:
Funding Source:
Project Current
No/Annual Type of Contract
PO Contract Amount
ESC21-088 Professional $ 1,056,342.80
Comments: No options to extend available.
ESC22-089 I Professional
I
$36,795.00
I
Contracts that require Council approval
Current FY24/25
Current Contract Status of Proposed
Expenditures Expiration Options Amount
$35,936.00 06/30/24 NONE $ 0.00
$8,230.00 I 06/30/24 I 2 of 7 I $34,229.00
Comments: 2 of 7 Options, 5 options left. Exceeds $125K when combined with EDD 70K & 57K Comments:
Comments:
Comments:
DEPT HEAD REVIEW AND APPROVAL:_L,
�:::::__;,/L/.
:__��:::.._-�::';;J.,;;.....-�:=:::::=:=: _________ _
SIGNATURE
Renew/
Rebid
End
l:RenewHarris & Associates/General Plan & Housing
Element
Harris & Associates/Community
Revitalization Investment Authority $20,000.00 RenewESC21-079 Professional 1004020-52300
Approved Via Email,
Approved via Email
Vendor/Description of Services Project No/
Annual PO
Type of
Contract
Current
Contract
Amount
Current
Expenditures
Contract
Expiration
Current
Status of
Options
FY24/25
Proposed
Amount
Renew/
Rebid
ITEM 21
REVISIONS – CLEAN
Item Number: 21
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 $25,059,617.18.
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.
• 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 a nd 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 include s 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 stabi lizing 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.
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
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
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
Community
Revitalization
Investment
Authority
City
Manager-
(EDD)
City
Manager/
(EDD)
Planning
Planning
$60,000.00
$48,000.00
$34,229.00
$20,000.00
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
VENDOR
TYPE OF
SERVICE
DEPT.
FY 2024/2025
FUNDING SOURCE
RENEWAL
TYPE
Layne
Christensen
Well
Maintenance
Water $800,000.00 Water Production Option Exercised
Logicalis
WAP, Wireless
Controllers,
Voice
IT $1,031,000.00 General Fund Standardization
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/
Engineering $5,736,063.00
$ 160,000.00
Wastewater
Treatment Plant
Various
Option Exercised
VENDOR
TYPE OF
SERVICE
DEPT.
FY 2024/2025
FUNDING SOURCE
RENEWAL
TYPE
Misc. Eng.
Services
Total Annual Service Agreement Amount
$25,059,617.18
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
Attachment A
Department Head Approvals
DocuSign Envelope ID: CDF7D15E-1144-4FE9-9FBC-1F3AD7BE1465 DEPT.: ______
FY
Contracts that require Council approval
Project Current Current FY24/25
Vendor/Description Services No/Annual Type of Contract Current Contract Status of Proposed Renew/ PO Contract Amount Expenditures Exp'iratlon Options Amount Rebid Alltech lnd./Unarmed Security Guard CC22-111 102490 68206.36 06-30-24 133810.00 Funding Source: Recreation General Fund
Comments: Elllllllds S125Kllihon oomblned Finance $109.111$.36 • R80l'lllltlon pOlllon lncludel • Youlll llul<elbal llunmer Saalco1 CD Hook-$7,200; Wln18r SNalon O Hook· $5,800.00; After Houra 8ecullly O Dorl8 0....-118, oeo.oo llJrary.
Funding Source: Library General Fund
Imperial Sprinkler/Sprinker Supplies Annual PO
I I 100000 I
53976.09
I
06-30-24
I I
100000.00
I Renew
Funding Source: Par1<:s General Fund Comments: Exceeds $125K when combined with PW, $100,000.00 Annual Supply Only� No Agreement-Amount for CC to approve Funding Soun:e:
Funding Source:
Comments:
Funding Source:
funding Source:
Comments:
Funding Source:
Renew
Funding Source:
Funding Source: Comments:
DEPT HEAD REVIEW AND APPROVAL: [2= �ifu,----li11W1��4iiliiii.C.C1>4li45�18'4&;4��7 �===--------------- 5/GNATLJRf
Community Services
24/25
DEPT.:.EDD
FY 24/25
Vendor/Description Services
Harris & Associates/Annual Preparation of
Recognized Obligations Payment
Funding Source: 30330Hl-52300
Funding Source:
Harris & Associates/Bonding Disclosures
Funding Source: 4550020-52300
Funding Source: 3033010-52300
Ninyo & Moore Geotechnical//Environmental
Consulting Services
Funding Source:
Funding Source:
Ninyo & Moore
Geotechnical//Environmental Consuitinm!
Funding Source: 2053080-52300-89001
Funding Source:
Funding Source:
Funding Source:
Contracts that require Council approval
Project Current Current FY24/25
No/Annual Type of Contract Current Contract Status of Proposed Renew/ PO Contract Amount Expenditures Expiration Options Amount Rebid ESC23-001 Professional $70,000.00 $ 0.00 06/30/24 2OF4 $60,000.00 Renew Comments: Exceeds $125K when combined with ESC23-002 & Planning $36,795.00; Please replace Exhibit B with new pay scale (attached).
ESC23-002 I Professional
I $48,000.00 1 s 25. 162.25 1 06/30/24 l20F 4 I
$48,000.00 I Renew
Comments: Exceeds $125K when combined with ESC23-001 & Planning $36,795.00. Please replace Exhibit B with new pay scale (attached).
ESC23-097 Professional $40,000.00 07/30/24 NONE End
Comments: Not sure of expenses as contract or contract number were not attached to POs. No options available. WIii need new agreement for FY24-25.
Professional
Comments: New agreement for FY 24-25- Groundwater Remediation at NuWay Comments:
$60,000.00
DEPT HEAD REVIEW AND APPROVAL: __ ��/2�---===
L7
;;_:,,._=�=----=:::::::-__ __:_· _______ _
7 SIGNATURE
Exceeds $125K, when combined with ESC20-039 $1,562,598.00.
DEPT.:. FIRE
FY 24/25
Vendor/Description Services
All Star Fire EquipmenUPPE
Funding Source: 1002010-52221-96116
Funding Source:
Beck Oil/Fuel
Funding Source: 1002010-52202
Funding Source: 1052010-52202
LN Curtis/Fire Prevention Equipment & Supplies
Funding Source: 1002010-52220-Various
Project Current
No/Annual Type of Contract
PO Contract Amount
Annual PO Annual PO Only $485,000.00
Comments: For purchase of tumouts
Current
Expenditures
$ 309,937.58
Annual PO I Annual PO Only
I
$190.000.00 I $ 150.992.01 I
Comments: One third of fire's fuel will be charged to Measure P Annual PO Annual PO Only $ 250,000.00
Comments: Also funded from 1002010-52221-various
$80,695.00
Contracts that require Council approval
I Current FY24/25
Contract !status of Proposed Renew/
Expiration , Options Amount Rebid
06/30/24 NONE $260,000.00 Renew
06/30/24 INONE I $ 200,000.00 I Renew
06/30/24 NONE $ 200,000.00 Renew
Funding Source: 1052010-52220- Varios D This is for various equipment purchases and other PPE items such as boots
Comments: Funding Source: Funding Source:
Funding Source:
Funding Source: Comments:
';')� DEPT HEAD REVIEW AND APPROVAL: __ ..::::.(-.:. t_/::...._._,/'--""�-=-=--"'-"�'-----1..._---------
S/GNATURE
DEPT.:_IT
FY 24/25
Vendor /Description Services
NTT America
Voice Gateways, Network lnfi'astructure, Firewall, Switches, Cisco, s.upport, Subscription, Offsite Router, Cloud Migration, Managed Service, UC Flex Project
No/Annual
PO
ANNUALPO
Current
Type of Contract Current
Contract Amount Expenditures
Annual PO Only $ 250,000.00 $54,525.56
Funding Source: 1001555-52220 $530,000 Comments: 1001555-55050-36026 $378,ooo 1001557-52300 $360,000 Funding Source: 1001555-523 00 $175,000
OpenGov Service Con�I General Service
Funding Source: 100 15695-52300 Comments:
Funding Source:
Comments:
Annual PO
FundingSource:
Funding Source:
Single Wire
lnformacast
Funding Source: 100 1557-52300
Comments:
Funding Source:
Tyler Technologies NONE Munis Saas, EnerGov, Support
Funding Source: 1001557-52300 $400, 00ia
Funding Source: 1111561-52300 $250, 00
Annual PO
General Service
I $100,290.00 I $ 99.000.00 I
$0.00 $0.00
$646,460.0 0 $ 377,295. 05
Contracts that require Council approval
I Current FV24/25
Contract I Status of Proposed Renew/
Expiration I Options Amount Rebid
06/30/24 NONE $ 1,844,00 0.00
1001555-55050-36040 $401,000
10/18/24 i 1 OF4 I $150,000.00 I Renew
NONE $ 130,000.00
01/11/25 BASE YR $ 650,000.00 Renew
1004020-52300
Approved Via Email,
Approved via Email
Vendor/Description of Services Project No/
Annual PO
Type of
Contract
Current
Contract
Amount
Current
Expenditures
Contract
Expiration
Current
Status of
Options
FY24/25
Proposed
Amount
Renew/
Rebid