Item Number: {{item.number}}
City Council / Board of Directors
Written Communications
Meeting of: June 17, 2025
Submitted By:
Carmen Cun, Finance Director / City Treasurer
Subject:
Fiscal Year 2025-2026 Contract Renewals – Annual Supply and Service Agreements Recommendation:
That the Honorable City Council/Board of Directors award contract renewals for the Annual Supply and Service Agreements to various vendors and suppliers for Fiscal Year 2025-2026 per the Adopted Budget approved on June 03, 2025.
Fiscal Impact:
The various departments, include the following:
•Building •Fire
•City Manager •Information Technology
•Code Compliance •Planning
•Community Services •Public Works
•Economic Development/Successor
Agency
•SCLA
•VMUS
•Engineering •Water
•Finance
Each of these departments have budgeted their respective contract renewals in the June 03, 2025, Adopted Budget. The various funding sources are listed in the tables in the Discussion section. Annual Supply Agreements total $4,093,849.00 and the Annual Service Agreements total $26,421,664.27.
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. By having our vendors 4 1
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and suppliers commit to annual or multi-year 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 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 2025-2026 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.
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Annual Supply Provider Agreements
VENDOR TYPE OF
SERVICE DEPT. FY 2025/2026 FUNDING SOURCE RENEWAL
TYPE
All Star Fire
Equipment
Fire Prevention
Equipment &
Supplies
Fire $167,000.00
Fire Equipment
Expense-General
Fund
Cooperative
Beck Oil Fuel
PW
Water
SCLA
Fire
$750,000.00
$250,000.00
$95,000.00
$133,000.00
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
C. Wells Pipeline
Materials
Inventory &
Water Supplies Water $400,000.00 Water Solicit Quotes
Famcon Inventory &
Water Supplies Water $200,000.00 Water Solicit Quotes
Flyers Energy Fuel PW
SCLA
$200,000.00
$ 9,000.00
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
Merrimac Energy Fuel PW $200,000.00 Gen Fund Bulk Fuel
Inventory Solicit Quotes
Robertson’s Concrete
Products
PW
SCLA
$115,080.00
$ 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
Water
SCLA
$113,454.00
$ 30,000.00
$ 25,000.00
PW-Gas Tax,
General Fund, Water,
Sewer; VWD -Field
Infrastructure
Repairs;
SCLA-Airport
Operations
Options Exercised
Waxie Janitorial
Supplies
COMMUNITY
SERVICES
FIRE
SCLA
$78,915.00
$37,400.00
$15,000.00
General Fund -Parks
General Fund-Fac.
General Fund – Fire
Airport Operations
Cooperative
Western Water
Works
Inventory &
Water Supplies Water $200,000.00 Water Solicit Quotes
Total Annual Supply Agreement Amount $4,093,849.00
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Annual Service Provider Agreements
VENDOR TYPE OF
SERVICE DEPT. FY 2025/2026 FUNDING SOURCE RENEWAL
TYPE
4Leaf Building
Inspection
Building $159,500.00 Building Contract
Services
Option Exercised
AGA Engineers, Inc. Traffic Signal
Design Engineering $160,000.00 Measure I Option Exercised Allied Universal
Security
Unarmed
Security Guard
Services
SCLA $423,000.00 Airport Operations Option Exercised
Allison Mechanical
Qualified HVAC
Maint., Repair &
Installation
SCLA $150,000.00 Airport Operations Option Exercised
Alpha Omega Septic Sewer Repair
Pipeline PW $500,000.00 Sanitation/Sewer Option Exercised American
Landscape
Landscape
Maintenance PW $1,387,495.00 DFAD, LMAD, MAD Option Exercised Apple Valley
Communications
IT Infrastructure
Cabling/Avigilon
Maintenance,
Expansion,
Storage, Repair
& Replace
IT $250,000.00 General Fund Standardization
Astrum Utility
Services
Consultant –
Municipal Utility
Operations
VMUS $209,000.00
Foxborough-Electric/
VMUS Utility
Operations
Option Exercised
Badawi &
Associates
Professional
Auditing Services Finance $128,700.00 General Fund Option Exercised Broadcom
WMWare License
and Support,
Operations
Manager
Subscription
Renewal
IT $140,000.00 General Fund Standardization
CDW Government
Corp.
Peripheral
Hardware,
Supplies &
Professional
Services
IT $275,000.00 General Fund Cooperative
Civic Plus, Next
Request 311 IT $196,000.00 General Fund Standardization Clinical Labs Lab Services Water $180,000.00 Water Operations Option Exercised Confire Dispatch
Services Fire $1,710,439.00 General Fund-Fire Annual Membership DDH Apple Valley
Qualified
Emergency
Water Contractor
PW
Water
$100,000.00
$200,000.00
Sewer/Storm Drain
Water Option Exercised
David Evans &
Associates*
Sewer Studies
Engineering
Services
Engineering $91,239.50 Sanitation/Sewer Option Exercised 4 1
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VENDOR TYPE OF SERVICE DEPT. FY 2025/2026 FUNDING
SOURCE
RENEWAL
TYPE
Dell
APC Support, Azure
Server Upgrade,
Microsoft Renewal
IT $890,000.00 General Fund Standardization
ESRI
Small Government
Enterprise
Agreement
IT $165,000.00 General Fund Option Exercised
Eurofins Lab Services Water $180,000.00 Water Operations Option Exercised Ferguson
Enterprise
Automated Meter
Reading System
and Water Meters
Water $866,533.36
Water Operations
Meter Service
Change Outs
Option Exercised
General Pump Well Maintenance Water $800,000.00 Water Production Option Exercised Granicus, LLC Government Internet
Access IT $143,000.00 General Fund Option Exercised
Harris &
Associates
Annual ROPS & Tax
Increment
Bond Continuing/
Disclosure Reports
General Plan &
Housing Element
Annual Progress
Report
CRIA
City
Manager
(EDD)
City
Manager
(EDD)
Planning
$55,000.00
$35,000.00
$25,000.00
$35,085.00
$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
$ 25,000.00
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)
$275,000.00
VWD-Water
Operations/
PW-Sanitation
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. $180,000.00 Various Funds Piggyback with SB
County-On-going
Larry Walker* Water Consulting
Services Water $43,000.00 Water Operations Option Exercised Layne
Christensen Well Maintenance Water $800,000.00 Water Production Option Exercised Liveview Tech. Mobile Security
Systems
Code
Compliance $179,672.00 Various Option Exercised
Logicalis WAP, Wireless IT $337,350.00 General Fund Standardization 4 1
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VENDOR TYPE OF SERVICE DEPT. FY 2025/2026 FUNDING
SOURCE
RENEWAL
TYPE
Controllers, Voice
Mojave Water
Agency
Administrative &
Biological
Assessment
Water $198,240.00 Water Production/
Ground Water Continuing
Contract
Mojave Water
Agency
Recover (R3) Water
Deliveries Water $832,000.00 Water Production/
Purchased Water Continuing
Contract
NTT America
(Formally
Dimension Data)
Voice Gateways,
Network
Infrastructure,
Firewall, Cisco,
Support,
Subscription
IT $1,050,000.00 General Fund Standardization
OpenGov
Financial
Transparency
Software
IT $250,000.00 General Fund Option Exercised
Scorpion Fire
Protection
Fire Pump &
Controller Maint. &
Repair, Fire
Suppression
Services
SCLA $120,000.00
$ 50,000.00 Airport Operations Option Exercised
Transource
Services Corp. Cyber Security IT $135,000.00 General fund Option Exercised Transtech
Engineers
On-Call Map
Checking Services Engineering $200,000.00 General Fund Option Exercised T.R. Stewart-
Roto-Rooter
Qualified Sewer
Lateral Repairs PW $500,000.00 Sewer Option Exercised
Tyler
Technologies
Munis, TCM,
Energov Software
AND Tyler Direct
Renewal and
Support
IT $613,000.00
$400,000.00
General Fund
Permitting System Option Exercised
Univar Water Treatment
Chemicals Water $297,000.00 Water HDPP Option Exercised US Customs Customs Services SCLA $200,000.00 Airport Operations On-going MOU West Coast
Arborists
Tree Trimming
Services
Community
Services
PW
$50,000.00
$194,475.00
General Fund,
LTF, LMAD,
DFAD
Option Exercised
Woodard &
Curran
Industrial
Pretreament/
Misc. Eng. Services
Plant Expansion
Services
Water
Engineering
Engineering
$7,325,639.58
$175,000.00
$1,566,295.83
Wastewater
Treatment Plant
Various
Wastewater
Treatment Plant
Option Exercised
Total Annual Service Agreement Amount $26,421,664.27
*These vendors have an existing ongoing contract. The cumulative total for each vendor exceeds the City Manager’s signing authority and requires the Council’s approval.
Staff from Finance, City Manager, SCLA, VMUS, Code Compliance, Building, Planning, Fire, Engineering, Public Works & Water, Information Technology, Economic 4 1
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Development, and Community Services departments have reviewed the agreement options and recommend contract renewals for Fiscal Year 2025/2026. The renewal of these contracts was included in the overall budget for Fiscal Year 2025/2026, adopted on June 03, 2025. There are no additional appropriations requested.
Staff is available to answer any questions the Council/Board of Directors may have.
Prepared By:
Candice Ponce, Finance Supervisor
Elizabeth Salcido, Contracts Specialist
Attachments: A. Department Head Approvals