Agenda Item No. 15
CITY OF YUCAIPA
AGENDA REPORT
TO: Honorable Mayor and City Council
FROM: Megan Wolfe, Director of Community Services&
FOR: City Council Meeting of August 22, 2022
SUBJECT: Purchase Order Change Request — Diamond Environmental RECOMMENDATION:
That City Council:
Formally approve a purchase order change request with Diamond Environmental Services for portable restrooms and fencing for City events in the amount of $19,076.10 to cover the additional cost, for a revised total purchase order in the amount of $30,000.00 for FY21/22; and
2. Formally approve a purchase order in the not to exceed amount of $50,000 for portable restrooms and fencing supplies for City events for FY22/23.
DISCUSSION:
Staff is requesting that City Council formally approve an increase to the FY 21/22 purchase order.
The current purchase order includes the cost of providing portable restrooms and fencing at the Autumnfest, Make A Difference Day, Winterfest, and Yucaipa Performing Arts Center (YPAC) outdoor concerts. The requested increase to the purchase order also includes the cost to provide services at the Yucaipa Music and Arts Festival (YMAF) and Five Winds Country Music Festival, a new event this past fiscal year.
The FY 22/23 purchase order would include the cost to rent restrooms and fencing for Autumnfest, Make A Difference Day, Winterfest, YPAC outdoor concerts, 4th of July, YMAF and the Five Winds Country Music Festival.
Staff has reached out to four other companies that provide similar services, for quotes and was unsuccessful in receiving a response. Diamond Environmental has competitive prices and provides the level of customer service needed to help the City put on successful events.
FISCAL IMPACT:
The adopted FY21/22 and FY 22/23 Budget includes an allocation for each City event, therefore there is sufficient funding available to accommodate staff recommendations.
Attachment: Di nd Environmental Purchase Order
Approved by:
-299-
Purchase Order Change Request
Date of Request: 6/1/2022 Requested By: Megan Wolfe
PO#: 8500-0000187 Vendor Name: Diamond Environmental Services Vendor # 04028 Please select the action you wish to take and then fill in additional information below:
Cancel Purchase Order
Increase Purchase Order Amount: $16,51.85 - 01-8500-7216-00-5220 $4,420.20 — 01-8500-4551-00-5220
❑ Decrease Purchase Order Amount $
Provide Brief Explanation for Change Request (Required):
Increase to pay invoices for YMAF and Five Winds Country Music Festival.
Requestor Signature
I
Department Head Signature%
Purchase Order Available Balance: $
Purchasing Signature
Finance Department Only:
Date
Finance Dept Approval Date
-300-
CITY OF YUCAIPA
34272 YUCAIPA BLVD.
YUCAIPA, CA 92399
(909)797-2489
VENDOR: 04028
DIAMOND ENVIRONMENTAL SERVICES
807 E MISSION RD
SAN MARCOS, CA 92069
FOB Point:
Terms: A/P Net 30 Days
Req. Del. Date:
Special Inst:
DATE PO NUMBER
9/29/2021 8500-0000187
SHIP TO: CITY OF YUCAIPA
34272 YUCAFPA BLVD.
YUCAIPA, CA 92399
Req. No.: 8500-0000187
Dept.:
Contact: Meqan Wolfe
Confirming? No
Quantity
Unit
Description
Unit Price
Ext. Price
THIS IS A REVISED PURCHASE ORDER
Restrooms and Hand Wash Sink Rentals
4,183.80
forAutumnfest 2021 Event
Del: 10/7/21, Pick Up 10/11/21
Restrooms and Hand Wash Sink Rentals
1,237.40
for MADD 2021 Event
Del: 10/22/21, Pick Up 11/01/21
Restrooms and Hand Wash Sink Rentals
3,448.80
for Winterfest 2021 Event
Del: 11/26/21, Pick Up 11/29/21
Chg Order 1: Restroom Rental for YPAC
2,053.90
Event 9/24-9/25/21
Standard Purchase Order for
July 1, 2021 - June 30, 2022
SUBTOTAL
10 923.90
0.00 GILL TO: CITY OF YUCAIPA TAX
0.00 34272 YUCAIPA BLVD FREIGHT
10,923.90
YUCAIPA, CA 92399 TOTAL
Account Number
Amount
Account Number
Amount
B 01-2120
1,237.40
E 01-8500-7217-00-5220
4,183.80
E 01-8500-7218-00-5220
3,448.80
E 01-8710-0500-00-5220
2,053.90
DEPARTM NTCOPY
_2 �1 _(Authorized Signature