sr-061212-3wCity Council Meeting: June 12, 2012
Agenda Item: IM
To: Mayor and City Council
From: Martin Pastucha, Director of Public Works
Subject: Purchase Order Amendments for Facilities Maintenance Services
Recommended Action
Staff recommends that the City Council:
1. Amend Blanket Purchase Order No. 19835 -OF with One Source Distributors, a
California -based company, in the amount of $47,055.05. This will result in a
total blanket purchase order amount of $125,000.01.
2. Amend Blanket Purchase Order No. 19872 -OF with Elite Floorcovering, a
California- based company, in the amount of $5,737.29. This will result in a total
blanket purchase order amount of $103,942.22.
Executive Summary
Purchase orders for facilities maintenance services with One Source Distributors and
Elite Floorcovering have exceeded or are projected to exceed the $100,000 City Council
approval threshold in FY 2011/12. These services include carpeting and floor care and
the purchase of electrical and street light supplies. Staff recommends increasing
vendor blanket purchase orders to cover existing commitments and fund necessary
maintenance and repairs through the end of FY 2011/12.
Discussion
One Source Distributors
In October 2011, the City issued blanket purchase order 19835 -OF in the amount of
$62,103.70 to One Source Distributors for the purchase of electrical and street lighting
supplies. In February 2012, staff requested a change order in the amount of
$15,841.26 for street light ballasts, starters, and other lighting parts in anticipation of the
Warehouse closure. In FY 2011/12, staff has purchased electrical and street lighting
supplies in the amount of $74,563.21 with a remaining balance of $3,381.75 in blanket
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purchase order 19835 -OF. Staff recommends an amendment to blanket purchase order
19835 -OF in the amount of $47,055.05 to cover existing commitments and purchase
additional supplies for the remainder of FY 2011/12. This would result in a total blanket
purchase order amount of $125,000.01 with One Source Distributors.
Elite Floorcovering
In November 2011, the City issued blanket purchase order 19872 -OF in the amount of
$53,312.50 to Elite Floorcovering for carpet installation at City facilities. A change order
in the amount of $46,471.94 was processed in February 2012 for unanticipated carpet
services at City Hall. Various redistributions were also requested which resulted in a
net reduction of $1,579.51. The cumulative blanket purchase order total year -to -date is
$98,204.93. Staff has expended $92,582.22 with Elite Floorcovering in FY 2011/12 with
a remaining balance of $5,622.71 in blanket purchase order 19872 -OF. A payment of
$11,360 for carpet services at City Hall is due to Elite Floorcovering for labor charges
not included in the change order in February 2012. Staff is requesting an amendment in
the amount of $5,737.29 to blanket purchase order 19872 -OF to issue final payment to
Elite Floorcovering for services rendered. This would result in a total blanket purchase
order amount of $103,942.22 with Elite Floorcovering.
To avoid future over - expenditures, staff has implemented a tracking system and internal
policies to ensure appropriate review and approval of contractor proposals, services and
materials prior to beginning any work. Additionally, staff will initiate a competitive bid
process for the services described in this report for FY 2012/13.
Financial Impacts & Budget Actions
The purchase order amendment to be awarded to One Source Distributors is
$47,055.05, for a new purchase order total of $125,000.01 (19835 -OF). Funds in the
amount of $47,055.05 are included in the FY2011 -13 budget in account 01484.544010.
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The purchase order amendment to be awarded to Elite Floorcovering is $5,737.29, for a
new purchase order total of $103,942.22.
Funds in the amount of $5,737.29 are
included in the FY2011 -13 budget in account M010085.589000.
Prepared by: Devin Starnes, Facilities Maintenance Manager
Approved:
R3�-' ki
Martin Pastucha
Director of Public Works
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Forwarded to Council:
Rod Gould
City Manager