Report to Mayor and City Council
Tuesday, December 07, 2021
Consent
SUBJECT:
Title
CONSIDER APPROVAL TO AMEND BLANKET PURCHASE ORDERS FOR ROBERTSON'S READY MIX, LTD., AND ROADLINE PRODUCTS, INC.,
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I. SUMMARY
City Council approval is requested to authorize the Purchasing Department to appropriate additional funds to the blanket purchase order agreement for Robertson’s Ready Mix, Ltd., and Roadline Products, Inc
With the focus on sidewalk work by the Right of Way crews this fiscal year, more concrete work was completed than was originally budgeted during the annual budgeting process. Because much of the asphalt work was contracted out this year, the City’s operations and maintenance crews have completed significantly more sidewalk work, necessitating additional concrete purchases to complete the year. Other expenditures are related to curb paint and sign-making materials.
Because the request is to amend purchase orders of existing vendors, Public Works is requesting City Council to waive the bidding requirements for these existing vendors.
II. RECOMMENDATION
Recommendation
TAKE the following actions:
1. AUTHORIZE the Purchasing Division to amend PO #22200095 for Robertson’s Ready Mix, Ltd. not to exceed $95,000.00 as defined by Purchasing Ordinance 17-1609, Section 2611 (e).
2. AUTHORIZE the Purchasing Division to amend PO #22200309 for Roadline Products, Inc. not to exceed $96,995.00.
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III. ALTERNATIVES
TAKE another action the City Council deems appropriate.
IV. BACKGROUND
As defined by Purchasing Ordinance 17-1609, Section 2611 (e), “Sole Source Purchasing,” the City Manager may dispense with this Chapter’s bidding requirements if he or she finds that the materials, supplies, equipment, or services are unique because of their quality, durability, availability, or fitness for a particular use and are available only from one (1) source, or, if available from more than one (1) source, can be purchased from the manufacturer or service provider for a lower price. If the cost of such sole source purchasing is $25,000 or greater, then the City Council’s approval shall be required.” All vendors have met the Informal Bidding procurement requirements.
Robertson’s Ready Mix, Ltd.
The City of Carson maintains approximately 203 lane-miles of sidewalks which require routine maintenance and repair and sometimes total replacement. Competitive quotes were received in June 2021 and Robertson’s Ready Mix, Ltd. was the lowest amount. Robertson’s provides concrete materials used for the maintenance of City infrastructure. This material requires expedient delivery to preserve the workability of the product, and Robertson’s is in very close proximity to Carson.
The City has a current blanket purchase order with Robertson’s totaling $24,999. Robertson’s Ready Mix Ltd is the primary vendor for concrete maintenance needs, an additional amendment of $70,000 is needed to continue sidewalk maintenance through FY 2021/2022.
Public Works is also requesting Sole Source approval for Robertson’s Ready Mix, Ltd.
Roadline Products, Inc.
The Public Works Street Markings Crew is responsible for maintaining 100,000 linear feet of red curbs, 26.6 miles of lane lines, 5,000 linear feet of blue curbs, 477 speed bumps, as well as the parking lots, crosswalks, and stop bars at all City-owned facilities. In July 2021, the City obtained competitive quotes and Roadline Products, Inc. was the lowest price received. Roadline Products is one of the most accessible street paint vendors to Carson and stocks the best products used by cities statewide.
The City has a current blanket purchase order with Roadline Products, Inc. totaling $24,995. Roadline is the primary vendor for sign blanks and hardware, paint, and supplies, an additional amendment of $72,000 is needed to continue sidewalk and sign maintenance through FY 2021/2022.
Under the City’s current Purchasing Guidelines and Carson Municipal Code Section 2606, any expenditures totaling over $25,000 per fiscal year for a single vendor require City Council approval.
V. FISCAL IMPACT
There is no impact to the general fund. The amounts have been appropriated and the amounts requested for the blanket purchase order amendments will be funded from account 01-80-840-294-6009, and 101-80-840-280-6009.
VI. EXHIBITS
None
Prepared by: Freddy Loza, PW Maintenance Supervisor; David Crockett, PW Fleet Supervisor; Veronica Rodriguez, Superintendent of Right of Way; and Eliza Jane Whitman, Director of Public Works