Report to Mayor and City Council
Tuesday, March 15, 2022
Consent
SUBJECT:
Title
CONSIDER APPROVAL TO AMEND BLANKET PURCHASE ORDER FOR CRAFCO INCORPORATED IN THE AMOUNT OF $20,000
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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 Crafco Incorporated (“Crafco”). The City has a current blanket purchase order with Crafco totaling $24,999 obtained by way of a Sourcewell cooperative purchasing program and needs to increase the amount by an additional $20,000, which will exceed the City Manager’s expenditure authority of $25,000.
With the purchase of new equipment, the Right of Way crews have completed significantly more pavement work, necessitating additional pavement related purchases to complete the year.
Public Works is requesting City Council to amend the existing purchase order of Crafco for rubberized materials for City staff to continue the maintenance and preservation of the City’s streets.
II. RECOMMENDATION
Recommendation
AUTHORIZE the Purchasing Division to amend PO #22200347 for Crafco Incorporated for an amount not to exceed $44,999.
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III. ALTERNATIVES
1. TAKE another action the City Council deems appropriate.
IV. BACKGROUND
Section 2611(g) of the City’s Municipal Code allows City to procure materials, services, supplies, and equipment though cooperative purchasing programs as an exception to the City’s bidding requirement provided that certain conditions are met.
Sourcewell is a contracting agency established to allow participating municipal agencies to reduce the cost of procurement by leveraging the benefits of contract purchasing. Through solicitations, Sourcewell contracts bring considerable value and efficiencies to members through nationally leveraged contracted suppliers with access to the highest quality products and brands. Each solicitation and RFP contain language which includes all qualified customers in all fifty states. Sourcewell contract purchasing solutions are reviewed by the Sourcewell Board of Directors and awarded on the members’ behalf. The City of Carson (#38521) is a member of Sourcewell.
Crafco Incorporated
The City maintains approximately 203 lane-miles of pavement, which requires routine maintenance and repair and sometimes total replacement. Crafco is an authorized Sourcewell vendor, and provides rubberized materials used for the preservation and maintenance of City streets. A Crafco cooperative purchasing quote was received in June 2021 and Crafco was awarded a purchase order totaling $24,999. An amendment of the purchase order for an additional $20,000 is needed to continue street maintenance through FY 2021/2022. Under the City’s Purchasing Ordinance, Section 2606, any expenditures totaling over $25,000 require City Council approval.
V. FISCAL IMPACT
There is no impact to the general fund. This is not a request for additional funds; these amounts have been appropriated and the amounts requested for the blanket purchase order amendment will be funded from account 101-80-840-281-6009.
VI. EXHIBITS
1. Sourcewell - Crafco Contract
2. Sourcewell - RFP-Roadway Maintenance Equipment
Prepared by: Freddy Loza, Public Works Maintenance Supervisor and Veronica Rodriguez, Right of Way Superintendent