Report to Mayor and City Council
Tuesday, February 21, 2023
Consent
SUBJECT:
Title
CONSIDER APPROVAL TO AMEND THE BLANKET PURCHASE ORDER FOR ROBERTSONS READY MIX LTD FOR AN ADDITIONAL $30,000 AND SOLE SOURCE PROCUREMENT
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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 Robertsons Ready Mix LTD. The City of Carson encompasses approximately 203 lane miles of sidewalks which require routine maintenance and, in some cases, repair and/or total replacement. Robertsons Ready Mix LTD provides concrete materials used for the maintenance of City infrastructure. The City currently has a purchase order with Robertsons Ready Mix LTD totaling $24,999. As staff diligently increased response to needed repairs of sidewalks citywide, there is now a need to increase the purchase order amount by an additional $30,000 for Robertsons Ready Mix LTD.
City Council approval is requested to authorize the Purchasing Department to appropriate additional funds to the blanket purchase order agreement for Robertsons Ready Mix LTD. The concrete materials provided by Robertson’s require expedient delivery to preserve the workability of the product, and Robertson's is the only company that is sufficiently close in proximity to Carson that will allow City to properly maintain its sidewalks before the concrete hardens. Accordingly, the City Council is being asked to waive the bidding requirements for this existing vendor under the sole source exception. II. RECOMMENDATION
Recommendation
TAKE the following actions:
1. AUTHORIZE the Purchasing Division to increase PO #22300691 for Robertsons Ready Mix LTD. not to exceed $54,999.
2. WAIVE the bidding requirement utilizing the sole source exception under Section 2611(e) of the CMC.
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III. ALTERNATIVES
TAKE another action the City Council deems appropriate, consistent with the requirements of the law.
IV. BACKGROUND
The City of Carson encompasses approximately 203 lane miles of sidewalks which require routine maintenance and, in some cases, repair and/or total replacement. Robertson’s Ready Mix Ltd (Robertsons) provides concrete materials used for the maintenance of City infrastructure. This material requires expedient delivery to preserve the workability of the product, with the product cooling within thirty minutes of batching. Robertsons is in very close proximity to Carson and is the only company that is sufficiently close in proximity to Carson that will allow City to properly maintain its sidewalks before the concrete hardens.
For this reason, Public Works is requesting sole source as the procurement method as described in Carson Municipal Code (CMC) 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.
The City of Carson has a current blanket purchase order with Robertsons totaling $24,999. Competitive quotes were received in September and October 2022 and Robertsons was the lowest amount (Exhibit 1). Robertsons is the primary vendor for concrete maintenance needs. Considering current project needs, an additional $30,000 is needed to continue sidewalk maintenance through Fiscal Year (FY) 2022/23.
Current encumbered funds will be exhausted to complete the following projects:
• Chico Ave (btw 213th and Dominguez) sidewalk improvements
• Project #1625 Wilmington Ave, (btw Carson and Del Amo) sidewalk improvements
Staff is requesting the additional funding to complete the following projects:
• Victoria (btw Central and Bishop)
• University (btw Pepperdine and Central North Side)
• CIP Project #1625 - Wilmington btw Carson & Del Amo
Finally, it should also be noted that Section 2605(b)(ii) of the CMC requires City to enter into a contract for purchases of any personal property, including materials, supplies and equipment, of $25,000 or more over a fiscal year, unless the Purchasing Manager waives this requirement. The Purchasing Manager has waived such contract requirement for purchase of additional materials from Robertsons for a price not to exceed $30,000 (Exhibit 2).
V. FISCAL IMPACT
There is no impact to the FY 2022/23 general fund. The amount requested for the blanket purchase order amendment for Robertsons Read Mix Inc. will be funded from account 101-80-840-294-6009.
VI. EXHIBITS
1. Robertson’s Ready Mix LTD Quote
2. Purchasing Waiver
1.
Prepared by: Veronica Rodriguez - Superintendent of Right of Way, Christopher Holt - PW Supervisorr