HomeMy WebLinkAbout8507RESOLUTION NO. 8507
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF REDLANDS
APPROVING ANNUAL PURCHASE ORDERS FOR THE CITY'S FACILITIES
AND COMMUNITY SERVICES DEPARTMENT FOR FISCAL YEAR 2023-24
WHEREAS, the Facilities and Community Services Department regularly purchases a variety
of supplies and services from to support City operations pursuant to bids for products and services in
accordance with the Redlands Municipal Code; and
WHEREAS, for fiscal year 2023-24, to support City operations and in accordance with the
City's purchasing policy, the following single/sole source purchase order requests, cooperative
purchase orders, annual purchase orders have been prepared for the City Council's consideration and
are attached hereto as Exhibits "A," and "B" respectively.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
REDLANDS AS FOLLOWS:
Sectionl. The City Council hereby approves the single/sole source purchase order
requests for Fiscal Year 2023-24 with Amrep; Clean Energy Cryogenics, a subsidiary of Clean
Energy; Quaid Harley-Davidson; Ray Gaskin Service Inc.; Rush Truck Centers c/o Interstate Billing
Services; San Bernardino County Landfill; Salvation Army; and SB Express Super 8 Motels
Section 2. The City Council hereby approves the intergovernmental/piggyback
(cooperative) purchase order with NAPA Auto Parts for the supply of as -needed auto parts in an
amount not to exceed $121,000.
Section 3. The City Council hereby approves an annual purchase order with Siteone
Landscape Supply in an amount not to exceed $68,087.00.
Section 4. The City Council hereby determines that the approval of the nine (9)
single/sole source purchase orders, one (1) cooperative purchase order, and one (1) annual purchase
order described in this resolution are exempt from environmental review pursuant to Section
15061(b)(3) of the State's Guidelines implementing the California Environmental Quality Act.
ADOPTED, SIGNED AND APPROVED this 25th day of J
Eddie Tejeda, Mayor
ATTEST:
e Donaldson, City Clerk
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I, Jeanne Donaldson, City Clerk of the City of Redlands, hereby certify that the foregoing resolution
was duly adopted by the City Council at a regular meeting thereof held on the 25th day of July, 2023,
by the following vote:
AYES: Councilmembers Barich, Davis, Guzman -Lowery, Saucedo; Mayor Tejeda
NOES: None
ABSENT: None
ABSTAINED: None
e Donaldson, City Clerk
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Exhibit "A"
Single/Sole Source Purchase Orders
Staff is requesting approval for the annual purchase orders for the following single/sole source
vendors for the not -to exceed amounts as described below.
Original Equipment Manufacturer (OEM) New Way Parts
Vendor
Purchase Order Request
Amrep
$100,000
Staff is requesting a single source annual purchase order with Amrep. The only manufacturing source
and provider of original Amrep bodies and parts are specific to Solid Waste trucks within the City's
fleet; Original Equipment Manufacturer (OEM) parts have unique design features that cannot be
replaced by non -OEM parts. Use of alternate parts would void manufacturer warranty. Amrep Inc.,
is an approved manufacturer; their location is in Ontario, CA, 28 miles from the corporate yard.
Fuel Island Maintenance Service and Parts
Vendor
Purchase Order Request
Clean Energy Cryogenics, a subsidiary of Clean
Energy
$90,000
Staff is requesting a single source annual purchase order with Clean Energy Cryogenics, a subsidiary
of Clean Energy to fulfill all scheduled maintenance to include general up -keep and emergency
maintenance as needed. Clean Energy Cryogenics will also replace any inoperable pumps, including
parts and supplies. Clean Energy Cryogenics is the primary source for technicians, equipment, and
supplies to provide services to the City's LNG station. While there are other companies that provide
maintenance and repair services, these other companies cannot offer technicians who are experienced
with the specific equipment that was installed by Northstar Inc., in 2013. Using another source would
cause significant delays in repairs and substantially higher rates for technicians and higher cost for
parts, resulting in extended downtime of the fuel system, and a potential reduction in LCNG sales.
Original Equipment Manufacturer (OEM) Quaid Harley-Davidson
Vendor
Purchase Order Request
Quaid Harley-Davidson
$30,000
Staff is requesting a single source annual purchase order with Quaid Harley-Davidson. The only
manufacturing source and provider of original Harley-Davidson bodies and parts are specific to Police
Department motorcycles within the City's fleet; Original Equipment Manufacturer (OEM) parts have
unique design features that cannot be replaced by non -OEM parts. Use of alternate parts would void
manufacturer warranty. Quaid Harley-Davidson is an approved manufacturer; their location is in
Loma Linda, CA, 4 miles from the corporate yard.
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Original Equipment Manufacturer (OEM) New Way Parts
Vendor
Purchase Order Request
Ray Gaskin Service Inc.
$200,000
Staff is requesting a single source annual purchase order with Ray Gaskin Service Inc. The requested
parts are specific to New Way make trucks within the City's fleet; Original Equipment Manufacturer
(OEM) parts have unique design features that cannot be replaced by non -OEM parts. Use of alternate
parts would void manufacturer warranty. Ray Gaskin Service Inc., is an approved seller and
distributor of New Way OEM parts; their location is in Fontana, CA, 17 miles from the corporate
yard. The next closest vendor is Ruckstell California Sales Co in Fresno, CA, 279 miles from the
corporate yard.
Original Equipment Manufacturer (OEM) Peterbilt Parts
Vendor
Purchase Order Request
Rush Truck Centers c/o Interstate Billing
Services
$60,000
Staff is requesting a single source annual purchase order with Rush Truck Centers c/o Interstate
Billing Services. The requested parts are specific to Peterbilt make trucks within the City's fleet;
Original Equipment Manufacturer (OEM) parts have unique design features that cannot be replaced
by non -OEM parts. Use of alternate parts would void manufacturer warranty. Rush Truck Centers is
an approved seller and distributor of Peterbilt OEM parts; their location is in Fontana, CA, 17 miles
from the corporate yard. The next closet vendor is Golden State Peterbilt in Bakersfield, CA, 177
miles from the corporate yard.
Collection of Bulky Solid Waste Items
Vendor .
Purchase Order Request
San Bernardino County
$120,000
Staff is requesting a single source annual purchase order with the San Bernardino County San Timoteo
Canyon Landfill for the disposal of bulky solid waste items. San Timoteo Canyon Landfill is the only
landfill within the vicinity licensed to accept bulky items. Bulky items consist of items that have a
poor compaction rate such as mattresses, palm fronds, and appliances. By hauling these materials to
the San Timoteo Canyon Landfill, the amount entering the City -owned California Street Landfill is
minimized, lessoning the impact for the usage of available airspace and adding valuable lifespan to
the City's landfill. The requested amount of $120,000 is based on historical expenditures.
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Single/Sole Source Agreements and Purchase Orders for the
City's Emergency Shelter Program
Vendor
Purchase Order Request
Salvation Army
$46,720
Staff is requesting a single source annual purchase order with the Salvation Army Redlands for the
provision of emergency shelter services. Salvation Army provides women's emergency shelter with
year around beds. Salvation Army shelter is the only female shelter in the local area with case
management services and secure facility. Funding for this service is covered by federal, state and
local grants.
Vendor :
;
Purchase Order Request
SB Express — Super 8 Motel
$40,000
Staff is requesting a single source annual purchase order with the Super 8 Motel Redlands for the
provision of emergency shelter services. Super 8 provides emergency motel rooms for homeless
individuals and families ranging from 1 to 7 nights. Super 8 SB Express offers case management
services, accepts pets, and offers a small food pantry for homeless clients from various programs.
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Exhibit "B"
Cooperative Purchase Orders
Staff followed the City's procurement policies in regard to an existing cooperative contract agreement
for Public Utility Equipment/Services with Sourcewell. By utilizing the Sourcewell cooperative
purchasing, the City can benefit from previously posted bid packages that have been competitively
bid and awarded in conformance with the City's procurement policies. Agencies can review bid results
from more than 50,000 government, education, and nonprofit organizations and draw from the terms
and pricing for like units and vehicles.
Supply of As -needed Auto Parts
Vendor
Purchase Order Request
Napa Auto Parts
$121,000
Staff is recommending that the City Council approve the Sourcewell cooperative purchase order with
Napa Auto Parts through the Sourcewell Contract Number 032521-GPC for the supply of as -needed
auto parts. The requested annual purchase order in the amount of $121,000 is based on historical
expenditures.
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