HomeMy WebLinkAbout06.a. Annual Review of Contracts and Blanket Purchase Orders older than five years with an annual spend greater than $25,000 Page 1 of 2
Item 6.a.
,orVIOIN SAN
March 23, 2021
TO: FINANCE COMMITTEE
FROM: STEPHANIE KING, PURCHASING AND MATERIALS MANAGER
REVIEWED BY: PHILIP LEIBER, DIRECTOR OF FINANCE AND ADMINISTRATION
ROGER S. BAILEY, GENERAL MANAGER
SUBJECT: ANNUAL REVIEW OF CONTRACTS AND BLANKET PURCHASE ORDERS
(BPOS) OLDER THAN FIVE YEARS WITH AN ANNUAL SPEND GREATER
THAN $25,000
The Committee annually reviews Contracts and Blanket Purchase Orders (BPOs)that may need to be
bid. Attached is a report that lists all Annual Contracts and Blanket Purchase Orders that are older than
five years and have an annual spend greater than $25,000.
The Purchasing Division has prioritized and made significant progress this past year in bidding contracts
that have exceeded five years. This year, the list is about half the size of what it was last year. I n addition,
the first four contracts on this list have firm statuses and will be completed by fiscal year end, reducing the
list down to only two contracts. The Purchasing Division continues to be committed to this effort and has a
goal to reduce this list down to zero by next year.
This information is being provided to the Committee for review. No action is required.
Strategic Plan Tie-In
GOAL THREE:Fiscal Responsibility
Strategy 2—Ensure integrity and transparency in financial management
ATTACHMENTS:
1. Contracts and Blanket Purchase Orders Report
March 23, 2021 Regular FINANCE Committee Meeting Agenda Packet- Page 170 of 176
Contracts and Blanket Purchase Orders
Older than Five Years and > $25,000 Annual Spend
*Excludes Sole Source or Exempt BPO's and Contracts
TYPE CT# VENDOR CONTRACT DESCRIPTION START Annual Spend Comments
DATE CY 2020
AC 027464 / Air Systems Inc. HVAC Maintenance and Repair 04/15/03 $ 144,648.13 Currently evaluating bid submittals. Anticipate
048245 making an award mid-March then enter into
contract negotiations.
AC 037795 / New Image Landscape Landscape Maintenance Services 12/22/10 $ 119,120.93 RFP issued, submittals due 3/25/21.
048405 Company
AC 043717 Cintas Uniform Rental and Laundering 12/28/15 $ 97,885.52 Extended six months due to workload during
Service ERP implementation. Currently reviewing
scope and comparing against cooperative
contracts.
AC 041014 / Expert Tree Service Tree Trimming 10/15/13 $ 73,563.52 Finalizing RFQ and plan to release mid-March
048237
BPO 041121 / Safety-Kleen Corp Misc Fluid Recycling & Solvent Tank 11/08/13 $ 26,083.48 Pending departments' scopes of work
048427 Service HHWCF, Plant, CSO
BPO 021007 / Praxair Distribution, Gases 08/06/00 $ 31,952.69 Pending department's scope of work
048263 Inc.
*Exemptions to the competitive process are outlined in the Purchasing procedures. Exemptions require documentation and approval. Examples include, cooperative
contracts where the District can "piggyback" on another agency's contracted pricing, sole source contracts and standardization of products that are only available from
one company.
March 23, 2021 Regular FINANCE Committee Meeting Agenda Packet- Page 171 of 176