HomeMy WebLinkAbout05.a. Annual review of contracts and blanket purchase orders older than five years with an annual spend greater than $25,000 Page 1 of 3
Item 5.a.
CENTRAL SAN
Y-109-ITMEN ME
March 22, 2022
TO: FINANCE COMMITTEE
FROM: STEPHANIE KING, PURCHASING AND MATERIALS MANAGER
PHI LIP LEI BER, DI RECTOR OF FINANCEAND ADMINISTRATI ON
REVIEWED BY: ROGER S. BAILEY, GENERAL MANAGER
SUBJECT: ANNUAL REVIEW OF CONTRACTS AND BLANKET PURCHASE ORDERS
OLDER THAN FIVE YEARS WITH AN ANNUAL SPEND GREATER THAN
$25,000
The Committee annually reviews Contracts and Blanket Purchase Orders (BPDs)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 made significant progress in reducing the number of items on this list, moving
from a list of eleven contracts two years ago, to six last year, and only one this year. The Purchasing
Division expects this list to be down to zero by next year.
This information is being provided to the Committee for review. No action is required.
Strategic Plan re-In
GOAL THREE: Fiscal Responsibility
Strategy 2—Ensure integrity and transparency in financial management
ATTACHMENTS:
1. Aged Contracts and BPOs Report as of Dec. 2021
2. Aged Contracts and BPOs Report as of Dec. 2020
March 22, 2022 Regular FINANCE Committee Meeting Agenda Packet- Page 132 of 141
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 2021
BPO 021007 / Praxair Distribution, Gases Supply 08/06/00 $ 60,690.67 RFQ 20-21-18 awarded to Linde Gas &
048263 Inc. Equipment Inc. Contract under negotiaton
*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 22, 2022 Regular FINANCE Committee Meeting Agenda Packet- Page 133 of 141
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 22, 2022 Regular FINANCE Committee Meeting Agenda Packet- Page 134 of 141