HomeMy WebLinkAbout15 Annual Procurements
AGENDA ITEM #15
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MEETING DATE: December 1, 2021
To: Board of Directors
FROM: Michael R. Salmon, Chief Financial Officer
SUBJECT: Consideration of FY22 Annual Contract and Procurements
APPROVED BY_____________________________
Brian C. Wright, General Manager
RECOMMENDATION:
1) Authorize the routine annual procurements totaling $8,227,428 from the vendors listed
in attachments 1, 2, and 3.
2) Authorize the General Manager to execute the required documents necessary to
procure the products and services listed in attachments 1, 2, and 3.
DISCUSSION:
District Code requires Board approval for all procurements over $15,000. Each year, staff
has presented annual procurements to the Board for approval before each fiscal year.
Materials, supplies, and services procured under this action are routine and recurring in
nature. Consideration for approval for these items in one Board action streamlines the
process, providing savings to the District by significantly reducing administrative costs
that would be incurred with multiple actions. Annual procurements approvals have
recently provided additional efficiencies in avoiding increasing supply chain challenges
through early annual bulk procurements.
The following general categories of procurements are summaries of the detailed lists in
Attachments 1, 2, and 3.
1) Sole Source Procurements: Attachment 1 is a list of vendors that provide
unique products and services to the District totaling $2,485,077 in FY22. This
procurement list includes specialized software, hardware, and unique services.
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2) Competitively Bid Procurements – Other Government Agency: Attachment
2 lists the vendors which are competitively bid by another government agency as
allowed by District Code, Title 3, Section 3.08.060. The advantage of this is that
the District is usually able to take advantage of discounted pricing and reduced
administrative costs. These procurements total $173,830 for FY22.
3) Competitively Bid Procurements - Multi-Year Contracts & Contract
Extensions: Attachment 2 also includes the list of contracts previously bid by the
District that either cover multiple years or have provisions for contract extensions.
These procurements total $2,833,521 for FY22.
4) Competitively Bid Procurements: Attachment 3 is a list of vendors who
provide products and services which went through a Request for Proposal or
Request for Bid process by the district this year for services and materials to be
rendered in FY22. The total procurement of $2,978,445 is broken into two
categories, contracts awarded to the lowest responsive candidates for
$2,190,000 and contracts awarded to the most qualified candidates for
$425,000. These procurements primarily include electric and water materials and
supplies.
5) Professional Services – No RFP Process: Attachment 3 also includes a list
of professional service contracts recommended no Request for Proposal (RFP)
process be utilized. These professional services unique expertise and or prior
services experience/knowledge with the District. These procurements total
$120,000 for FY22.
FISCAL IMPACT:
Funding for these procurements is included in the FY22 Budget.
ATTACHMENTS:
1. Sole Source Procurements
2. Competitively Bid Procurements – Other Government Agency and
Competitively Bid Procurements - Multi-Year Contracts & Contract Extensions
3. Competitively Bid Procurements and
Professional Services – No RFP Process