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HomeMy WebLinkAbout15 Annual Procurements for 2023 Consideration of Action Item #15, 20227December and ProcurementsAnnual Contracts FY23 •BACKGROUND / HISTORYBACKGROUND / HISTORY Procurementsand Annual Contracts FY23 Procurementsand Annual Contracts FY23 Procurement request for qualifications•contracted servicesProcurement budget approval, non•Professional services, no RFP procurements•procurementsCompetitive •Sole source•of annual procurementsTypes •greater than $15,000 require Board approvalProcurements •CostReduces •Efficient •Ensures compliance with District procurement policy•before the fiscal year beginsStaff presents routine annual procurements to the Board for approval •BACKGROUND / HISTORYBACKGROUND / HISTORY ProcurementsAnnual Contracts and FY23 ProcurementsAnnual Contracts and FY23 other public agenciesState procurement law allows for joint purchasing with the State and •Appropriate approval is required•Procure from lowest cost vendor or most advantageous proposal•Staff obtains at least 3 quotes or solicits proposals•If less than $15,000•Board approval is required•advantageous proposalRecommends award to vendor with the lowest responsive bid or most •Staff requests bids or proposals•If greater than $15,000•District’s competitive process Annual procurements for NEW INFORMATIONNEW INFORMATION Annual Contracts and ProcurementsFY23 Annual Contracts and ProcurementsFY23 specialized software, hardware and unique servicesIncludes •$1,466,500vendors for a total of 13 Sole source procurements include •1)Sole source procurements (Attachment •FY23 •NEW INFORMATIONNEW INFORMATION Annual Contracts and ProcurementsFY23 Annual Contracts and ProcurementsFY23 specialized software, hardware and unique servicesIncludes •$770,000for a total of vendors 9 include Specialized services and product procurements •1)(Attachment No RFP process procurements Special Services •NEW INFORMATIONNEW INFORMATION Annual Contracts and ProcurementsFY23 Annual Contracts and ProcurementsFY23 services, and safety trainingSpecial services such as inspection services, traffic management, janitorial •Conservation program partnerships•Fleet and Generator fuel, oils, and fluids•Construction inspection services•Wildfire defensible space services•which include$1,788,500 total of vendors for a extending for One Year include 13 year contracts -Multi•for specialized hardware and computer products$793,847 vendors for a total of Other government agency procurements include •2)for 2023 (Attachment Competitively bid procurements •NEW INFORMATIONNEW INFORMATION Annual Contracts and ProcurementsFY23 Annual Contracts and ProcurementsFY23 board meeting A/V services, GIS services, and Surveying servicesLaserfiche software & servicesLogging services, engineering services, •$646,200 for items such as:vendors for a total of 11 qualifications includes no RFP Process, unique –Attachment 3, Professional Services •Janitorial, photography, welding, and geotechnical testing•$263,275 includes annual routine services items for for a total of vendors (most qualified) includes 4 bid procurements Attachment 3, Competitively •and Water market basket contracts for routine materialsElectric •& asphalt materialsAggregate •switchgear, wire & cable, power polesElectric •as: include annual routine items such $3,953,200 vendors for a total of 11 include lowest response) bid procurements (Attachment 3, Competitively •NEW INFORMATIONNEW INFORMATION Annual Contracts and ProcurementsFY23 Annual Contracts and ProcurementsFY23 separate agenda item #16excludes Schedule items B5 and B6 Transformers, addressed via •Transformers, Schedules A, B*, C, and D$1,200,000 for Electric for a total of issues) includes 2 vendors Attachment 4, Request for Qualifications (unique due to supply chain •duty specialty fleet vehiclesfor estimated annual repair and inspection services for medium and heavy $55,000 for a total of Contracted Work includes 1 vendor -Attachment 3, Non •FISCAL IMPACTFISCAL IMPACT Annual Contracts and ProcurementsFY23 Annual Contracts and ProcurementsFY23 funds for the FY23 overage to BudgetSufficient •Water)million Electric and $5.5 million reserve balance forecasted for 12/31/2022 of $12.3 million ($6.8 Operating •$400,000 Wildfire Mitigation•$ 13,570 Wood pole inspections•$140,400 Fuel costs•Noted exceptions, variance to Budget estimate total of $553,970:•FY23 Budget in the Board adopted general included Funding for these procurements is A.RECOMMENDATIONRECOMMENDATION Annual Contracts and ProcurementsFY23 Annual Contracts and ProcurementsFY23 3 and 4. services listed in attachments 1, 2, documents necessary to procure the products and required the General Manager to execute the Board authorize B.and 4 and,from the vendors listed in attachments 1, 2, $10,936,522 the routine annual procurements totaling Board authorize