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The Mayor and City Council shall discuss and possibly take action on a request by the Purchasing Manager to approve expenditures exceeding $25,000 for Fiscal Year 2014 pursuant to the City Purchasing Code, Article IV, Section 3-213(e) "Cumulative Annual Purchases in Excess of $25,000" with Weinberger Waste Disposal; Tee Pee Contractors, Inc.; Fertizona-Casa Grande, LLC; and Sports Apparel. Discussion and Action.
AGENDA ITEM DESCRIPTION
Per the City Purchasing Code contained in Chapter 03, Article IV, Section 3-213(e) Cumulative Annual Purchases in Excess of $25,000 of the Maricopa City Code, expenditures that exceed $25,000 need to be approved by City Council prior to execution of purchase orders. Since it is nearly impossible to predict the precise time certain operational expenditures will meet or exceed the $25,000 threshold and to keep operations running smoothly, the staff requests approval of these expenditures in excess of $25,000 but not to exceed the listed dollar amount without further Council approval.
WEINBERGER WASTE DISPOSAL is a local firm used by multiple City departments for the disposal of landscape material, street debris, and construction debris. On July 1, 2013, the Council approved exceeding the $25,000 aggregate expenditures but not to exceed $27,455.24. Currently FY2014 encumbrances and expenditures are at $25,638.49. Based on requests from the Public Works Department and the Parks Maintenance Department, it is anticipated that the City will exceed $27,455.24 prior to the end of the fiscal year. Therefore, staff is requesting to exceed the $27,455.24 expenditure limit but not to exceed $60,000 with Weinberger Waste Disposal.
TEE PEE CONTRACTORS, INC. is a general construction firm used by multiple City departments for road and street repairs. Tee Pee is located in Casa Grande, AZ. Currently FY2014 encumbrances and expenditures are at $25,566.09. There are various projects planned for the balance of this fiscal year and at the request of the Public Works Department and Development Servises Department, staff is requesting to exceed the $25,000 limit but not to exceed $50,000.00 with Tee Pee Contractors, Inc.
FERTIZONA-CASA GRANDE, LLC is a firm that is used by the Parks Maintenance Department for various lawn care fertilizers and applications. With the opening of the Copper Sky Regional Park, there is additional demand for these services and supplies. Currently FY2014 encumbrances and expenditures are at $20,235.29. With the additional demand it is anticipated that expenditures will exceed the $25,000 limit per the City Purchasing Code. Therefore, staff is requesting to exceed the $25,000 expenditure limit but not to exceed $50,000 with Fertizona-Casa Grande.
SPORTS APPAREL is a local Maricopa firm used by City staff for apparel, sports uniforms, and staff uniforms. They do graphics, screen printing and embroidery. As the City approaches the opening of Copper Sky, there has been additional demand for this type of service and it is anticipated that the $25,000 limit per the City Purchasing Code will be exceeded. Currently encumbrances and expenditures for FY2014 are at $15,596.11. Therefore, staff is requesting to exceed the $25,000 expenditure limit but not to exceed $50,000 with Sports Apparel.
In order to facilitate timely purchasing of goods and services that are repetitive needs of various City departments, this request is to approve the continuing use of the identified firms. All purchases are reviewed to ensure maximum practicable competition and to ensure the prices are current.
No expenditure exceeding $25,000 or exceeding the budgetary amounts, as previously approved by Council, shall be transacted without prior Council review and approval.
This item is presented by Brian A. Ritschel, Finance Director.
STAFF RECOMMENDATION
Staff recommends the Mayor and City Council approve expenditures exceeding $25,000 for Fiscal Year 2014 pursuant to the City Purchasing Code, Article IV, Section 3-213(e) "Cumulative Annual Purchases in Excess of $25,000" with Weinberger Waste Disposal; Tee Pee Contractors, Inc.; Fertizona-Casa Grande, LLC; and Sports Apparel.