TITLE
The Mayor and City Council shall discuss and possibly take action on a request by the Purchasing Manager to approve expenditures exceeding $25,000 pursuant to the City Purchasing Code, Article IV, Section 3-213(e) “Cumulative Annual Purchases in Excess of $25,000” for Deere and Company, M & S Equipment, and Turf Equipment. Discussion and Action.
AGENDA ITEM DESCRIPTION
Per the City Purchasing Code contained in Chapter 03, Article IV, Section 3-213(e) 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, staff requests approval of these expenditures in excess of $25,000 for the following.
Deere & Company, a cooperative contractor, is the firm that the City has purchased lawn mowers and related parts and accessories for the mowers. As of October 30, 2012, encumbrances and expenditures with Deere & Company totaled $15,265.47. Parks Maintenance is looking to purchase additional parts, accessories, and possibly another mower. Therefore, staff is requesting to exceed the $25,000 expenditure limit but not to exceed $40,000 for Deere & Company without further Council approval.
M & S Equipment is a local firm that performs various truck and equipment repairs for the Fleet Management Division, the Police Department, the Parks Maintenance Division, and Public Works. As of October 30, 2012, encumbrances and expenditures with M & S Equipment totaled $18,055.58. Per the Fleet Manager, there are several repairs and services that need to be address prior to the end of the current fiscal year. Therefore, staff is requesting to exceed the $25,000 expenditure limit but not to exceed $35,000 for M & S Equipment without further Council approval.
Turf Equipment, a cooperative contractor, is a turf and sports field maintenance firm the City has used for the replacement of a soccer field at Pacana Park. As of October 30, 2012, encumbrances and expenditures with Turf Equipment totaled $24,700. Parks Maintenance is planning on additional maintenance and repairs to various other fields at Pacana Park. Due to the time and scheduling constraints of youth and adult leagues, most of these repairs need to be completed in a short time frame. Therefore, staff is requesting to exceed the $25,000 expenditure limit but not to exceed $35,000 for Turf Equipment without further Council approval.
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 will be presented by Finance and Administrative Services Director Tom Duensing.
STAFF RECOMMENDATION
Staff recommends approval to exceed $25,000 in expenditures with Deere & Company, but not to exceed $40,000; with M & S Equipment, but not exceed $35,000; and with Turf Equipment, but not to exceed $35,000, without prior Council approval. All purchases are reviewed to ensure maximum practicable competition and to ensure the prices are current.