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" and Section 3-223, "Cooperative Purchasing", with W.W. Williams. Discussion and Action.
AGENDA ITEM DESCRIPTION
Per the City Purchasing Code, Article IV, Section 3-223, "Cooperative Purchasing" 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 for the following.
The City of Avondale, AZ RFP # FD-12-038 was approved on 4/2/2012 for Fire Apparatus Repair and Maintenance Services for the MAKO Breathing apparatus maintenance and testing. W.W. Williams is the only authorized distributor and service center in the State of Arizona for the maintenance, testing and certification of the air compressors for the SCBA's for the firefighters.
The Mesa School District has awarded Bid # 11-36MP to W.W. Williams for the maintenance and service on Detroit engines for medium to heavy duty trucks. W.W. Williams is one of two the authorized dealers for Detroit engines in the State and per the manufacturer's recommendations, the engines must be serviced on a regular timely basis due to wear and tear and hours of running time. The City of Maricopa has purchased two new trucks in the last year with a Detroit engine and a third one will be arriving later this calendar year. Therefore, staff is requesting to exceed the $25,000 expenditure limit but not to exceed $50,000 for W.W. Williams without further Council approval.
In order to facilitate timely purchasing of goods and services that are repetitive needs of various City departments, this request is to exceed $25,000 in expenditures with W.W. Williams, but not to exceed $50,000 without prior Council approval. 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.
STAFF RECOMMENDATION
Staff recommends approval to exceed $25,000 but not to exceed $50,000 without prior Council approval for W.W. Williams.