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", with Western Exterminator Company, Maricopa Sign Company, LLC, and Pride Group LLC,. 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, the staff requests approval of these expenditures in excess of $25,000 for the following.
Arizona Emergency Products provides emergency vehicle upfitter services for the Police department. As of December 30, 2015, the year to date encumbrances and expenditures has been $23,885.85. Per the department there are additional serves that will require these services before the end of the fiscal year. Therefore, staff is requesting to exceed the $25,000 expenditures but not to exceed $50,000 for Arizona Emergency Products.
Pride Group, LLC provides event rental and traffic control for Community services. Pride Group LLC has been competitively procured through the City of Tempe. As of December 30, 2015, the year to date encumbrances and expenditures has been $22,754.85. Per the department there are projects and events that will require these services before the end of the fiscal year. Therefore, staff is requesting to exceed the $25,000 expenditures but not to exceed $45,000 for Pride Group LLC.
Maricopa Sign Company, LLC is a local firm that does various signs and banners for many of the City's departments. As of December 30, 2015, the year to date encumbrances and expenditures has been $21,492.25. Per the City departments there are a few extra projects that will need to be completed prior to the end of the fiscal year. Therefore, staff is requesting to exceed the $25,000 expenditure limit but not to exceed $35,000 for Maricopa Sign Company, LLC.
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 Arizona Emergency Products, Pride Group, LLC Inc., and Maricopa Sign Company. 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 Arizona Emergency Products exceed $25,000 but not to exceed $50,000 Pride Group to exceed $25,000 but not to exceed $45,000 and for Maricopa Sign Company to exceed $25,000 but not to exceed $35,000 for, Pride Group, LLC.