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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 and previously approved limits for Fiscal Year 2014/2015 pursuant to the City Purchasing Code, Article IV, Section 3-213(e) "Cumulative Annual Purchases in Excess of $25,000" with: 1st Class Hosting LLC; H & E Equipment Services, Inc.; Horizon Distributors, Inc.; Fertizona-Casa Grande, LLC; Stabilizer Solutions, Inc.; Spillman Technologies; TDIndustries, Inc 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 must be approved by City Council prior to execution of purchase orders. Some of these Purchases will also comply with Chapter 03, Article IV, Section 3-223 Cooperative Purchasing of the Maricopa City Code. 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 and previously approved limits but not to exceed the listed dollar amount without further Council approval.
1ST CLASS HOSTING LLC is a firm the City has been working with for the redesign of the Maricopa Fire Department network. The services and expertise of this firm will also benefit other City remote sites in possible redesign or upgrading. As of January, 2015, the FY2014/2015 encumbrances and expenditures are at $22,035.69. As I.T. and the Fire Department progress through the redesign, additional services and equipment have been identified to complete the project. Therefore, staff is requesting to exceed the $25,000 expenditure limit but not to exceed $50,000 with 1st Class Hosting, LLC without further Council approval.
H & E EQUIPMENT SERVICES, INC. is a valley recognized provider of maintenance and repair services for heavy duty equipment. They are also the authorized service provider for E-One Fire trucks. The Maricopa Fire Department has worked with them on multiple service projects on the fire ladder truck and on upgrading the two (2) reserve trucks. On August 5, 2014, the City Council approved exceeding the $25,000 spending limit but not to exceed $75,000 without further Council approval. As of January, 2015, the FY2014/2015 encumbrances and expenditures are at $74,956.47. In anticipation of additional items that will be required to finish the upgrade, labor, and refurbishing of the two trucks, staff anticipates that we will exceed the $75,000 limit. Therefore, staff is requesting to exceed the $75,000 expenditure limit but not to exceed $125,000 with H & E Equipment Services, Inc. without further Council approval.
HORIZON DISTRIBUTORS, INC. is a firm that the Community Services Department Parks Maintenance Division utilizes for various repairs, service, and supplies for the irrigation systems, lawn care and equipment at Pacana Park and Copper Sky Park. Horizon Distributors is on a cooperative contract with the State of Arizona which we are able to piggy back on for pricing. On July 1, 2014, the Council approved exceeding $25,000 but not to exceed $62,000 without further Council approval. As spring approaches and staff begins preparing the parks and ball fields for the spring/summer season, it is anticipated that more repairs and lawn care will be required in order to maintain the expected quality level of the fields. As of January, 2015, the FY2014/2015 encumbrances and expenditures are at $50,536.25. Therefore, staff is requesting to exceed the $62,000 limit but not to exceed $75,000 with Horizon Distributors, Inc. without further Council approval.
FERTIZONA-CASA GRANDE, LLC is a firm that is used by the Community Services Department Parks Maintenance Division for various lawn care fertilizers and applications. Fertizona is on a cooperative contract with the City of Mesa, AZ which we are able to piggy back on for pricing. As of January, 2015, the FY2014/2015 encumbrances and expenditures are at $$28,388.70. On July 1, 2014, City Council approved exceeding the $25,000 limit but not to exceed $60,000. As City staff starts preparing Copper Sky Park and Pacana Park for the spring/summer season, staff believes that we will exceed the $60,000. Therefore, staff is requesting to exceed the $60,000 expenditure limit but not to exceed $75,000 with Fertizona-Casa Grande, LLC without further Council approval.
STABILIZER SOLUTIONS, INC. is a firm utilized by the Community Services Department Parks Maintenance Division for the purchase of materials and equipment for the ball fields and sports areas at Copper Sky and Pacana Park. Stabilizer Solutions, Inc. is on a cooperative contract with Tempe which we are able to piggy back on for pricing. As of January, 2015, the FY2014/2015 encumbrances and expenditures are at $20,015.36. Staff believes that we will exceed this limit before the end of the fiscal year. Therefore, staff is requesting to exceed the $25,000 expenditure limit but not to exceed $50,000 with Stabilizer Solutions, Inc. without further Council approval.
SPILLMAN TECHNOLOGIES is the records management system used by the Maricopa Police Department. Spillman is a proven leader of robust RMS, CAD, Mobile Date & Field Reporting, and Crime Analysis & CompStat software, seamlessly connecting vital department data and enabling the Maricopa Police Department to share information with neighboring public safety agencies. The Maricopa Police Department is constantly upgrading this system to better serve the public. On July 1, 2014, the City Council approved exceeding the $25,000 expenditure limit but not to exceed $56,000. As of January, 2015, the FY2014/2015 encumbrances and expenditures are at $51,420.66. Staff believes that the $56,000 limit will be exceeded before the end of the fiscal year. Therefore, staff is requesting to exceed the $56,000 limit but not to exceed $75,000 with Spillman Technologies without further Council approval.
TDINDUSTRIES, INC. is the firm utilized by the City for the maintenance, services and parts for the HVAC systems at various City facilities. As of January, 2015, the FY2014/2015 encumbrances and expenditures are at $19,116.23. Staff believes that the $25,000 limit will be exceeded before the end of the fiscal year. Therefore, staff is requesting to exceed the $25,000 limit but not to exceed $50,000 with TDIndustries, Inc. 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 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 will be presented by Brian A. Ritschel, Finance Director.
STAFF RECOMMENDATION
Staff recommends the Mayor and City Council approve a request by the Purchasing Manager to approve expenditures exceeding $25,000 and previously approved limits for Fiscal Year 2014/2015 pursuant to the City Purchasing Code, Article IV, Section 3-213(e) "Cumulative Annual Purchases in Excess of $25,000" with: 1st Class Hosting LLC; H & E Equipment Services, Inc.; Horizon Distributors, Inc.; Fertizona-Casa Grande, LLC; Stabilizer Solutions, Inc.; Spillman Technologies; TDIndustries, Inc