Title
AUTHORIZATION TO ENTER INTO A LINKING AGREEMENT WITH HORIZON DISTRIBUTORS, INC. FOR PLUMBING AND IRRIGATION SUPPLIES FOR CITY RIGHT OF WAYS AND PARKS MAINTENANCE
Staff Contact: Jack Friedline, Director, Public Works
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Purpose and Recommended Action
Recommendation
This is a request for City Council to authorize the City Manager to enter into a linking agreement with Horizon Distributors, Inc., in an amount not to exceed $85,000 annually for plumbing and irrigation supplies for Right of Way (ROW) and Parks Maintenance. This request also authorizes the City Manager to annually renew the linking agreement, at the City Manager's discretion, for an additional three years in an amount not to exceed $340,000 over the term of the contract.
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Background
The ROW Division of Field Operations maintains 200 miles of landscape irrigation systems in the City of Glendale. The system requires routine maintenance and emergency repairs, which requires parts such as valves, sleeves, couplers, bushings, and controllers (electric, solar and battery powered), along with other necessary parts to repair irrigation systems.
The Parks Maintenance Division, within the Community Services Department, manages irrigation systems for 118 locations including parks, retention basins, recreation centers, fire stations, and various other city owned properties. This division uses a variety of valves, backflow prevention devices, controllers and fittings to support and keep these systems functioning property and efficiently.
Analysis
Horizon Distributors, Inc. was awarded Contract WH4-670-3284 through a competitive bid process by the City of Chandler utilizing the cooperative purchase with Strategic Alliance for Volume Expenditures (SAVE). SAVE is a consortium of local municipalities, in which Glendale is a member.
Cooperative purchasing allows counties, municipalities, schools, colleges and universities in Arizona to use a contract that was competitively procured by another governmental entity or purchasing cooperative. Such purchasing helps reduce the cost of procurement, allows access to a multitude of competitively bid contracts, and provides the opportunity to take advantage of volume pricing. The Glendale City Code authorizes cooperative purchases when the solicitation process utilized complies with the intent of Glendale's procurement processes. This cooperative purchase is compliant with Chapter 2, Article V, Division 2, Section 2-149 of the Glendale City Code, per review by Materials Management.
Previous Related Council Action
On July 13, 1999, Council adopted Resolution No. 3303 New Series authorizing the entering into of an intergovernmental Cooperative Purchasing Agreement with public agencies, consisting of city, county and state governmental agencies, school districts, and higher education institutions.
Community Benefit/Public Involvement
Well maintained public rights of way and public spaces aid in creating civic and community pride. Additionally, the proper maintenance and repair of the ROW irrigation system is necessary to stay in compliance with the city's directive to not waste water (Ordinance No. 1659, Chapter 30, Article 1, Section 30-4) in order to preserve this precious natural resource.
Budget and Financial Impacts
Funds are available in the fiscal year 2014-15 operating and maintenance budgets of ROW and Parks Maintenance. Expenditures with Horizon Distributors, Inc. are not to exceed $65,000 annually for ROW and $20,000 annually for Parks Maintenance, with a not to exceed total amount of $340,000 for the term of the linking agreement.
Cost |
Fund-Department-Account |
$65,000 |
1340-16710-524400, Right of Way |
$20,000 |
1000-13040-524400, Parks Maintenance |
Capital Expense? No
Budgeted? Yes
Requesting Budget or Appropriation Transfer? No
If yes, where will the transfer be taken from?