Submitted By: Marie Brooks
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Presentation By: Chris Watt
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Department: Procurement and Contracting
STAFF RECOMMENDATION (Motion Ready):
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Approve purchases of inventory materials for Ocala Fiber Network, and the Electric and Water Resources Departments from multiple vendors with an aggregate expenditure of $4,709,659
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OCALA’S RELEVANT STRATEGIC GOALS:
Fiscally Sustainable, Operational Excellence
PROOF OF PUBLICATION:
N/A
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BACKGROUND:
Inventory items are posted for public competition on Advanced Utility Resource and Supply, Inc.’s (“AURSI”) bidding website, www.aursi.com <http://www.aursi.com>, to obtain the lowest price on material purchases.
Between September 10, 2021 and May 24, 2022, the Utility Services Warehouse (the “Warehouse”) issued multiple Invitations to Bid (“ITB”) via AURSI for inventory materials maintained at the Warehouse for use in the day-to-day operations of Ocala Fiber Network, and the Electric and Water Resources Departments.
Generally, awards were made based on the lowest responsive and responsible bidder in each category. In certain instances, to afford the City best value, awards were made to multiple vendors based on pricing and other stipulations. Awarded vendors for the subject solicitations include: (a) Wesco Distribution, Inc.; (b) Badger Meter, Inc.; (c) Electric Supply of Tampa, Inc.; (d) Gresco Utility Supply, Inc.; (e) Apalachee Pole, Inc.; and (f) American Wire Group, Inc. Original bid documents have been attached to this agenda item.
After award, Warehouse staff established contracts for each vendor and made purchases to ensure that adequate inventory levels for each affected department were maintained to support daily operations.
FINDINGS AND CONCLUSIONS:
The Procurement and Contracting Department audits requisitions and contracts to ensure purchases are being made in compliance with the Procurement Policy. A recent audit revealed that expenditures under each of the following contracts have exceeded/will exceed $50,000 (or the amounts previously approved by Council) and require additional Council approval before additional purchases can be made:
Eleven of the twelve above-referenced items were entered into Munis as “limitless” contracts. Once the inventory materials yielding the open purchase order amounts indicated above have been received, these limitless contracts will be closed and future purchases shall be made under “not to exceed” contracts up to thresholds approved by Council and/or the City Manager in compliance with the Procurement Policy.
FISCAL IMPACT:
Items are inventory and will be accounted for using 457-141-000-000-41-14100. Departments will adhere to budgeted expenditures for items issued.
PROCUREMENT REVIEW:
Future procurements for these goods will be made in compliance with the City’s Procurement Policy.
LEGAL REVIEW:
The City’s standard purchase order terms and conditions have been/will be utilized for the procurement of these goods.
ALTERNATIVE:
• Approve with Changes
• Table
• Deny