Title:
Title
Cooperative Purchasing Agreement: Lumber and Miscellaneous Hardware Supplies
End
FileID
File ID: 2019-01515
Location
Location: Citywide
Recommendation:
Recommendation
Pass a Motion: 1) approving the use of the Sourcewell cooperative purchase agreement with HD Supply Construction & Industrial - White Cap (Contract No. 121218-HDS) for the purchase of lumber and miscellaneous hardware supplies; and 2) issue the required purchase orders for the not-to-exceed amount under the cooperative purchase agreement for a total amount not-to-exceed $200,000 through January 25, 2023.
Contact: Michael Taylor, Assistant Chief, (916) 767-2207, Fire Department
Body
Presenter: None
Attachments:
1-Description/Analysis
2-HD Supply Construction & Industrial - White Cap (Contract No. 121218-HDS)
Description/Analysis
Issue Detail: The Fire Department has an ongoing need to purchase lumber and miscellaneous hardware supplies for the training division. The training division uses a variety of lumber and hardware supplies to build props, fire flow testing demonstration and forceable entry props. Department staff train with live fire and need to have realistic fire environments, which require staff to build props that represent different fire scenarios with common building materials.
Policy Considerations: The recommendations in this report are in accordance with provisions of the City Code Section 3.56.240, which authorizes the City Manager, where advantageous to the City, to utilize cooperative purchasing agreements approved by the City Council to purchase supplies or nonprofessional services through legal contracts of other governmental jurisdictions or public agencies without separate competitive bidding by the City.
Economic Impacts: None.
Environmental Considerations: This report concerns administrative activities that do not constitute a “project” as defined by section 15378 of the California Environmental Quality Act (CEQA) Guidelines and is otherwise exempt pursuant to sections 15061(b)(3); 15378(b)(2).
Sustainability: None.
Commission/Committee Action: Not applicable.
Rationale for Recommendation: The Fire Department will use the purchased lumber and miscellaneous hardware supplies for training purposes. The purposes include but not limited to prop development and fire related training exercises with common materials found during fire suppression responses. After reviewing the available purchase options, staff is recommending council to approve the Fire Department to purchase required lumber and miscellaneous hardware supplies from HD Supply Construction & Industrial - White Cap until January 25, 2023 through the cooperative purchase agreement with Sourcewell which represents the most advantageous purchasing strategy.
In an ongoing effort to maximize cost savings and staff resources, many government agencies sharing contracting efforts through cooperative purchasing. This procurement approach increases pricing competitiveness and lowers operating costs through buying in volume. When comparing the administrative costs of procurement; staff considers product research, source selection, specifications, advertising, staff reports, awarding, potential protest, and administration of the contract. Cooperative purchasing is more beneficial to eliminate additional time and resources spend on those administrative processes.
Financial Considerations: The estimated annual purchase cost is approximately $50,000 and purchases will be made on an as-needed basis. Sufficient funding has been identified for this contract in the Fire Department’s Externally Funded Project (E12000100). Purchases made after June 30, 2020 are subject to funding availability in the Externally Funded Project (E12000100) budget of the applicable fiscal year.
Local Business Enterprise (LBE): HD Supply Construction and Industrial - White Cap is not an LBE. The minimum LBE participation The City’s LBE program does not apply to cooperative purchasing agreements that result from another public agency’s competitively-bid process.