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STRATEGIC OUTCOMES |
ACTION |
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Department: |
☐ Safe & Prosperous |
☒ Motion |
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Finance |
☒ Active & Appealing |
☐ Resolution |
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☐ Respected & Responsible |
☐ Ordinance - Introduction |
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Division: |
☐ Connected & Engaged |
☐ Ordinance - Adoption |
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Procurement |
☐ Unique & Creative |
☐ Public Hearing |
TITLE: t
Cooperative Purchasing Agreement: Janitorial and Sanitation Supplies, Equipment, and Related Services
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SUMMARY RECOMMENDATION: Summary Recommendation
Authorize the City Administrator to enter into a one-year janitorial supplies and services agreement with an option to renew for up to four additional years with Waxie Sanitary Supply of San Diego, California, utilizing a Cooperative Purchase Agreement through the Mohave Cooperative Agency at an estimated annual expenditure of $240,000.00. (Building Safety-CPA-25-013) (Justin Lewis/Robin R. Wilson)
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STRATEGIC OUTCOME:
This item supports the City Council’s strategic outcome of Active and Appealing by ensuring that public and office spaces are clean, safe, and inviting for residents, visitors, and staff. Maintaining well-kept facilities enhances the overall appeal of the City, promoting a positive image and encouraging community engagement in various activities and events.
REPORT:
Based on an analysis of past expenditures, staff is recommending an approved amount of $240,000.00 annually. The City purchases many of these items in support of daily operations of the Facilities Maintenance Division.
This cooperative contract was competitively bid through the Mohave Educational Services Cooperative agency. Mohave’s purchasing policies and procedures come from the Arizona State Board of Education School District Procurement Rules, the Arizona Procurement Code, and other sections of the Arizona Revised Statutes.
The use of this cooperative purchase contract with Mohave leverages volume purchasing and reduces administrative overhead costs by not having to conduct and manage a bid for janitorial supplies, equipment, and services. This cooperative purchasing contract is renewed by Mohave on an annual basis with the final expiration date of June 02, 2029.
The City has utilized Waxie Sanitary Supply (Waxie)’s branded products for over 20 years, which has proven to provide quality products and service. This contract allows catalog wide purchases offering a product list of approximately 2,500 janitorial and sanitation supplies available nationally through Waxie at substantially reduced prices.
FISCAL REQUIREMENTS:
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CITY FUNDS: |
$ 240,000.00 |
BUDGETED: |
$ 240,000.00 |
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STATE FUNDS: |
$ 0.00 |
AVAILABLE TO TRANSFER: |
$ 0.00 |
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FEDERAL FUNDS: |
$ 0.00 |
IN CONTINGENCY: |
$ 0.00 |
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OTHER SOURCES: |
$ 0.00 |
FUNDING: ACCOUNT/FUND #/CIP |
TOTAL $240,000.00
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Various City Funds |
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To total; right click number & choose “Update Field” |
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FISCAL IMPACT STATEMENT:
Sufficient budget authority is provided in the City Council FY 2025 approved budget to enter this agreement.
ADDITIONAL INFORMATION:
SUPPORTING DOCUMENTS NOT ATTACHED TO THE CITY COUNCIL ACTION FORM THAT ARE ON FILE IN THE OFFICE OF THE CITY CLERK:
NONE
IF CITY COUNCIL ACTION INCLUDES A CONTRACT, LEASE OR AGREEMENT, WHO WILL BE RESPONSIBLE FOR ROUTING THE DOCUMENT FOR SIGNATURE AFTER CITY COUNCIL APPROVAL?
☐ Department
☐ City Clerk’s Office
☐ Document to be recorded
☐ Document to be codified
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Acting City Administrator: |
Date: |
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John D. Simonton |
08/12/2024 |
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Reviewed by City Attorney: |
Date: |
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Richard W. Files |
08/12/2024 |