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From: James Sharer, Director
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Subject:
Resolution authorizing the issuance of an Annual Purchase
Order with three one-year renewal options to Waxie
Sanitary Supply for custodial supplies.
Dept: Facilities Management
Date: April 30, 2009
M1CC Meetin2 Date:
June 1, 2009
Synopsis of Previous Council Action:
3-16-09 Reso 2009-52 Increase Purchase Order No. 208059 by an additional $10,000 to Waxie
Sanitary Supply for custodial supplies.
Recommended Motion:
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James W. Sharer
Director of Facilities Man
Phone: 384-5244
Adopt Resolution
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Contact person: James Sharer
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Supporting data attached: Staff Report, Resolution
Ward(s):
FUNDING REQUIREMENTS: Amount: $35,000.00
Source:: 001-324-5111
All
Barbara Pachon
Director of Finance
Council Notes:
Agenda Item No.
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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
STAFF REPORT
SUBJECT
Resolution authorizing the issuance of an Annual Purchase Order with three one-year renewal
options to Waxie Sanitary Supply for custodial supplies.
BACKGROUND
Waxie Sanitary Supply of Ontario is one of the three primary vendors used for custodial supplies
for the City of San Bernardino. Three years ago we started increasing our business with Waxie
when we switched to the motion sensored paper towel dispensers in City Hall. These dispensers
have reduced the City Hall paper product usage approximately 30%. We have also changed toilet
paper dispensers and soap dispensers with more efficient units, making the City of San
Bernardino a more environmentally-conscious, Green City. If approved by the Mayor and
Common Council, this Resolution will authorize a Negotiated Purchase. which is allowed under
Municipal Code Section 3.04.010 (B) (3).
This year, at the request of the City Manager, staff had a meeting with Waxie to encourage a
further discount on custodial supplies. These have talks have been very fruitful and Waxie will
now be the supplier of trash can liners and provide the dilution control equipment for a
conversion from shelf ready products to concentrated products in our field trucks. This
conversion will allow us to standardize on green chemicals throughout our operation, and allow
for time-specific deliveries since our warehouse is now unmanned. Waxie has agreed to the five
percent vendor discount requested by the City Manager. Staff recommends that Waxie Sanitary
Supply be issued a Purchase Order for custodial supplies with three, one-year renewal options
for the base year amount plus the CPI rate of inflation to cover cost increases in future years.
FINANCIAL IMPACT
The $35,000 cost for Custodial supplies is included in the Facilities Management general fund
budget for FY 09/10, account number 001-324-5111.
RECOMMENDATION
Adopt Resolution
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RESOLUTION NO.
RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO AUTHORIZING THE ISSUANCE OF A PURCHASE
ORDER WITH THREE ONE-YEAR RENEWAL OPTIONS TO WAXIE
SANITARY SUPPLY FOR CUSTODIAL SUPPLIES.
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF
THE CITY OF SAN BERNARDINO AS FOLLOWS:
SECTION 1. Waxie Sanitary Supply is the selected source vendor for the
custodial supplies for the Facilities Management Department. The Finance Department
is hereby authorized and directed to issue a purchase order to said vendor in the amount
of $35,000.00 for Fiscal Year 2009/10 and authorize three one-year renewal options for
the base year amount plus the CPI rate of inflation to cover cost increases in future
years as long as funds are available and appropriated in the budget each year. The
purchase order shall reference this Resolution and shall be issued to Waxie Sanitary
Supply for the custodial supplies in an amount not to exceed $35,000.00.
SECTION 2. This resolution is rescinded if the aforementioned Purchase Order
is not issued within sixty (60) days of the passage of this resolution.
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1 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY
2 OF SAN BERNARDINO AUTHORIZING THE ISSUANCE OF A PURCHASE
ORDER WITH THREE ONE-YEAR RENEWAL OPTIONS TO WAXIE
3 SANITARY SUPPLY FOR CUSTODIAL SUPPLffiS.
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I HEREBY CERTIFY that the foregoing resolution was duly adopted by the
Mayor and Common Council of the City of San Bernardino at a
meeting thereof, held on the day of
following vote, to wit:
, 2009, by the
Council Members:
AYES
NAYS
ABSTAIN
ABSENT
ESTRADA
BAXTER
BRINKER
SHORRETT
KELLEY
JOHNSON
McCAMMACK
Rachel G. Clark, City Clerk
The foregoing resolution is hereby approved this
day of
2009.
Patrick J. Morris, Mayor
City of San Bernardino
Approved as to form:
James F. Penman, City Attomey