COUNCIL COMMUNICATION
TO: Honorable Mayor and Council
FROM: Bill Young, Transportation and Maintenance Superintendent
SUBJECT:Title
Action: Cooperative Purchase Agreement and Exceed Expenditure Threshold for Cumulative Reoccurring, Routine Purchases of Roadway Paint with Ennis Flint, Inc. (Bill Young)
Body
FUNDING SOURCE:
Highway User Revenue Fund (HURF)
PURPOSE:
To consider approval of a Cooperative Purchase Agreement 500270 and exceed expenditure threshold with Ennis Flint, Inc., for roadway paint in accordance with City Code §§ 3.10.010.3(A)(1) and 3.10.030.1.
BACKGROUND:
The Maintenance Services Division in past years has used approximately 4,500 gallons of roadway paint each year to stripe and restripe our city streets. Due to a rise in construction, additional traffic on the roads, maintenance programs, recoating, and repaving, we estimate that our annual requirement of roadway paint has increased to 5,000 gallons of roadway paint for this fiscal year and anticipate a similar increase in future years.
At the end of the first quarter, the City had expended $27,482.44, with Ennis Flint, Inc., for roadway paint. We anticipate at least one more purchase of equal quantities will be required to finish the fiscal year. The City anticipates the yearly spend not-to-exceed $60,000 per year under the current contract. The expiration date of this contract is April 29, 2025, with the option to renew for two (2) additional one-year terms.
All purchases will be made utilizing the City’s Cooperative Purchase Agreement (500270) and the Arizona Department of Transportation (ADOT) State Contract No. CTR060152.
COMMUNITY IMPACT:
Striping the City’s roadways provides both traffic flow improvements as well as safety benefits for our community. Due to the use, weather, and pavement condition, the City typically restripes roadways annually.
FISCAL IMPACT:
Funds in the amount of $60,000 are allocated and available in the Fiscal Year 2024-25 budget in the Highway User Revenue Fund.
ATTACHMENTS:
N/A
SUGGESTED MOTION:Recommended Action
I move to approve and authorize the City Manager to execute the Cooperative Purchase Agreement with Ennis-Flint, Inc., and approve annual expenditures under the Agreement in excess of the expenditure threshold.