HomeMy WebLinkAboutItem 15 - Purchase Order for Citywide Maintenence, Repair and Operational SuppliesFinance & Management Services
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Item # 15
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
April 1, 2025
TOPIC: Citywide Maintenance, Repair, and Operational Supplies
AGENDA TITLE
Citywide Purchase Order Contract with Grainger, Inc. for Maintenance, Repair, and
Operational Supplies (Specification No. 25-048) (General Fund and Non -General Fund)
RECOMMENDED ACTION
Award a Citywide Purchase Order Contract to Grainger, Inc. for online marketplace
purchases of goods for a four year term beginning April 1, 2025 and expiring March, 31,
2029, for an annual amount not -to -exceed $400,000, for a total contract amount not -to -
exceed $1,600,000.
GOVERNMENT CODE §84308 APPLIES: No
DISCUSSION
The Purchasing Division establishes annual Citywide purchase order contracts with
vendors that provide goods and services required by multiple City departments on a
recurring basis. These contracts provide an alternative to other agreements, helping
departments manage costs while benefiting from vendor convenience. Grainger, Inc.
provides a variety of essential items, including miscellaneous supplies, parts, equipment,
and materials needed for general maintenance and repairs throughout the City. Various
departments, including Public Works, Police, Jail, Fleet, Facilities, and Parks &
Recreation, rely on these contracts to order supplies as needed, ensuring uninterrupted
operations and facility management.
Santa Ana Ordinance No. NS-3041 authorizes the City to purchase against contracts from
any public agency utilizing a competitive bid process. Omnia, a cooperative government
purchasing agency, awarded a contract to Grainger, Inc. (Contract No. 240078-01) for
maintenance repair and operations (MRO) supplies, parts, equipment, and materials as
a result of open, competitive bidding, and meets the City's requirements. Staff researched
available procurement options and product offerings in the market and determined that
the MRO supplies, parts, equipment, and materials provided by Grainger, Inc. enables
City staff to procure as -needed materials as efficiently as possible when out in the field
maintaining City facilities. By leveraging the procurement power through cooperative
purchasing, the City of Santa Ana is able to obtain nationally vetted, high quality products
Citywide Purchase Order Contract for Maintenance, Repair, and Operational Supplies
April 1, 2025
Page 2
at competitive volume pricing, and is in accordance with the City's existing Purchasing
Guidelines.
ENVIRONMENTAL IMPACT
There is no environmental impact associated with this action.
FISCAL IMPACT
Funding is available in the FY 24-25 budget, with $100,000 allocated under various
departmental Miscellaneous Operating Expense accounts (No. 63001). Funding for
subsequent fiscal years will also be included in these Miscellaneous Operating Expense
accounts as part of proposed budgets for City Council consideration. An estimated annual
amount of $400,000 may be utilized, but actual usage will vary based on needs and
budget capacity. However, total expenditures will not exceed the contract limit of
$1,600,000.
Prior to utilizing the citywide contracts, the requesting departments will follow the
Purchasing Policies and Procedures and ensure funds are available. Upon successful
completion of the fiscal review, the Purchasing Division will approve orders in accordance
with the Policy.
Submitted By: Alex Trinidad, Acting Finance and Management Services Agency
Executive Director
Approved By: Alvaro Nunez, City Manager