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Home My WebLink About2024-02-13; City Council; ; Authorize the cooperative purchase of janitorial supplies from Waxie’s Enterprises, Inc. dba Waxie Sanitary Supply through the Region 14 Education Service CenterCA Review GH Meeting Date: Feb. 13, 2024 To: Mayor and City Council From: Scott Chadwick, City Manager Staff Contact: Barney Dresman, Public Works Supervisor barney.dresman@carlsbadca.gov, 760-331-8272 Subject: Authorize the cooperative purchase of janitorial supplies from Waxie’s Enterprises, Inc. dba Waxie Sanitary Supply through the Region 14 Education Service Center Districts: All Recommended Action Adopt a resolution authorizing the cooperative purchase of janitorial supplies from Waxie’s Enterprises, Inc. dba Waxie Sanitary Supply, in an amount not to exceed $200,000 per fiscal year. Executive Summary The City of Carlsbad’s Facilities Division is charged with providing the janitorial services to keep 30 city buildings and facilities clean and well-kept for both city staff and the public. To accomplish this work, the city must buy a large variety of cleaning products each year. Staff are requesting the City Council approve the purchase of janitorial supplies from Waxie’s Enterprises, Inc. dba Waxie Sanitary Supply, for an amount not to exceed $200,000 per fiscal year. This purchase is to be made through a cooperative purchasing agreement, as detailed below. It must be approved by the City Council under Carlsbad Municipal Code Section 3.28.050 because the annual cost of supplies is expected to exceed $100,000. Explanation & Analysis The items to be purchased through this cooperative agreement include, but are not limited to: • Cleaning products • Soap, hand sanitizer, body wash • Paper products such as towels and toilet paper • Trash can liners • Safety equipment such as gloves and glasses • Product dispensers • Cleaning equipment such as brooms, mops, brushes and dusters • Machines, such as vacuum cleaners and scrubbers Feb. 13, 2024 Item #3 Page 1 of 7 The Facilities Division has leveraged a cooperative purchasing agreement with Waxie to provide supplies and equipment for janitorial purposes.1 Waxie has proven to be a dependable vendor and has demonstrated an ability to reliably supply the city. Carlsbad Municipal Code Section 3.28.100 - Cooperative Purchasing gives the city’s Purchasing Officer the authority to join with other public or quasi-public agencies in cooperative purchasing programs to purchase goods and services as the Purchasing Officer determines to be in the city’s best interest. The Purchasing Officer may buy directly from a vendor at a price established by another public agency when the other agency has made its purchase in a competitive manner. The city’s Purchasing Officer determined on Nov. 14, 2023, that the use of this cooperative purchasing agreement provides the best value to the city. The Purchasing Officer’s memorandum is provided as Exhibit 2. The cooperative purchasing agreement was competitively sourced through the National Cooperative Purchasing Alliance. This cooperative agreement (Region 14 Education Service Center RFP # 08-16 and OMNIA Contract No. 02-27 for Comprehensive Operational & Janitorial Supplies Solutions) includes discounted list pricing, in some instances up to 50%. Additionally, the city has bought janitorial supplies from Waxie for at least ten years, and Waxie has demonstrated that it often exceeds these agreed-upon discounts by supplying the city with additional discounts averaging up to 55% on the top 20 items the city purchases most frequently. The supplies to be purchased from Waxie will comply with the environmentally preferred purchasing guidelines in the City of Carlsbad Purchasing Policies and Procedures Manual, as required by Administrative Order No. 12. The Facilities Division will continue to select supplies that align with these requirements. Staff request the City Council’s authorization to use the OMNIA Waxie Cooperative Purchasing Agreement to purchase janitorial equipment and supplies for this fiscal year and for the City Manager to be authorized to leverage the OMNIA Waxie Cooperative Purchasing Agreement for each additional year that the agreement is in effect. Fiscal Analysis The Facilities Division’s operating budget has sufficient to purchase the supplies need to maintain janitorial services at current levels. No additional appropriation is being requested at this time. Next Steps With City Council approval, staff will continue to purchase janitorial equipment and supplies from Waxie’s as needed to keep city facilities clean. 1 Cooperative purchasing is when a government agency uses an existing procurement contract from another agency as the justification and documentation to create its own contract to purchase the same or similar items or services directly from the vendor. Feb. 13, 2024 Item #3 Page 2 of 7 Environmental Evaluation This action does not constitute a project within the meaning of the California Environmental Quality Act under California Public Resources Code Section 21065 in that it has no potential to cause either a direct physical change in the environment or a reasonably foreseeable indirect physical change in the environment. Exhibits 1. City Council resolution 2. Cooperative purchase memorandum dated Oct. 17, 2023, approved by the Purchasing Officer on Nov. 14, 2023 Feb. 13, 2024 Item #3 Page 3 of 7 RESOLUTION NO. 2024-026 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, AUTHORIZING THE COOPERATIVE PURCHASE OF JANITORIAL SUPPLIES FROM WAXIE'S ENTERPRISES, INC. DBA WAXIE SANITARY SUPPLY IN AN AMOUNT NOT TO EXCEED $200,000 PER FISCAL YEAR WHEREAS, the City Council of the City of Carlsbad, California has determined that it is necessary, desirable and in the public interest to clean and maintain public buildings in a clean and sanitary condition; and WHEREAS, the Facilities Division requires a reliable supplier of cleaning produets, supplies and equipment to maintain a clean and sanitary environment for both city staff and members of the public; and WHEREAS, Waxie's Enterprises, Ine. dba Waxie Sanitary Supply, or Waxie, has reliably provided cleaning produets, supplies and equipment to the city; and WHEREAS, Waxie is part of a competitively bid Cooperative Purchasing Agreement with the National Cooperative Purchasing Alliance {Region 14 Education Service Center RFP # 08-16); and WHEREAS, Carlsbad Municipal Code Section 3.28.100 authorizes the city's Purchasing Officer to join with other public or quasi-public agencies in cooperative purchasing plans or programs for the purehase of goods and/or services; and WHEREAS, the city's Purchasing Officer has reviewed the purehase and agrees that the use of the Cooperative Purchasing Agreement, OMNIA Contract No. 02-27 for Comprehensive Operational & Janitorial Supplies Solutions ("OMNIA Waxie Cooperative Purchasing Agreement"), is in the best interest of the city NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California, as follows: 1.That the above recitations are true and correct. 2.That the Mayor is authorized and directed to approve the procurement of janitorial equipment and supplies in accordance with the OMNIA Waxie Cooperative Purchasing Agreement in an amount not to exceed $200,000 per fiscal year. 3.That the City Manager is authorized to extend this authorization to leverage the OMNIA Waxie Cooperative Purchasing Agreement for each additional year that the National Cooperative Purchasing Alliance Purchasing Agreement is in effect. Exhibit 1 Feb. 13, 2024 Item #3 Page 4 of 7 PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of Carlsbad on the 13th day of February, 2024, by the foliowing vote, to wit: AYES: NAYS: ABSTAIN: ABSENT: BLACKBURN, BHAT-PATEL, ACOSTA, BURKHOLDER, LUNA. NONE. NONE. NONE. KEITH BLACKBURN, Mayor � SHERRY FREISINGER, City Clerk (SEAL) Feb. 13, 2024 Item #3 Page 5 of 7 ______________________________________________________________________________ Fleet and Facilities Public Works 405 Oak Ave Carlsbad, CA 92008 442-339-2943 Memorandum October 17, 2023 To:Roxanne Muhlmeister, Assistant Finance Director/Purchasing Officer From:Barney Dresman, Public Works Supervisor cc:Brian Bacardi, Public Works Superintendent John Maashoff, Public Works Manager Re:Request to Participate on a Cooperative Purchasing Agreement with Waxie Sanitary Supply ______________________________________________________________________________ The purpose of this memorandum is to request approval from the Finance Department to participate in a Cooperative Purchasing Agreement for the procurement of janitorial supplies and equipment for the Fleet and Facilities Branch of Public Works. The Fleet and Facilities Branch purchases supplies and equipment almost exclusively from Waxie for the purpose of cleaning and maintaining city buildings. Items purchased include: Cleaning products Soap, hand sanitizer, body wash Paper products (towels, toilet paper, seat covers…) Trash can liners Safety equipment (gloves, glasses …) Product dispensers Cleaning equipment – (brooms, mops, brushes, dusters…) Machines (vacuum, scrubber ….) Carlsbad Municipal Code Section 3.28.100 authorizes the purchasing officer to join with other public or quasi-public agencies in cooperative purchasing plans or programs for the purchase of goods and/or services. This memo requests approval to use cooperative purchasing for the procurement of cleaning products, supplies and equipment through a Cooperative Purchasing Agreement that was competitively sourced through the National Cooperative Purchasing Alliance, a subsidiary of OMNIA Partners. This 2016 agreement is titled “Region 14 Education Service Center RFP # 08-16 and OMNIA Contact No. 02-27 for Comprehensive Operational & Janitorial Supplies Solutions” and offers up to a 50% discount on Waxie’s list pricing. Waxie has demonstrated that they often exceed these agreed discounts when supplying the City of Carlsbad with discounts averaging up to 55% on the top twenty items the city often purchases. Exhibit 2 Feb. 13, 2024 Item #3 Page 6 of 7 • • • • • • • • {cityof Carlsbad Memo – Request to Participate on a Cooperative Purchasing Agreement with Waxie Supply October 17, 2023 Page 2 ______________________________________________________________________________ Fleet and Facilities Public Works 405 Oak Ave Carlsbad, CA 92008 442-339-2943 Waxie delivers to six locations within the city every 2 weeks at no additional charge. Next steps: With Finance Department Approval, staff will seek City Council authorization to purchase janitorial supplies and equipment in accordance with the NCPA-OMNIA agreement through its current expiration on October 31, 2024. Approval to Proceed 11/14/2023 ________________________________________ ________________ Roxanne Muhlmeister, Date Assistant Finance Director/Purchasing Officer Attachment: A. Extension of NCPA-OMNIA contract #02-27 B. Waxie RFP response (2016) C. City of Carlsbad Pricing comparison to NCPA Feb. 13, 2024 Item #3 Page 7 of 7