Subject:
Title
Second Amendment to the purchase authorization with W.W. Grainger, Inc. for requirements of maintenance, repair, and operating supplies.
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Recommended Action:
Recommended Action
Approval and execution by the County Administrator of the Second Amendment to the purchase authorization with W.W. Grainger, Inc. (Grainger) for requirements of maintenance, repair, and operating (MRO) supplies.
• This Second Amendment requests funds in the amount of $820,000.00 through the remainder of the state of Florida contract term - June 2023.
• This purchase authorization includes the Grainger vending machine program, which has been in place since 2012, providing a secure and efficient method to provide supplies to large departments such as Parks and Conservation Resources, Public Works, Administrative Services - Facilities and Real Property Division, and Utilities.
• In addition, recently, to better manage and provide greater oversight pertaining to Administrative Services Facilities Division inventory, Grainger was requested to supply Facilities with most MRO needs going forward through Grainger’s “Stock Keep” Program. This solution was recommended from a study conducted by Local Government Solutions. Inventory from Grainger is now tracked through bar code and dispersed accordingly providing much improved management controls as compared to prior practice. Now that Facilities is successfully utilizing the Grainger MRO program, expenditures have significantly increased creating a need to increase the purchase authorization upset limit.
• Typical products purchased include, but are not limited to, personal protective equipment, chemicals, janitorial supplies, trash bags, hand soap, lightbulbs, electric equipment, and hand tools.
• Pricing is per State of Florida Contract No. 31160000-20-NASPO-ACS.
• The County Administrator has authority to approve purchases in any amount from State of Florida awarded contracts, per Code Section 2-185.
• Contract No. 190-0648-S(SRP) was originally awarded by the County Administrator on September 24, 2020, in the amount of $2,850,000.00 for a twelve (12) month term period. The First Amendment for an increase of $925,000.00, was approved by the County Administrator on November 07, 2022.
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Contract No. 190-0648-S(SRP) in the increased amount of $820,000.00 for a revised total contract amount of $4,595,000.00 through June 30, 2023.
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Strategic Plan:
Deliver First Class Services to the Public and Our Customers
5.2 Be responsible stewards of the public’s resources
5.3 Ensure effective and efficient delivery of county services and support
Summary:
This Second Amendment provides additional funds through the remainder of the contract term.
This purchase authorization includes the Grainger vending machine program, which has been in place since 2012, providing a secure and efficient method to provide MRO supplies to large departments such as Parks and Conservation Resources, Public Works, Administrative Services - Facilities and Real Property Division, and Utilities.
Pricing is per State of Florida Contract No. 31160000-20-NASPO-ACS.
Additionally, Grainger’s vending machine program gives departments the ability to have continuous stock of commonly used products at convenient locations. Commonly stocked vending products include: first aid supplies, restroom cleaning supplies, gloves, and trash bags. There is no additional charge for this vendor managed program.
Background/Explanation:
The County Administrator approved this purchase authorization in the amount of $2,850,000.00 on September 23, 2020, and the First Amendment for an increase of $925,000.00, was approved on November 07, 2022
Pricing per the State of Florida Contract No. 31160000-20-NASPO-ACS: NASPO ValuePoint Master Agreement No. 8496 for Facilities MRO and Industrial Supplies.
Fiscal Impact:
Current contract expenditure not-to-exceed: $3,775,000.00
Change Order No. 2 increase not-to-exceed: $ 820,000.00
Revised estimated expenditure not-to-exceed: $4,595,000.00
Funding is derived from requisitioning departments and multiple Funds, Centers, Accounts, and Programs are utilized. Per FY23 budget earmarks, departments have not sufficiently budgeted for the expected expenses of this contract and will have to use lapse funds or adjust their budgets in other areas in FY23.
Delegated Authority:
Authority for the County Administrator to approve this purchasing authorization is granted under Code Section 2-185.
Staff Member Responsible:
Paul Cozzie, Director, Parks & Conservation Resources
Megan Ross, Director, Utilities
Kelli Hammer Levy, Director, Public Works Department
Joe Lauro, Director, Administrative Services Department
Merry Celeste, Division Director, Purchasing & Risk, Administrative Services
Partners:
N/A
Attachments:
Second Amendment