Loading...
HomeMy WebLinkAboutFinancial Request FormFinancial Request Form Form Type * Requestor Name Department Requested Amount Vendor Name Vendor Number (If Known) Request / Recommendation Justification Account Number Amount Account 1 Bids/Quotes Purchase Request Form Chris Gerry Public Works 40,861.00$ Purchase Request Form Alta Planning + Design, Inc. Authorize a professional services with Alta Planning + Design’s to assist in preparing a Safe Streets for All (SS4A) Cycle 4 Implementation Grant application for the amount of $40,861 (Project No. CST00018) Safe Streets for All (SS4A) is directly related to the City’s ongoing Vision Zero Strategy and will build on Alta’s role as the lead consultant for that effort. The scope includes project management, updating the High Injury Network (HIN), project selection, implementation grant eligibility review, and completion of the full SS4A application. Alta will work closely with the City to meet critical grant deadlines and resulting in submission of the final application by June 26, 2025. Staff anticipates requesting funding in the range of $5 - $8 million. Alta Planning + Design is uniquely positioned to complete this work due to the very tight grant timeline and their direct, ongoing involvement in finalizing the City’s Vision Zero Strategy. Alta has intimate knowledge of the City's data, project priorities, and SS4A program requirements, and is already familiar with the refinements needed to strengthen the High Injury Network (HIN) and conduct any additional data analysis required for a highly competitive application. Engaging a new consultant at this stage would cause critical delays, require extensive knowledge transfer, and risk missing the grant deadline. 2134300-5000910 40,861.00$ Is there currently a budgeted line item for this purchase? Yes No If funds are insufficient, please enter account number for budget transfer Current Account Balance $228k Were 3 bids/quotes obtained/requested? Yes No If bids were not obtained, upload quotes or any other associated documents: SS4A Scope+Budget.pdf 263.73KB Was the lowest bid/quote selected? Yes No Exceptions A - Minimum Procurement Levels. When the city manager establishes a minimum dollar threshold where the procurement of public projects, contractual services, professional services, and supplies are not subject to any of the required procurement methods in this chapter. The city shall work to procure these items in the best interest of the city. B - Disaster Relief. When in the case of a disaster, as further explained in Chapter 2.48, the requirements of this chapter do not apply. C - Emergency. While the need for occasional emergency purchases is recognized, the practice must be curtailed as much as possible by anticipating needs so that normal purchasing procedures may be used. 1. "Emergency" means a sudden, unexpected occurrence that poses a clear, eminent danger requiring immediate action to protect the health and safety of the public, including to prevent or mitigate the loss or impairment of life, health, property or public services. 2. In the case of an emergency which requires the immediate procurement of public projects, contractual services, professional services or supplies, the city manager may authorize the purchasing officer to procure these items without regard to the provisions of this chapter; provided that a written public record shall be kept showing the nature of the emergency and the city manager's authorization to proceed under the provisions of this section. The city manager shall terminate the emergency action at the earliest possible date that conditions warrant. D - No Competitive Market. When the city manager determines that a competitive market does not exist or that the city will not gain a competitive advantage by using the formal bidding procedure, the city may use any other procurement method. E - Competitive Bidding Already Completed. When the purchasing officer, with the approval of the city manager, determines that: (1) a competitive bid procedure has been conducted by another public agency, including, but not limited to, another local agency, the state through the California Multiple Award Schedule (CMAS), the federal government through the General Services Administration (GSA), or a joint powers agency, authority or alliance that procures competitive contracts; and (2) the price to the city is equal to or better than the price to that public agency. F - State Purchase. When the purchase is made on behalf of the city by the State Department of General Services. G - Mandated Expenditures. When expenditures are mandated by law or regulation, such as county booking fees, utilities, postage (for delivery charges through the U.S. Postal Service), waste disposal fees or other nonnegotiable permit, use or application fees. H - Shared Services. When the city council or city manager authorizes the award and execution of contracts for services, subject to the dollar limits consistent with this chapter, that are provided by another government, public entity, joint powers authority, quasi-governmental entity, special district or nonprofit entity that will maximize efficiency, increase cost effectiveness, increase range of services, minimize duplication, provide training or education encourage collaboration or standardize efforts, or leverage government resources. I - Best Interest of City. When the city council or city manager authorizes the award and execution of contracts, subject to the dollar limits consistent with this chapter, without competitive bidding provided that the city council or city manager finds that such award is in the best interest of the city, or of the public health, safety, and welfare. J - Sole Source*. When the city manager determines that there is only one source that provides the needed public project, contractual service, professional service or supplies or a product to ensure compatibility with other city products and equipment, the city shall work to procure these items in the best interest of the city. K - Purchase of Recurring Charges. 1. The purchasing officer may create an approved vendor list for the purposes of providing specified services and goods for the fiscal year for ongoing cleanup, maintenance and different routine items that are of a continuing nature. The development and maintenance of the vendor list and specified services list will be established by the purchasing officer. 2. Prior to each fiscal year, an invitation to provide pricing for certain goods or services should be posted and remain posted through the fiscal year to offer vendors to provide pricing throughout the year and provide equal bidding opportunities. Additions to the vendor list may be approved continuously by the purchasing officer. Prices from each vendor shall be obtained in a Manager Approval Date Director Approval Date * * * y y p g manner to ensure competitive pricing, in the best interest of the city. Vendors shall be required provide updated pricing annually. 3. The aggregate yearly threshold for each vendor shall not exceed twenty-five thousand dollars. 4. Vendors may remain on the list without reapplying for three years plus two one-year extensions at the request of city staff. 5. Utilization of vendors on the list is to be prioritized by pricing, then by other appropriate criteria including quality, capability, availability, or similar criteria. Exceptions to the prioritization of pricing is subject to approval by the finance director or designee. L - Technology Recurring Charges. 1. When renewing maintenance/support services, license(s), or addressing similar needs for existing technology systems (software and hardware) procurement is permissible directly from the original developer/manufacturer or sole source provider if the city manager has determined that negotiations have yielded the best price, terms, and conditions. 2. When renewing maintenance/support services, license(s), or addressing similar needs for existing technology systems (software and hardware) procurement is permissible directly from a vendor/reseller previously selected following the city's procurement standards; provided, that: a. The vendor/reseller has been used continuously since such selection; b. The renewal involves no substantive changes; and c. The city manager determines that proceeding with the vendor/reseller serves the city's best interests. M - Otherwise Authorized. When otherwise authorized by this chapter or applicable law. (Ord. 1410, 4/25/2024) Are you sure that you want to select Sole Source as your reason? Yes, I am sure. 04/28/2025 04/28/2025 Would you like to have the City Manager review this? Yes No Deputy Director of Finance 04/28/2025 Sign Finance Director 04/29/2025 Interim City Manager 04/29/2025