CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award of Cooperative Procurement 25-235, Janitorial Supplies, to W.W. Grainger, Inc. for an amount not to exceed $160,000 and for a 10-month term
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DEPARTMENT: Department of Public Works
SUBMITTED BY: Richard Dublinski, Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
The Department of Public Works - Public Building Operations Division (PBO) is responsible for maintaining the City’s facilities and public spaces, including the Central Business District (CDB) and parking decks. As part of this responsibility, PBO obtains the janitorial supplies used at facilities and distributes the supplies to the custodial contractors and staff for use.
In 2019, PBO conducted an internal assessment regarding the procurement and in-house inventory management of janitorial supplies to improve operations. An analysis was also included to determine if janitorial supplies should be bid or procured through a national cooperative contract. Staff evaluated cooperatives with six supply vendors and recommended the use of a cooperative janitorial supply contract to facilitate the purchase and distribution. Since 2019, the City has awarded a one-year term cooperative contract to Grainger for janitorial supplies.
DISCUSSION:
Staff recommends utilizing OMNIA Partners Cooperative Contract #2018.000207 through W.W. Grainger Inc., for the procurement of janitorial supplies. Grainger has helped the City find cost savings by identifying comparable products at lower prices. In addition, Grainger has helped the City customize the Keepstock program, an inventory management solution, to ensure that spending does not exceed the monthly allocation for each location by setting product ordering limits. The award amount includes funding for supplies necessary to continue to maintain City facilities and reflects the current spending.
The term of this contract is one year from September 1, 2025 through June 30, 2026.
FISCAL IMPACT:
CIP#: N/A
Janitorial supplies will be charged to the expense accounts below. The 2025 Budget includes $158,550 for cleaning supplies. The requested award totals $160,000, which is slightly higher than budget; this overage can be accommodated within the 2025 Budget. The 2026 Budget will be updated to reflect this increase.
|
Account Number |
Fund Description |
Total Budget Amount |
|
31341100-541401 |
General Fund |
$167,250 |
|
31351100-541407 |
General Fund |
$109,100 |