REPORT TO THE CITY COUNCIL FROM: BRIAN BARR, Director General Services Department BY: MELISSA PERALES, Purchasing Manager General Services Department, Purchasing Division SUBJECT ..Title Approve the award of a cooperative purchase agreement to Graybar Electric Company, Inc. of Fresno, California for a citywide Requirements Contract for one year with two optional two-year extensions for the purchase of electrical, lighting, data communications and security products, and related products, not-to-exceed $850,000 per year plus annual CPI increases (Bid File 9680). ..Body RECOMMENDATION Staff recommends Council approve the award of a cooperative purchase agreement to Graybar Electric Company, Inc. of Fresno, California for a citywide Requirements Contract for one year with two optional two-year extensions for the purchase of electrical, lighting, data communications and security products, and related products not-to-exceed $850,000 per year plus annual CPI increases. EXECUTIVE SUMMARY The General Services Department, Purchasing Division is recommending the approval of a cooperative purchase agreement with Graybar Electric Company, Inc. for the purchase of electrical, lighting, data communications and security products, and related products to be used as needed citywide. Citywide purchases will not exceed $850,000 annually, plus annual CPI increases. The cooperative purchase agreement will be authorized through a competitively solicited cooperative procurement process administered by the City of Kansas City, Missouri in partnership with Omnia Partners. Federal funds cannot be used to fulfill purchases through this contract as this is a non-federally compliant procurement. BACKGROUND The General Services Department, Purchasing Division is responsible for administering the citywide agreement for electrical, lighting, data communications and security products, and related products. General Services, ISD, Police, Public Works, and Public Utilities Departments all use Graybar Electric Company for a variety of projects and purchases citywide. The cooperative purchase agreement will be utilized by various City departments on an as-needed basis. Utilizing the cooperative agreement was determined to be the most cost-effective method and overall best value for obtaining electrical, lighting, data communications and security products, and related products for the City. Graybar Electric Company, Inc. maintains two retail stores within the City of Fresno for departments to utilize at a discounted rate when same-day needs arise. The stores also provide a benefit to the City in terms of both employment and tax revenue. The products will be purchased through a competitively solicited cooperative purchase agreement with the City of Kansas City, Missouri in partnership with Omnia Partners. Citywide Graybar purchases will not exceed $850,000 per year plus annual CPI increases. The City Attorney has reviewed and approved the contract to form. ENVIRONMENTAL FINDINGS By the definition provided in the California Environmental Quality Act (CEQA) Guidelines Section 15378, the award of this contract does not qualify as a "project" as defined by CEQA. Under the City of Fresno's AO 8-13, City's Use of Environmentally Preferable Products, all applicable "green" alternatives will be considered prior to the purchase of supplies. LOCAL PREFERENCE Local preference is not applicable. The City is not issuing a request for proposals for the cooperative purchase agreement; however, Graybar maintains two retail stores within the City of Fresno. FISCAL IMPACT The funding has been included in each department's line-item budget as part of the FY2024 adopted budget to cover the cost of electrical, lighting, data communications and security products, and related products. Purchases utilizing this contract cannot be fulfilled using any federal funds if prohibited by the funding source. Attachments: Cooperative Purchase Agreement Graybar Electric Company, Inc. Contract#EV2370 Contract Extension Original RFP Proof of Publication Executive Summary