HomeMy WebLinkAboutItem 09 - Citywide Purchase Order Contract with Grainger, Inc. for Maintenance, Repair, and Operational Supplies Finance & Management Services
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Item # 9
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
June 2, 2026
TOPIC: Citywide Maintenance, Repair, and Operational Supplies
AGENDA TITLE
Citywide Purchase Order Contract with Grainger, Inc. for Maintenance, Repair, and
Operational Supplies (Specification No. 20-001) (Specification No. 25-048) (General
Fund and Non-General Fund)
RECOMMENDED ACTION
Amend the Citywide Purchase Order Contract with Grainger, Inc. for maintenance, repair,
and operational supplies by increasing the contract amount by $475,000, for a revised
estimated annual amount of $500,000 for the remaining contract term expiring March 31,
2029, for a revised total amount not to exceed $2,075,000.
GOVERNMENT CODE 484308 APPLIES: Yes
DISCUSSION
On April 1, 2025, the City Council awarded a Citywide Purchase Order Contract to
Grainger, Inc. for maintenance, repair, and operational supplies in an amount not to
exceed $1,600,000 for a contract term expiring March 31, 2029. Usage under this
purchase order contract has increased and current operational needs now exceed the
approved contract authority. Staff is requesting an additional $475,000 in contract
authority to align with current operational usage for the remaining contract term.
Following expiration of the prior purchase order contract and before the current purchase
order contract became effective, City departments continued obtaining maintenance,
repair, and operational supplies necessary to support ongoing operations and facility
maintenance. Staff is requesting an additional $75,000 in contract authority to cover
supplies received during that period. Approval of both requests would result in a revised
total contract amount not to exceed $2,075,000.
The Purchasing Division establishes annual Citywide purchase order contracts with
vendors that provide goods and services required by multiple City departments on a
recurring basis. These contracts provide an alternative to other agreements, helping
departments manage costs while benefiting from vendor convenience. Grainger, Inc.
provides a variety of essential items, including miscellaneous supplies, parts,
Citywide Maintenance, Repair, and Operational Supplies
June 2, 2026
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equipment, and materials needed for general maintenance and repairs throughout the
City. Various departments, including Public Works, Police, Jail, Fleet, Facilities, and
Parks and Recreation, rely on these contracts to order supplies as needed, ensuring
uninterrupted operations and facility management.
ENVIRONMENTAL IMPACT
There is no environmental impact associated with this action.
FISCAL IMPACT
Funding is available in the FY 25-26 budget under various departmental Miscellaneous
Operating Expense accounts (No. 63001). Funding for subsequent fiscal years will also
be included in these Miscellaneous Operating Expense accounts as part of proposed
budgets for City Council consideration. An estimated annual amount of$500,000 may be
utilized, but actual usage will vary based on operational needs and budget capacity. Total
expenditures will not exceed the revised contract amount of$2,075,000.
Prior to utilizing the Citywide contracts, the requesting departments will follow the
Purchasing Policies and Procedures and ensure funds are available. Upon successful
completion of the fiscal review, the Purchasing Division will approve orders in
accordance with the Policy.
Submitted By: Alexander Trinidad, Executive Director Finance and Management
Services Agency
Approved By: Alvaro Nunez, City Manager