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Page 1 of 2 <br />Item #9 <br /> CITY COUNCIL AGENDA REPORT <br /> <br />June 16, 2026 <br />Finance <br /> <br />TITLE: APPROVE FISCAL YEAR 2026/27 RECURRING PURCHASE ORDER <br />AGREEMENTS <br /> <br />SUMMARY <br />The City's Purchasing Policy establishes the types and values of goods and services requiring <br />City Council approval. The Recurring Purchase Order Agreements (RPOAs) included in this <br />report require City Council approval due to their cumulative values in a fiscal year exceeding <br />$200,000. If approved, staff will be authorized to issue RPOAs to the vendors included in the <br />list of recommended recurring purchase orders for fiscal year (FY) 2026/27 provided as <br />Attachment 1. <br /> <br />RECOMMENDATION <br />Authorize the issuance of RPOAs to vendors and amounts up to those listed in Attachment 1 <br />for FY 2026/27. <br /> <br />BACKGROUND <br />The City's Purchasing Policy establishes requirements for vendor selection based on the type <br />and value of the goods or services to be purchased. For purchases of goods and ancillary <br />services less than $200,000, the City Manager is authorized to approve selection of the <br />qualified low bidder resulting from a request for bids process; if the purchase is in excess of <br />$200,000 City Council approval is required. <br /> <br />DISCUSSION <br />As part of the City's annual purchasing process, individual vendors are provided with recurring <br />purchase order agreements (RPOAs) authorizing departments to make numerous as-needed <br />purchases on a regular basis throughout the year. As an example, a firm operating in <br />accordance with an RPOA for office supplies may have many individual sales with the City, all <br />of which are valued at less than a few hundred dollars; however, the overall annual purchase <br />may be equal to or greater than $200,000. <br /> <br />In reviewing this year's listing of RPOAs, staff identified a number of vendors that, based on <br />previous activity, will provide products that, collectively, may exceed $200,000. As a result, <br />staff determined that it is appropriate to forward these to the City Council for approval prior to <br />issuing an RPOA for FY 2026/27. As indicated in Attachment 1, some RPOAs are in the <br />middle of a multi-year agreement; however, the City Council is asked to approve only FY <br />2026/27 RPOA requests. <br /> <br />Competitive Bidding <br />All vendors listed in Attachment 1 have either been selected through the City's competitive <br />bidding process or declared sole-source vendors. If a vendor is designated as a sole-source <br />vendor, an explanation is provided. Fiscal Year 2026/27 competitive bids for RPOAs for <br />Page 139 of 443