SAN FRANCISCO HOUSING AUTHORITY 440 Turk Street • San Francisco CA • 94102 • (415) 554-1200
May 13, 2010
SAN FRANCISCO HOUSING AUTHORITY COMMISSIONERS
Presented By: Herb Lum, Budget Manager Subject:
RESOLUTION AUTHORIZING THE EXECUTIVE DIRECTOR TO ISSUE A BLANKET PURCHASE ORDER WITH HD SUPPLY ON AN ASNEEDED BASIS IN AN AMOUNT NOT-TO-EXCEED $500,000.
BACKGROUND This Resolution authorizes the Executive Director to issue a blanket purchase order to HD Supply on an “as-needed-basis” in an amount of not-to-exceed $500,000 for the purchase of maintenance materials. Presently, the San Francisco Housing Authority (SFHA) issues individual purchase orders to HD Supply each time maintenance materials are needed at the various development locations. This is extremely time consuming as staff are required to prepare their individual purchase requisitions and obtain a purchase order to obtain materials. In addition, payments to the vendor are delayed as staff are overwhelmed tracking numerous purchase orders that have been issued with the invoices received, causing delinquent payments which threaten the Authority’s credit reputation. The aggregate amount issued exceeds the SFHA Procurement Policy threshold of $50,000 for Commission approval. The Authority should seek Board of Commission’s approval for any procurement over $50,000. OBJECTIVE By issuing one blanket purchase order to HD Supply, the ordering and receipt of maintenance materials are expected to improve significantly. This is crucial to help expedite the process of acquiring materials to prepare vacant units for lease. The turnaround time in the reconciling of invoices will drastically improve.
PROCUREMENT HD Supply partnered with U.S. Communities Government Purchasing Alliance to help foster greater economy and efficiency. U.S. Communities is a nonprofit that assists local and state government agencies, school districts, higher education, and nonprofits in reducing the cost of purchased goods through pooling the purchasing power of public agencies nationwide. The Maintenance, Repair and Operations contract was competitively solicited by Maricopa County, Arizona, as the lead agency. As a registered participant, SFHA will have access to the competitively solicited contract which will help expedite the Authority’s ability to procure supplies and materials in a more economical and efficient process while offering competitive pricing for items purchased. BUDGET CONSIDERATIONS Funding for this request is available from Public Housing Operating Program, Section 8 Program and Capital Fund Program for fiscal year 2010. DEPARTMENT’S REQUESTED ACTION Staff recommends approval of this Resolution. EXECUTIVE DIRECTOR’S RECOMMENDATIONS The Executive Director concurs with the requested action.
RESOLUTION NO. ____________________ ADOPTED____________________________ RESOLUTION AUTHORIZING THE EXECUTIVE DIRECTOR TO ISSUE A BLANKET PURCHASE ORDER WITH HD SUPPLY ON AN AS-NEEDED BASIS IN AN AMOUNT NOT TO EXCEED $500,000. ______________________________________________________________________________
WHEREAS, The San Francisco Housing Authority is hereby authorized to issue a blanket purchase order to the HD Supply; and WHEREAS, the procurement process for this blanket purchase order meets the standards of 24 CFR 85.36 “Procurement”, HUD handbook 7460.8 REV 2 “Procurement Handbook for Public Housing Agencies,” the San Francisco Housing Authority Procurement Policy Manual and the State of California and local laws; and WHEREAS, HD Supply is partnered with US Communities which is a non-profit that assist local, State, and government agencies by pooling the purchase power of public agencies nationwide. As a registered participant, the San Francisco Housing Authority has access to the competively solicited contract; and WHEREAS, funding is available from the Public Housing Operating Program, Section 8 Program and Capital Fund Program for fiscal year 2010; and NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION OF THE HOUSING AUTHORITY OF THE CITY AND COUNTY OF SAN FRANCISCO THAT: 1. The Executive Director is authorized to issue a blanket Purchase Order to HD Supply on an asneeded-basis in an amount not to exceed $500,000. 2. This resolution shall take effect immediately.
APPROVED AS TO FORM AND LEGALITY:
_______________________________________ TIM LARSEN, Acting General Counsel
Henry A. Alvarez III, Executive Director