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 CITY COUNCIL AGENDA ITEM 06


Meeting Date: March 25, 2003

Subject/Title: Approve a Resolution authorizing the City Manager to execute Purchase Orders or Contracts for the not-to-exceed dollar amounts listed for the attached list of vendors.

Submitted by: Pam Ehler, Director of Finance and Information Systems
Denise Davies, Accountant
Becky Bridgen, Purchasing Agent

Approved by: John Stevenson, City Manager


RECOMMENDATION
Adopt a Resolution authorizing the City Manager to execute Purchase Orders or Contracts for the not-to-exceed dollar amounts listed for the attached list of vendors.

PREVIOUS ACTION
On July 23, 2002, by Resolution No. 2619, City Council approved a list of vendors that staff felt may go over the $50,000 limit during the 2002/2003 fiscal year.

On June 26, 2002, by Resolution No. 2475, City Council approved the Amended Operating Budget.

On February 26, 2002, by Resolution No. 2599, City Council approved the Purchasing Policy.

On February 26, 2002, by Resolution No. 2471, City Council approved a list vendors that were close to or over the $50,000 limit during the first six months of the fiscal year.

BACKGROUND
As part of the annual budget adoption, the City has included budgeted amounts for maintenance/service for public facilities and infrastructure. Section A of the attached list of vendors was, in part, brought before council on July 23, 2002 with an estimated not-to-exceed amount shown under the column titled “Amount Approved by Council”. As these not-to-exceed amounts are close to being expended, staff is requesting approval for the updated not-to-exceed amounts noted in the column titled “Updated Amount Not-to-Exceed” for the balance of Fiscal Year 02/03.

In Section B of the attached list of vendors, staff is requesting approval for the Not-to-Exceed amounts for the balance of Fiscal Year 02/03.

The list includes on-going services such as animal control, forensic and caller ID services, rental space for the Police department, disposal services, temporary personnel and services that are supplied multi-departmental.

The Purchasing Policy states that purchases or services over $50,000 must be approved by City Council. To stay in compliance, list of vendors and the not-to-exceed dollar amounts are attached to streamline the process. This does not increase the adopted budget. Purchase orders can only be requested when there are sufficient funds budgeted to pay for the purchase and are in compliance with the Purchasing Policy.

FISCAL IMPACT
Unknown at this time.


Attachment: Vendor List









CITY OF BRENTWOOD
RESOLUTION NO. 

RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE PURCHASE ORDERS OR CONTRACTS FOR THE NOT-TO-EXCEED DOLLAR AMOUNTS LISTED FOR THE ATTACHED LIST OF VENDORS.

WHEREAS, as a part of the annual budget adoption, the City has included budgeted amounts for maintenance/service of public facilities and infrastructure; and

WHEREAS, certain vendors may go over the $50,000 limit during the course of a year,

NOW, THEREFORE, BE IT RESOLVED by the City of Brentwood as follows:

Section 1. The City Manager has the authorization to execute Purchase Orders or Contracts for the not-to-exceed dollar amounts listed for the attached vendors.

PASSED AND ADOPTED on March 25, 2003 by the following vote:

AYES:

NOES:

ABSENT:
_________________________
Brian Swisher
Mayor
City of Brentwood


Attest:



___________________________
Karen Diaz
City Clerk
City of Brentwood
City Administration
City of Brentwood City Council
150 City Park Way
Brentwood, CA 94513
(925) 516-5440
Fax (925) 516-5441
E-mail allcouncil@brentwoodca.gov