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Current Council Agenda and Past Meeting Information

 

CITY COUNCIL AGENDA ITEM NO. 5

Meeting Date: February 24, 2004

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 & Information Systems
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 March 25, 2003, by Resolution No. 2817, City Council approved a revised list of vendors that may go over the $50,000 limit during the remainder of the 2002/2003 fiscal year.

On July 22, 2003, by Resolution No. 2934, City Council approved a list of vendors that staff felt may go over the $50,000 limit during the 2003/2004 fiscal year.

BACKGROUND
As part of the annual budget adoption, the City has included budgeted amounts for maintenance/service for public facilities and infrastructure. The first part of the attached list of vendors was, in part, brought before council on July 22, 2003 with an estimated not-to-exceed amount shown under the column titled “Amount Approved by Council”. As these not-to-exceed amounts are expected to be exceeded this fiscal year, staff is requesting approval for the updated not-to-exceed amounts noted in the column titled “Updated Amount Not-to-Exceed”.

In the second part of the attached list of vendors, staff is requesting approval for the Not-to-Exceed amounts for the balance of the 2003/2004 fiscal year.

The list includes on-going services such as forensic, cal ID services, training and extradition, disposal services, and services that are supplied multi-departmental.

In order to comply with the Purchasing Policy, which states that purchases or services over $50,000 must be approved by City Council, we gathered this list of vendors and the not-to-exceed dollar amounts to streamline the process. This does not add additional budget and purchase orders can only be requested when there are sufficient funds budgeted to pay for the purchase.

FISCAL IMPACT
Unknown at this time.

ATTACHMENT
Resolution
Exhibit A

RESOLUTION NO. __________________

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.

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, APPROVED AND ADOPTED on February 24, 2004 by the following vote:

AYES:

NOES:

ABSENT:

_________________________________
Brian Swisher
Mayor

Attest:

___________________________________
Karen Diaz, CMC
City Clerk

Exhibit A

REQUEST AN INCREASE IN THE AMOUNT OF THE OPEN PURCHASE ORDERS

Vendor Name
Material Purchased or Services Performed Amount Approved by Council Updated Amount Not to Exceed
BPS Reprographics Services Reprographic services citywide 75,000 85,000
CCC Office of Sheriff Forensic, Cal ID Services, training & extradition 57,000 71,000
Chevron Fuel – Citywide 84,000 90,000
Curiale, Dellaverson, Hirschfield et al Legal Services 85,000 100,000
Gruen + Gruen Fiscal Model Preparation 50,000 80,000
McDonough, Hollard & Allen Legal Services 75,000 100,000
Office Depot Miscellaneous office supplies and furniture 80,000 148,000

REQUEST NEW OPEN PURCHASE ORDERS

Vendor Name
Material Purchased or Services Performed Amount
Not to Exceed
Archer Norris Legal Services 100,000
Bill Brandt Ford Vehicles and vehicle maintenance 120,000
Cerco Analytical Water and waste water mandated testing 107,000
Clare Computers Solutions Computer and related equipment/services 100,000
CCC Building Inspection Dept. Contract Plan Check & Building Inspectors 100,000
Delta Diablo Sanitation District Solid Waste disposal 75,000
Golden State Flow Measurement Water meters and accessories 75,000
Schaefer Systems Solid Waste carts 50,000
Selectron Technical Interactive voice response system for CD 68,000
Willow Data Systems Computer and related hardware and software 100,000
 

City Administration
City of Brentwood City Council
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Brentwood, CA 94513
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E-mail allcouncil@brentwoodca.gov