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CITY COUNCIL AGENDA ITEM NO. 8

Meeting Date: April 13, 2004

Subject/Title: Approve a Resolution authorizing the City Manager to execute a Purchase Order for Howk Systems not to exceed the amount of $80,000.

Prepared by: Joe Majarucon, Water Operations Manager

Submitted by: Paul Zolfarelli, Director of Public Works

RECOMMENDATION
Approve a Resolution authorizing the City Manager to execute a Purchase Order for Howk Systems not to exceed the amount of $80,000.

PREVIOUS ACTION
No previous action taken.

BACKGROUND
Howk Systems is a pump and water contractor whose services have been utilized to conduct emergency repairs and maintenance on two City wells. Staff solicited competitive bids from other vendors, but Howk was the only vendor to respond. A purchase order for $40,000 was originally created for Howk Systems, but due to emergency repairs, the amount of this purchase order should be increased.

Repairs made at Well 13 were emergency repairs to the submersible pump. Repairs made at Well 7 were triggered as a result of a routine maintenance inspection that revealed a soon to fail motor. While the repair cost of the submersible pump was very low, the motor at Well 7 had to be replaced. The increased costs from the original bid were due to a mercury seal that staff opted to replace due to concerns of leakage. The subsequent modification of the motor and pump assembly also increased costs substantially.

The two invoices from Howk total $56,047.43. While no further work is anticipated for the remainder of this fiscal year, Staff is requesting that the purchase order be raised to $80,000 to cover these invoices and any contingencies.

FISCAL IMPACT
The total cost, not to exceed the amount of $80,000, has been budgeted through the Water Operations Division.

Attachment:
• Resolution

RESOLUTION NO.

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BRENTWOOD AUTHORIZING THE CITY MANAGER TO EXECUTE A PURCHASE ORDER FOR HOWK SYSTEMS NOT TO EXCEED THE AMOUNT OF $80,000.


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

WHEREAS, emergency repairs were needed at Wells 7 and 13, staff solicited bids from companies to perform maintenance on City wells, Howk Systems was the only company to respond; and

WHEREAS, the City has exceeded the original purchase order amount of $40,000 for Howk Systems due to these emergency repairs and maintenance.

NOW, THEREFORE BE IT RESOLVED that the City Council of the City of Brentwood hereby authorizes the City Manager to execute a purchase order for Howk Systems in an amount not to exceed $80,000.

PASSED, APPROVED AND ADOPTED by the City Council of the City of Brentwood at a regular meeting held on the 13th day of April, 2004 by the following vote:
 

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