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CITY COUNCIL AGENDA ITEM NO. 19

Meeting Date: April 13, 2004

Subject/Title: Approve a Resolution authorizing the City Manager to execute a purchase order for Schaeffer Industries in an amount not to exceed $60,000.

Prepared by: Jon Carlson, Solid Waste Manager

Submitted by: Paul Zolfarelli, Director of Public Works

RECOMMENDATION
Approve a Resolution authorizing the City Manager to execute a purchase order for Schaeffer Industries in an amount not to exceed $60,000.

PREVIOUS ACTION
Council approved $245,000 in the 2003/04 Budget for the purchase of automated collection carts.

On May 13, 2003, Council approved Resolution No. 2855, requesting an early purchase order release to ensure carts were available at the beginning of the Fiscal Year 2003/04.

BACKGROUND
In Fiscal Year 2003/04, Solid Waste budgeted $245,000 for automated carts, front-load bins and roll-off debris boxes. The continued growth in new residential and commercial customers is consuming our 2003/04 budgeted funds for these various containers at a rapid rate. Every new residential customer receives approximately $100 (three carts) worth of new carts and every new commercial customer receives roughly $1,000 (two bins) worth of bins. There is always a high initial expense to provide service to new customers.

We have used nearly all of our Fiscal Year 2003/04 funds and are currently working from this year’s inventory of carts for new customers. Our current inventory of carts and bins should last until the next fiscal year; however, due to the high demand and unpredictable nature of customer cart selection (they can choose from a 32, 64 or 96 gallon cart), it is possible we could run out of a particular size or color before the end of the current fiscal year.

Current production times on new carts range from 6–12 weeks. If we wait until Fiscal Year 2004/05 begins before placing our 2004/05 order, we may not receive any carts until August or September 2004.

Therefore, Solid Waste would like to obtain a purchase order to ensure that we have a sufficient number of containers available through this fiscal year and into the early part of 2004/05. Again, depending on the rate of new home sales and the size of carts chosen by the customer, we more than likely would not encumber this purchase order until after July 1, 2004, but there is a possibility that we may need to draw from the carts this fiscal year.

FISCAL IMPACT
The total cost, not to exceed $60,000, has been budgeted through the 2003/04 Solid Waste Enterprise Fund.

Attachments
• Resolution

RESOLUTION NO.

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BRENTWOOD AUTHORIZING THE CITY MANAGER TO EXECUTE A PURCHASE ORDER FOR SCHAEFFER INDUSTRIES IN AN AMOUNT NOT TO EXCEED $60,000.

WHEREAS, $245,000 was budgeted in the 2003/04 Budget for the purchase of collection bins; and

WHEREAS, current customer demands may exhaust the supply of containers before funds are available from the 2004/05 Budget; and

WHEREAS, the Solid Waste Division has budgeted funds in Fiscal Year 2004/05 of $282,632 for the purchase of collection carts.

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 Schaeffer Industries in an amount not to exceed $60,000.

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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