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CITY COUNCIL AGENDA ITEM NO. 11

Meeting Date: January 11, 2005

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.

Prepared by: Becky Bridgen, Purchasing Agent

Submitted by: Pam Ehler, Director of Finance & Information Systems

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 June 8, 2004, by Resolution No. 2004-132, City Council approved the Amended 2004/05 Operating Budget.

On August 10, 2004, by Resolution No. 2004-198, City Council approved a list of vendors that staff felt may go over the $50,000 limit during the 2004/05 fiscal year.

BACKGROUND
As part of the annual budget adoption, City staff includes budgeted amounts for maintenance/service of public facilities and infrastructure. The first part of the attached list of vendors was, in part, brought before council on August 10, 2004 with an estimated not-to-exceed amount shown under the column titled “Amount Approved by Council”. These amounts are expected to be exceeded this fiscal year, therefore, staff is requesting approval for the updated not-to-exceed amounts noted in the column title “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 2004/05 fiscal year.

This list includes the final 50% deposit to CCWD to manage the design of the new water treatment plant. The previous 50% deposit was approved by City Council on August 24, 2004, Resolution No. 2004-206 for CIP Project 562-5629. Also included are costs associated with the demographic and psychographic research assessment of the retail trade in the City of Brentwood, additional costs for reproduction costs of bid documents for various Capital Improvement Projects, the Utility Billing efficiency audit and new software implementation, water, testing, chemicals, parts and permits.

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. Approval of this list does not increase budget expenditures. Purchase orders can only be requested when there are sufficient funds budgeted to pay for the purchase.

FISCAL IMPACT
None

Attachment:
Resolution
Exhibit A

RESOLUTION NO.

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BRENTWOOD 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, on June 8, 2004, by Resolution No. 2004-132, City Council approved the Amended 2004/05 Operating Budget; and

WHEREAS, on August 10, 2004, by Resolution No. 2004-198, City Council approved a list of vendors that staff felt may go over the $50,000 limit during the 2004/05 fiscal year; and

WHEREAS, this list includes the final 50% deposit to CCWD to manage the design of the new water treatment plant. The previous 50% deposit was approved by City Council on August 24, 2004, Resolution No. 2004-206 for CIP Project 562-5629. Also included are costs associated with the demographic and psychographic research assessment of the retail trade in the City of Brentwood, additional costs for reproduction costs of bid documents for various Capital Improvement Projects, the Utility Billing efficiency audit and new software implementation, water, testing, chemicals, parts and permits; and

WHEREAS, 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. Approval of this list does not increase budget expenditures. Purchase orders can only be requested when there are sufficient funds budgeted to pay for the purchase.

NOW, THEREFORE BE IT RESOLVED that the City Council of the City of Brentwood authorizes the City Manager to execute purchase orders or contracts for the not-to-exceed dollar amounts listed for the attached list of vendors.

PASSED, APPROVED AND ADOPTED by the City Council of the City of Brentwood at a regular meeting held on the 11th day of January, 2005 by the following vote:

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 Reprographic Services Reprographic services citywide $60,000 $100,000
Golden Gate Petroleum Fuel and oil for equipment and fleet vehicles 130,000 160,000
Pioneer Americas, Inc. Chemicals for Water and Wastewater treatment 78,000 101,000

Request New Open Purchase Orders
Vendor Name Material Purchased or Services Performed Amount Not to Exceed
Buxton Identifying Customers Demographic and psychographic tool for marketing $80,000
Contra Costa Water District Design of water treatment facility 2,100,000
Hanson Associates Utility Billing Efficiency Audit, software project management 90,000
Tyler Technologies – Incode Division Utility Billing software/hardware 95,000
Cerco Analytical Test Samples for Waste Water Release to Creek 58,000
Kenko Utility Supply Miscellaneous Parts for Water Maintenance and Projects 103,000
Robertson-Bryan, Inc. NPDES Permit Consultant 78,000
 

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