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CITY COUNCIL AGENDA ITEM NO. 9

Meeting Date: October 11, 2005

Subject/Title: Adopt a Resolution approving a change order in an amount not to exceed $14,750 for Snap-On tools and authorizing the City Manager or her designee to execute the change order.

Prepared by: Scott Dempsey, Fleet Manager

Submitted by: Paul Zolfarelli, Director of Public Works

RECOMMENDATION
Adopt a Resolution approving a change order in an amount not to exceed $14,750 for Snap-On tools and authorizing the City Manager or her designee to execute the change order.

PREVIOUS ACTION
On February 24, 2004, by Resolution No. 2004-40, City Council adopted Purchasing Policy 10-7.

On June 14, 2005, by Resolution No. 2005-143, City Council approved the Operating Budget.

BACKGROUND
A purchase order for Snap-On Tools in the amount of $45,000 was issued in July of 2005. Staff has currently spent $5,584.29 on this purchase order. The remaining $39,415.71 is being used as planned for the purchase of three complete tool box sets for the Fleet shop. Up to this purchase the City has been leasing the private tools of Fleet Maintenance staff.

Staff is requesting that a change order be issued in the amount of $14,750 to accommodate the purchase of tools for the new shop truck and for the Pro-Link scanner for diesel engines.

The City is able to purchase tools from Snap-On Tools through the California Multiple Award Schedules (CMAS) program. Three bids are not required by utilizing the CMAS program. Public Contract Codes 10290 and 12101.5 allow the California Department of General Services to create CMAS contracts. The City of Brentwood Purchasing Policy 10-7 adopted February 24, 2004 by Resolution No. 2004-40 Section 6.7.6 allows the City to use Cooperative Purchasing Agreements. By using CMAS the City receives the best prices without acquiring multiple bids. The CMAS surcharge of 2.26% is an administrative fee to cover the cost of the program. The City’s contract information is as follows:

State of California
Multiple Awards Schedule
Snap-on Tools Company
Contract Number: 4-01-51-0001D
CMAS Schedule D – Based on GSA #GS-06F-0006L
GSA Term: 2/1/2001 through 1/31/2006

This purchase is in compliance with Purchasing Policy 10-7.

FISCAL IMPACT
The change order in the amount of $14,750 brings the total purchase order amount to $59,750 and will be expended through the Fleet Maintenance Special Supplies account, 706-7601-70050. These funds were budgeted in the 2005/06 fiscal year.

Attachments:
• Resolution
• Purchase Order 05151-00
• CMAS Contract

RESOLUTION NO.

ADOPT A RESOLUTION APPROVING A CHANGE ORDER IN AN AMOUNT NOT TO EXCEED $14,750 FOR SNAP-ON TOOLS AND AUTHORIZING THE CITY MANAGER OR HER DESIGNEE TO EXECUTE THE CHANGE ORDER.

WHEREAS, on February 24, 2004, by Resolution No. 2004-40, City Council adopted Purchasing Policy 10-7; and

WHEREAS, on June 14, 2005, by Resolution No. 2005-143, City Council approved the Operating Budget; and

WHEREAS, a purchase order for Snap-On tools in the amount of $45,000 was issued in July of 2005 and staff has currently spent $5,584.29; and

WHEREAS, the remaining $39,415.71 is being used as planned for the purchase of three complete tool box sets for the Fleet shop; and

WHEREAS, the change order amount of $14,750 is to accommodate the purchase of tools for the new shop truck and for the Pro-Link scanner for diesel engines; and

WHEREAS, the California Multiple Award Schedules (CMAS) program has acquired the best price for the purchase of Snap-On tools; and

WHEREAS, these funds were budgeted in the 2005/06 Operating Budget and is in compliance with Purchasing Policy 10-7.

NOW, THEREFORE BE IT RESOLVED by the City Council of the City of Brentwood that the change order with Snap-On tools in an amount not to exceed $14,750 for a total purchase order amount of $59,750 is approved and the City Manager or her designee is authorized to execute the change order.

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

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