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Current Council Agenda and Past Meeting Information

 

CITY COUNCIL AGENDA ITEM NO. 15

Meeting Date: January 24, 2006

Subject/Title: Approve a Resolution authorizing the City Manager to execute Purchase Order change orders or Contract Amendments for the updated not-to-exceed amounts listed on the attached Exhibit “A”

Prepared by: Becky Bridgen, Purchasing Manager

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

RECOMMENDATION
Adopt a resolution authorizing the City Manager to execute Purchase Order change orders or Contract Amendments for the updated not-to-exceed amounts listed on the attached Exhibit “A”.

PREVIOUS ACTION
On June 14, 2005, by Resolution No. 2005-143, City Council approved the Amended 2005/06 Operating Budget.

On July 12, 2005, by Resolution No. 2005-172, City Council approved a list of vendors that staff estimated would go over the $50,000 limit during the 2005/06 fiscal year.

BACKGROUND
As part of the annual budget adoption, City staff includes budgeted amounts for maintenance/service of public facilities and infrastructure. The Purchasing Policy requires that purchases or services over $50,000 must be approved by City Council. In order to comply with the Purchasing Policy, we have gathered the attached list of vendors and not-to-exceed amounts to streamline the process.

On July 12, 2005, the City Council approved, in part, the “Amount Approved by Council” column on Exhibit “A” attached. The vendors listed are now expected to exceed the estimated amount this fiscal year because of the increase in fuel costs and the need for additional contract building inspector services for the Building Division and citywide temporary employment services.

Staff has included on Exhibit “A”, Golden State Flow Measurement for the cost of replacing the 5 year old MXU devices on the residential water meters.

Staff is requesting approval for the updated not-to-exceed amounts noted on Exhibit “A” in the column titled “Updated Amount Not-to-Exceed”.

FISCAL IMPACT
There is no fiscal impact and this action does not amend the budget.

Attachments:
Resolution
Exhibit “A”

RESOLUTION NO.

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BRENTWOOD AUTHORIZING THE CITY MANAGER TO EXECUTE PURCHASE ORDER CHANGE ORDERS OR CONTRACT AMENDMENTS FOR THE UPDATED NOT-TO-EXCEED AMOUNTS LISTED ON THE ATTACHED EXHIBIT “A”.

WHEREAS, on June 14, 2005, by Resolution No. 2005-143, City Council approved the 2005/06 Operating Budget; and

WHEREAS, on July 12, 2005, by Resolution No. 2005-172, City Council approved a list of vendors that staff estimated would go over the $50,000 limit during the 2005/06 fiscal year; and

WHEREAS, the Purchasing Policy requires that purchases or services over $50,000 must be approved by City Council; and

WHEREAS, on July 12, 2005, the City Council approved, in part, the “Amount Approved by Council” column on Exhibit “A” attached; and

WHEREAS, the vendors listed are now expected to exceed the estimated amount his fiscal year because of the increase in fuel costs and the need for additional contract building inspector services for the Building Division and city wide temporary employment services; and

WHEREAS, staff has included on Exhibit “A”, Golden State Flow Measurement for the cost of replacing the 5 year old MXU devices on the residential water meters.

NOW, THEREFORE BE IT RESOLVED that the City Council of the City of Brentwood authorizes the City Manager to execute Purchase Order change orders or Contract Amendments for the Updated Not-to-Exceed Amounts listed on the attached Exhibit “A”.

PASSED, APPROVED AND ADOPTED by the City Council of the City of Brentwood at a regular meeting held on the 24th day of January, 2006 by the following vote:

EXHIBIT A

OPEN PURCHASE ORDERS

Vendor Name Material Purchased
Or Services Performed Amount Approved
By Council Updated
Not to Exceed Amount

Chevron Corporation
Fuel for fleet vehicles
$130,000
$175,000

Golden Gate Petroleum

Fuel and Oil for equipment and fleet vehicles
180,000
270,000
Linhart Petersen Powers Assoc. Plan Check/Building Inspection Service
100,000 195,000
Office Tech Temporary Employment Services 190,000 250,000

Golden State Flow Measurement Water Meter MXU replacements - 65,000
 

City Administration
City of Brentwood City Council
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Brentwood, CA 94513
(925) 516-5440
Fax (925) 516-5441
E-mail allcouncil@brentwoodca.gov