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CITY COUNCIL AGENDA ITEM NO. 5

Meeting Date: February 14, 2006

Subject/Title: Adopt a Resolution authorizing the City Manager to execute Purchase Order Change Orders for the updated not-to-exceed amounts listed for Altamont Landfill and Cerco Analytical.

Submitted by: David Stoops, Wastewater Operations Manager

Approved by: Paul Zolfarelli, Director of Public Works

RECOMMENDATION
Adopt a Resolution authorizing the City Manager to execute Purchase Order Change Orders for the updated not-to-exceed amounts listed for Altamont Landfill and Cerco Analytical.

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

On July 12, 2005, by Resolution No. 2005-172, City Council authorized the City Manager to execute purchase orders or contracts for the not-to-exceed dollar amounts listed for the attached list of vendors.

On January 24, 2006, by Resolution No. 2006-7, City Council approved the 2005/06 Operating budget and the recommended mid-year budget adjustments.

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, City Council approved, in part, the “Amount Approved by Council” column on Exhibit “A” attached. The listed vendors are now expected to exceed the estimated amount this fiscal year. The Altamont Landfill increase is due to higher fuel costs as well as environmental and regulatory fees for landfill disposal of bio-solids. The Cerco Analytical increase is due to additional contract laboratory analysis to mitigate NPDES permit concerns. This does not increase the 2005/06 Operating Budget. Sufficient funds are budgeted for these increases and the purchase is in compliance with the Purchasing Policy.

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
The total amount not to exceed $201,000 ($120,000 for Altamont Landfill and $81,000 for Cerco Analytical) will not increase the 2005/06 Operating Budget for the Wastewater Enterprise Fund.

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 FOR THE UPDATED NOT-TO-EXCEED AMOUNTS FOR ALTAMONT LANDFILL AND CERCO ANALYTICAL.

WHEREAS, on February 24, 2004, by Resolution No, 2004-40, City Council approved the amended Purchasing Policy 10-7; and

WHEREAS, on July 12, 2005, by Resolution No. 2005-172, City Council authorized the City Manager to execute purchase orders or contracts for the not-to-exceed dollar amounts listed for the attached list of vendors; and

WHEREAS, on January 24, 2006, by Resolution No. 2006-7, City Council approved the 2005/06 Operating budget and the recommended mid-year budget adjustments

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

WHEREAS, the vendors listed are now expected to exceed the estimated amount this fiscal year because of the increase in higher fuel costs, environmental and regulatory fees for landfill disposal of bio-solids, and additional outside contract laboratory analysis to mitigate NPDES permit concerns; and

WHEREAS, sufficient funds were budgeted in the 2005/06 Operating Budget for these increases and the purchase is in compliance with the Purchasing Policy.

NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Brentwood, does hereby authorize the City Manager to execute Purchase Order Change Orders for the Updated Not-to-Exceed Amounts listed for vendors on the attached Exhibit “A”.

PASSED, APPROVED AND ADOPTED by the City Council of the City of Brentwood at a regular meeting on the 14th day of February 2006 by the following vote:

EXHIBIT “A”
OPEN PURCHASE ORDERS
FY 2005 – 2006

Vendor Name Material Purchased
or Services Provided Amount Approved by Council Updated
Not-to-Exceed Amount
Altamont Landfill
Cerco Analytical Bio-solids Disposal
Laboratory Testing $85,000
$74,000 $120,000
$81,000
 

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