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Current Council Agenda and Past Meeting Information

 

CITY COUNCIL AGENDA ITEM NO. 20

Meeting Date: May 9, 2006

Subject/Title: Adopt a Resolution approving a change order in an amount not to exceed $10,500 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: Chris Ehlers, Interim Director of Public Works

RECOMMENDATION
Adopt a Resolution approving a change order in an amount not to exceed $10,500 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 May 24, 2005, by Resolution No. 2005-115, City Council adopted the 2005/06-2009/10 Capital Improvement Program Budget.

On October 11, 2005, by Resolution No. 2005-252, City Council approved and authorized the City Manager to execute a change order in an amount not to exceed $14,750 for Snap-on tools.

BACKGROUND
A purchase order for Snap-on Tools in the amount of $45,000 was issued in July of 2005. A change order in the amount of $14,750 was approved by City Council in October of 2005 bringing the total purchase order amount with Snap-on Tools to $59,750. Staff has currently expended $57,958 as planned for the purchase of three complete tool box sets for the fleet shop and tools for the new shop truck and the Pro-Link scanner for diesel engines, leaving a balance of $1,792 on the purchase order.
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Staff is requesting that a second change order be issued in the amount of $10,500 to accommodate the purchase of a staircase, landing and guard railings to complete the mezzanine access and fall protection as part of the Fleet Facility Upgrade Capital Improvement Project (CIP) No. 337-3714.

The City is able to purchase equipment 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, 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: 2/1/2006 through 1/31/2011


The purchase of a staircase, landing and guard railings for the Fleet Facility Upgrade Capital Improvement Project (CIP) No. 337-3714 is in compliance with Purchasing Policy 10-7.

FISCAL IMPACT
The total fiscal impact is $70,250 of which $59,750 was budgeted in the Fleet Maintenance Operating Budget. This change order in the amount of $10,500 will be expended through the CIP Budget Project No. 337-3714, Fleet Facility Upgrade. Funds for this change order were budgeted in the 2005/06–2009/10 CIP Budget adopted by Council on May 24, 2005.

Attachments:
• Resolution
• CMAS Contract
• CIP Worksheet and Site Map

RESOLUTION NO.

ADOPT A RESOLUTION APPROVING A CHANGE ORDER IN AN AMOUNT NOT TO EXCEED $10,500 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 May 24, 2005, by Resolution No. 2005-115, City Council adopted the 2005/06-2009/10 Capital Improvement Program (CIP) Budget; and

WHEREAS, on October 11, 2005, by Resolution No. 2005-252, City Council approved and authorized the City Manager to execute a change order in an amount not to exceed $14,750 for Snap-on tools; and

WHEREAS, a purchase order for Snap-on tools in the amount of $45,000 was issued in July of 2005; and

WHEREAS, a change order for the amount of $14,750 was approved by City Council in October of 2005 bringing the total amount of the purchase order to $59,750; and

WHEREAS, staff has currently expended $57,958 as planned for the purchase of three complete tool box sets for the fleet shop and tools for the new shop truck and the Pro-Link scanner for diesel engines, leaving a balance of $1,792 on the purchase order; and

WHEREAS, the requested second change order in the amount of $10,500 is to accommodate the purchase of a staircase and guard railings to complete the mezzanine access and fall protection as part of the Fleet Facility Upgrade, CIP No. 337-3714; and

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

WHEREAS, funds for this second change order were budgeted in the 2005/06-2009/10 CIP 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 $10,500 for a total purchase order amount of $70,250 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 9th day of May, 2006 by the following vote:

 

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