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CITY COUNCIL AGENDA ITEM NO. 8
Meeting Date: January 9, 2007
Subject/Title: Adopt a Resolution approving and authorizing the City Manager to execute
Purchase Order change orders or Contract Amendments with specified
companies, after approval as to form by the City Attorney, for updated not-to exceed
amounts.
Prepared by: Becky Bridgen, Purchasing Manager
Submitted by: Pam Ehler, Director of Finance & Information Systems
RECOMMENDATION
Adopt a resolution approving and authorizing the City Manager to execute Purchase Order change orders or Contract Amendments with specified companies, after approval as to form by the City Attorney, for updated not-to-exceed amounts.

PREVIOUS ACTION
On June 27, 2006, by Resolution No. 2006-156, City Council approved the Amended 2005/06 –2006/07 Operating Budget.
On July 11, 2006, by Resolution No. 2006-163, City Council approved a list of vendors that staff estimated would go over the $50,000 limit during the 2006/07 fiscal year.

BACKGROUND
As part of the annual budget adoption, City staff includes budgeted amounts for professional services and for the 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 11, 2006, 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 additional recruitment for open positions, additional commercial water meter purchases, additional chemicals for the wastewater treatment plant, additional general legal services and citywide temporary employment services.
Staff is requesting approval for the updated not-to-exceed amounts noted on Exhibit “A” in the column titled “Updated Amount Not-to-Exceed”. Amendments and/or change orders for the services are not attached to this request. Prior to the City Manager executing the amendments and/or change orders, review and approval as to form by the City Attorney will be required.

FISCAL IMPACT
This action does not amend the budget. The purchases for these goods or services are included in the adopted 2006/07 Budget.
Attachments:
Resolution
Exhibit “A”

RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BRENTWOOD
APPROVING AND AUTHORIZING THE CITY MANAGER TO EXECUTE PURCHASE
ORDER CHANGE ORDERS AND/OR CONTRACT AMENDMENTS, AFTER
APPROVAL AS TO FORM BY THE CITY ATTORNEY, FOR UPDATED NOT-TO EXCEED DOLLAR AMOUNTS LISTED ON THE ATTACHED EXHIBIT “A”
WHEREAS, on June 27, 2006, by Resolution No. 2006-156, City Council approved the
amended 2005/06 – 2006/07 Operating Budget; and
WHEREAS, on July 11, 2006, by Resolution No. 2006-163, City Council approved a list
of vendors that staff estimated would go over the $50,000 limit during the 2006/07 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 11, 2006, 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 additional recruitment for open positions, additional commercial water
meters, additional chemicals for the wastewater treatment plant, additional general legal
services and city wide temporary employment services.
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 Updated Not-to-Exceed Amounts listed on the attached Exhibit “A” after
approval as to form by the City Attorney.
PASSED, APPROVED AND ADOPTED by the City Council of the City of Brentwood at
a regular meeting held on the 9th day of January, 2007 by the following vote:



Exhibit "A"
Material Purchased Amount Approved Updated Amount
Vendor Name Or Services Performed By Council Not to Exceed
CPS Executive Search Recruitment of Select Open Positions 90,000 120,000
Golden State Flow Measurement Water meter and accessories 65,000 70,000
McDonough Holland and Allen General Legal Services 100,000 150,000
Office Tech Temporary Employment Services 300,000 400,000
Pioneer Americas, Inc. Chemical for Water/Wastewater plant 75,000 90,000

 

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