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CITY COUNCIL AGENDA ITEM NO. 11

Meeting Date: June 12, 2007

Subject/Title: Adopt a Resolution authorizing the City Manager to execute a change order to the Purchase Order for the updated not-to-exceed amounts listed for Altamont Landfill and Les Schwab Tire Center.

Prepared by: Chris Ehlers, Deputy Director of Public Works

Submitted by: Bailey Grewal, Director of Public Works/City Engineer

RECOMMENDATION
Adopt a Resolution authorizing the City Manager to execute a change order to the Purchase Order for the updated not-to-exceed amounts listed for Altamont Landfill and Les Schwab Tire Center.

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

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 2006/2007 fiscal year including Altamont Landfill.

On January 23, 2007, by Resolution No. 2007-17, City Council adopted the amended 2006/07 Operating Budget and approved 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 amount to streamline the process.

On July 11, 2006, the City Council approved, in part, the “Amount Approved by Council” column on Exhibit “A” attached. Altamont Landfill is now projected to exceed the estimated amount this fiscal year due to population growth causing an increase in wastewater influent plant flow, and environmental and fuel surcharges for landfill disposal of bio-solids. Staff is requesting a change order to the Purchase Order for a total amount not-to-exceed $155,000.

Les Schwab Tire Center is projected to exceed $50,000 by the end of this fiscal year; therefore, requiring City Council approval for a requested change order in the total amount not-to-exceed $55,000 as shown on Exhibit “A” attached. The increase is due to on-going preventative maintenance programs and increases in usage and volume hauled by all Solid Waste vehicles.

Staff is requesting approval for the updated not-to-exceed amounts noted on Exhibit “A” in the column titled “Updated Not-to-Exceed Amount.” These purchases are in compliance with Purchasing Policy 10-7.


FISCAL IMPACT
This action does not amend the budget. The purchases for these goods or services are included in the Wastewater and Fleet Maintenance sections of the adopted 2006/07 Operating Budget.

Attachment:
• Resolution
• Exhibit “A”


RESOLUTION NO. _____


ADOPT A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE A CHANGE ORDER TO THE PURCHASE ORDER FOR THE UPDATED NOT-TO-EXCEED AMOUNTS LISTED FOR ALTAMONT LANDFILL AND LES SCHWAB TIRE CENTER.

WHEREAS, on February 24, 2004 by Resolution No. 2004-40, City Council approved the amended Purchasing Policy No. 10-7; 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 2006/2007 fiscal year including Altamont Landfill; and

WHEREAS, on January 23, 2007, by Resolution No. 2007-17, City Council adopted the amended 2006/07 Operating Budget and approved the recommended mid-year budget adjustments; and

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

WHEREAS, Altamont Landfill is projected to exceed the estimated amount in the 2006/07 fiscal year due to population growth causing an increase in wastewater influent plant flow, and environmental and fuel surcharges for landfill disposal of bio-solids; and

WHEREAS, Les Schwab Tire Center is projected to exceed $50,000 by the end of the 2006/07 fiscal year; and

WHEREAS, these purchases are in compliance with Purchasing Policy 10-7.

NOW, THEREFORE BE IT RESOLVED that the City Council of the City of Brentwood authorizes the City Manager to execute a change order to the Purchase Order 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 12th day of June 2007 by the following vote:


EXHIBIT “A”
OPEN PURCHASE ORDERS
FY 2006/07

Vendor Name Material Purchased
or Services Provided Amount Approved by Council Updated
Not-to-Exceed Amount
Altamont Landfill Bio-solids Disposal $120,000 $155,000


Vendor Name Material Purchased
or Services Provided Amount Spent to Date Updated
Not-to-Exceed Amount
Les Schwab Tire Center Tires/Service for Fleet $49,354.45 $55,000

 

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