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CITY COUNCIL AGENDA ITEM NO. 15

Meeting Date: January 8, 2008

Subject/Title: Adopt a Resolution approving and authorizing the City Manager to execute Purchase Orders, Change Orders and/or Agreements with specified vendors, after approval as to form by the City Attorney, for the updated not-to-exceed dollar amounts listed on the attached Exhibit “A”

Prepared by: Jim Malberg, Assistant Director of Finance and Information Systems

Submitted by: Pamela Ehler, Director of Finance and Information Systems

RECOMMENDATION
Adopt a Resolution approving and authorizing the City Manager to execute Purchase Orders, Change Orders and/or Agreements with specified vendors, after approval as to form by the City Attorney, for the updated not-to-exceed dollar amounts listed on the attached Exhibit “A”

PREVIOUS ACTION
On February 24, 2004, by Resolution No. 2004-40, City Council approved revisions to the Purchasing Policy.

On June 26, 2007, by Resolution No. 2007-150, City Council approved and adopted the 2007/08-2008/09 Operating Budget.

On July 24, 2007, by Resolutions No. 2007-155, 2007-166, 2007-167, and 2007-170, City Council approved a list of vendors that staff estimated would exceed the $50,000 limit during the 2007/08 fiscal year.

BACKGROUND
As part of the annual budget adoption, City staff includes budgeted amounts for maintenance/service of public facilities and infrastructure. The first part of the attached list of vendors was, in part, brought before Council on July 24, 2007 with an estimated not-to-exceed amount shown under the column titled “Amount Approved by Council”. These amounts are expected to be exceeded this fiscal year; therefore, staff is requesting approval for the updated not-to-exceed amounts noted in the column title “Updated Amount Not-to-Exceed”.

In the second part of the attached list of vendors, staff is requesting approval for the not-to-exceed amounts for the balance of the 2007/08 fiscal year.

The list includes costs related to theft of copper wire from City Park facilities. Also included are costs associated with computer software consulting services, software and support, office supplies and furniture, fuel for City vehicles, and temporary employment services.

Attached to this staff report is the Bid Tabulation Sheet for electrical supplies. All other vendors on the list are either providing professional services or the City is using cooperative agreements through other public agencies. Agreements, Amendments and/or change orders are not attached to this request. Prior to the City Manager executing the agreements and/or change orders, review and approval as to form by the City Attorney will be required.

In order to comply with the Purchasing Policy, which states that purchases or services over $50,000 must be approved by City Council, we gathered this list of vendors and the not-to-exceed dollar amounts to streamline the process. Approval of this list does not increase budget expenditures. Purchase orders can only be requested when there are sufficient funds budgeted to pay for the purchase.

FISCAL IMPACT
This action does not amend the budget. The purchases for these goods or services are included in the adopted 2007/08 Operating Budget.

Attachment:
Resolution
Exhibit “A”
Bid Tabulation Sheet

RESOLUTION NO.

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BRENTWOOD APPROVING AND AUTHORIZING THE CITY MANAGER TO EXECUTE PURCHASE ORDERS, CHANGE ORDERS AND/OR AGREEMENTS, AFTER APPROVAL AS TO FORM BY THE CITY ATTORNEY, WITH VENDORS FOR THE NOT-TO-EXCEED DOLLAR AMOUNTS DETAILED ON THE ATTACHED EXHIBIT “A”

WHEREAS, on February 24, 2004, by Resolution No. 2004-40, City Council approved revisions to the Purchasing Policy; and

WHEREAS, on June 26, 2007, by Resolution No. 2007-150, City Council approved and adopted the 2007/08-2008/09 Operating Budget; and

WHEREAS, on July 24, 2007, by Resolutions No. 2007-155, 2007-166, 2007-167, and 2007-170, City Council approved a list of vendors that staff estimated would exceed the $50,000 limit during the 2007/08 fiscal year; and

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

WHEREAS, Exhibit “A” to this Resolution includes costs related to theft of copper wire from City park facilities. Also included are costs associated with computer software consulting services, software and support, office supplies and furniture, fuel for City vehicles, and temporary employment services; and

WHEREAS, prior to the City Manager executing any agreements, purchase orders, or change orders pursuant to this Resolution, review and approval as to form by the City Attorney will be required; and

WHEREAS, the purchases for goods or services are included in the 2007/08 Budget and this Resolution does not amend the budget.

NOW, THEREFORE BE IT RESOLVED that the City Council of the City of Brentwood approves, and authorizes the City Manager to execute purchase orders, change orders and/or agreements, after approval as to form by the City Attorney, with vendors for the not-to-exceed dollar amounts detailed on the attached Exhibit “A” which is incorporated herein by this reference.

PASSED, APPROVED AND ADOPTED by the City Council of the City of Brentwood at a regular meeting held on the 8th day of January, 2008 by the following vote:

EXHIBIT “A”

Request an Increase in the Amount of the Open Purchase Orders
Vendor/Contractor Name Material Purchased or Services Performed Amount Approved by Council Updated Amount Not to Exceed Agreement / Bid
DATA 911 Police Computer/Software/Support $95,000 $145,000 Professional Services Agreement
Office Depot Miscellaneous office supplies and furniture $120,000 $150,000 Cooperative Agreement
Chevron Corporation Fuel for Citywide fleet vehicles $275,000 $340,000 N/A
Toshiba MBA of CA Citywide copier rental and maintenance $60,000 $75,000 Cooperative Agreement
Office Tech Temporary Employment Services $400,000 $520,000 Professional Services Agreement

Request New Open Purchase Orders
Vendor/Contractor Name Material Purchased or Services Performed Amount Not to Exceed Agreement / Bid
Client First Software Consulting Services $60,000 Professional Services Agreement
Consolidated Electric Street light poles and electrical supplies $125,000 Bid Sheet Attached
 
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