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CITY COUNCIL AGENDA ITEM NO. 5

Meeting Date: May 27, 2008

Subject/Title: Adopt a Resolution approving and authorizing the City Manager or her designee to execute an amendment to the Professional Services Agreement and other related documents with Lone Tree Trucking for a total agreement amount not to exceed $164,900 ($72,000 for fiscal year 2007/08 and $92,900 for fiscal year 2008/09).

Prepared by: Kris Vickers, Wastewater Operations Manager
Chris Ehlers, Deputy Director of Public Works

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

RECOMMENDATION
Adopt a Resolution approving and authorizing the City Manager or her designee to execute an amendment to the Professional Services Agreement and other related documents with Lone Tree Trucking for a total agreement amount not to exceed $164,900 ($72,000 for fiscal year 2007/08 and $92,900 for fiscal year 2008/09).

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

On June 26, 2007, by Resolution No. 2007-150, City Council adopted the 2007/08 – 2008/09 Operating Budget for the City of Brentwood.

On July 24, 2007, by Resolution No. 2007-155, City Council approved a list of vendors that staff estimated would go over the $50,000 limit during the 2007/08 fiscal year which included Lone Tree Trucking.

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.

On July 24, 2007, City Council approved a list of vendors that staff estimated would go over the $50,000 limit during the 2007/08 fiscal year which included Lone Tree Trucking for bio-solids hauling. The current agreement with Lone Tree Trucking is for a total not to exceed amount of $136,000 ($65,000 for fiscal year 2007/08 and $71,000 for fiscal year 2008/09). Lone Tree Trucking is now projected to exceed the approved $65,000 in fiscal year 2007/08 due to an increase in bio-solids production thus, resulting in increased bio-solids hauling costs. In fiscal year 2006/07, 7,771 tons of bio-solids were hauled from the City of Brentwood Wastewater Treatment Plant. Staff is projecting a total of 8,175 tons of bio-solids to be hauled for fiscal year 2007/08 for an increase of 404 tons or approximately 5%. Brentwood’s population has now exceeded 50,000 residents. This increase in population has led to the increase in the amount of wastewater treated at the treatment plant which, in turn, creates additional bio-solids.

Staff is now requesting an increase to the agreement of $7,000 from $65,000 to $72,000 for fiscal year 2007/08 and an increase of $21,900 from $71,000 to $92,900 for fiscal year 2008/09 for a total agreement amount not to exceed $164,900.

This purchase is in compliance with Purchasing Policy 10-7 and has been budgeted in the Wastewater Enterprise 2007/08 – 2008/09 Operating Budget.

FISCAL IMPACT
The total amount of $164,900 for these services is budgeted in the Wastewater section of the adopted Operating Budget; $72,000 for fiscal year 2007/08 and $92,900 for fiscal year 2008/09. This action does not amend the Council adopted 2007/08 or the 2008/09 Operating Budget.

Attachment:
• Resolution
• Agreement Amendment

RESOLUTION NO. _____

ADOPT A RESOLUTION APPROVING AND AUTHORIZING THE CITY MANAGER OR HER DESIGNEE TO EXECUTE AN AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT AND OTHER RELATED DOCUMENTS WITH LONE TREE TRUCKING FOR A TOTAL AGREEMENT AMOUNT NOT TO EXCEED $164,900 ($72,000 FOR FISCAL YEAR 2007/08 AND $92,900 FOR FISCAL YEAR 2008/09).

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

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

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

WHEREAS, on July 24, 2007, by Resolution No. 2007-155, City Council approved a list of vendors that staff estimated would go over the $50,000 limit during the 2007/08 fiscal year, which included Lone Tree Trucking; and

WHEREAS, Brentwood’s population has now exceeded 50,000 residents and this increase in population has led to an increase in the amount of wastewater treated at the treatment plant which, in turn, creates additional bio-solids; thus, resulting in increased bio-solids hauling costs; and

WHEREAS, in fiscal year 2006/07, 7,771 tons of bio-solids were hauled from the City of Brentwood Wastewater Treatment Plant and staff is projecting a total of 8,175 tons of bio-solids to be hauled for fiscal year 2007/08 for an increase of 404 tons or approximately 5%; and

WHEREAS, the current agreement with Lone Tree Trucking is for a total not to exceed amount of $136,000; $65,000 for fiscal year 2007/08 and $71,000 for fiscal year 2008/09; and

WHEREAS, Lone Tree Trucking is projected to exceed the agreement amounts in fiscal years 2007/08 and 2008/09; and

WHEREAS, staff budgeted $72,000 in the Wastewater Enterprise 2007/08 Operating Budget and $92,900 in the Wastewater Enterprise 2008/09 Operating Budget for a total of $164,900; and

WHEREAS, staff is now requesting an increase to the agreement of $7,000 from $65,000 to $72,000 for fiscal year 2007/08 and an increase of $21,900 from $71,000 to $92,900 for fiscal year 2008/09 for a total agreement amount not to exceed $164,900; and

WHEREAS, this action does not amend the Council adopted 2007/08 or 2008/09 Operating Budget; and

WHEREAS, this purchase is in compliance with Purchasing Policy 10-7.

NOW, THEREFORE BE IT RESOLVED that the City Council of the City of Brentwood does hereby approve and authorize the City Manager or her designee to execute an amendment to the Professional Services Agreement and other related documents with Lone Tree Trucking for a total agreement amount not to exceed $164,900 ($72,000 for fiscal year 2007/08 and $92,900 for fiscal year 2008/09).

PASSED, APPROVED AND ADOPTED by the City Council of the City of Brentwood at a regular meeting held on the 27th day of May 2008 by the following vote:
 
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