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Current Council Agenda and Past Meeting Information

CITY COUNCIL AGENDA ITEM NO. 12



Meeting Date: June 24, 2008

Subject/Title: Adopt a Resolution approving and authorizing the City Manager or City Attorney as appropriate to execute the City’s Purchase Orders, Change Orders and/or Agreements, after approval as to form by the City Attorney, with specified vendors

Prepared by: Marna Huber, Management Analyst

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


RECOMMENDATION
Adopt a Resolution approving and authorizing the City Manager or City Attorney as appropriate to execute the City’s Purchase Orders, Change Orders and/or Agreements, after approval as to form by the City Attorney, with specified vendors for the not-to-exceed dollar amounts detailed 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.

BACKGROUND
As part of the annual budget adoption, City staff includes budgeted amounts for ongoing services and supplies. The Purchasing Policy, Section 6.10.1, requires that the use of vendors for recurring services over $50,000 be approved by City Council before the beginning of each fiscal year. In order to comply with the Purchasing Policy and to streamline the process for on-going purchases of goods and/or services, staff prepared a list of vendors and not-to-exceed amounts. As required by section 6.3.2.2 of the Purchasing Policy, where applicable, staff has included bid tabulation sheets identifying three (3) solicited quotes.

Staff continues to compare and evaluate costs associated with ongoing purchases. As part of this process, analyses have been completed regarding “on-site” fueling. These analyses have continued to show an annual saving of approximately $30,000 with an estimated cost recovery of nine years. “On-site” fueling will again be evaluated at the time of construction of the new Solid Waste Transfer Station.

Attached to the staff report is Exhibit “A” which includes a detailed listing of vendors providing service to the City along with the estimated not-to-exceed amount to be expended for the 2008/09 fiscal year. Some of the vendors are utilized Citywide for various needs such as fuel, advertising and office supplies, while others are utilized by a few departments and/or a single department. Agreements, Amendments and/or Purchase Orders are not attached to this report. Prior to the City Manager or City Attorney executing the agreements and/or Purchase order, review and approval as to form by the City Attorney is required for all agreements.

FISCAL IMPACT
This action does not amend the budget. Purchase of goods and/or service is included within the 2008/09 Operating Budget.

Attachment:
Resolution
Exhibit A
Bid Tabulation Sheets


RESOLUTION NO.


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


WHEREAS, as part of the annual budget adoption, City staff includes budgeted amounts for ongoing services and supplies; and

WHEREAS, as part of the requirements of the Purchasing Policy, staff brings forward purchases or services over $50,000 for each fiscal year for approval by City Council; and

WHEREAS, staff has attached Bid Tabulation Sheets, where applicable, to identify bids received for goods and/or service for the coming fiscal year; and

WHEREAS, an additional requirement of the Purchasing Policy is for staff to provide prior to the beginning of the next fiscal year, a listing of vendors and not-to-exceed amounts to be expended for the coming fiscal year; and

WHEREAS, each department compiled a list of vendors as well as provided estimates of use to be included within the 2008/09 fiscal year’s report.

NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Brentwood approves and authorizes the City Manager or City Attorney as appropriate, to execute agreements, purchase orders and or change orders 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 on the 24th day of June 2008 by the following vote:


Exhibit “A”


Vendor

Material and/or Service Provided Amount
Not-To-Exceed for 2008/09
Agreement and/or
Bid

Adamson Police Products
Police Weapons, Ammo & Supplies
65,000 Regional Supplier Sole Source
Altamont Landfill & Resource Recovery Facility
Bio Solids Disposal
231,123
Bid
Antioch Building Materials Asphalt 67,000 Bid
BSM Facility Services Group Janitorial Service 118,712 Agreement
Bill Brandt Ford Fleet Repair and Maintenance 91,000 Agreement
Basic Chemical Solution Sodium Bisulfite for WWTP 55,000 Bid
CCC Library Additional Hours 132,000 Sole Source
CCC Office of Revenue Animal Control 230,000 Agreement

CCC Public Works Dept. Stormwater Utility Administration (Joint Municipal NPDES Program)
155,000
Agreement
CCC Official, Inc. Sports Officials 60,000 Agreement
CCC Auditor Controller Booking Fees 140,039 Sole Source
CCC District Attorney Community Based Prosecutor 126,968 Agreement
CCC Office of the Sheriff Forensic Services & Cal ID 150,000 Sole Source
CCC General Services Signal Light Maintenance 125,000 Agreement
CDW Government Inc. Computer Parts, software and supplies 150,000 Bid
Cagwin & Dorward Landscape Maintenance 661,298 Agreement
Chevron Corporation Fuel – City Wide Fleet 625,000 N/A
City of Antioch Dispatch Services 677,515 Agreement
Central Concrete Supply Company Inc. Ready-mix Concrete for Street and Sidewalk Repair
58,000
Bid
Compucom Systems, Inc. Software 75,000 Bid
Consolidated Electrical Distributors, Inc.
Electric Supplies - Parks
40,000
Bid
Consolidated Electrical Distributors, Inc.
Electric Supplies & Repair – PW Ops.
71,500
Bid
CPS Shannon Executive Search
Recruitment
75,000
Agreement
Dependable Janitorial Service & Supply Co.
Janitorial Service
228,911
Agreement
Data 911 Computer/Software/Support 95,000 Agreement

Delta Diablo Sanitation District Off-site Household Hazardous Waste Processing
95,000
Agreement
Emergency Vehicle Solutions Police Vehicle Build-Up and Supplies 70,000 Agreement
Francisco & Associates, Inc. Light and Landscape District Formation 103,562 Agreement
Francisco & Associates, Inc. Assessment Engineering Services 220,000 Agreement
Futures Explored, Inc. Landscape Maintenance 94,685 Agreement

FGL Environmental
Laboratory Services - Wastewater
55,000 Bid / Agreement
Golden Gate Petroleum Diesel Fuel – City Wide Fleet 125,000 N/A

Golden State Flow Measurement
Water Meters, Registers and Equipment
65,000 Regional Supplier Sole Source


Vendor

Material and/or Service Provided Amount
Not-To-Exceed for 2008/09
Agreement and/or
Bid
Insight Public Sector Computer Parts, software and supplies 75,000 Bid
Jarvis, Fay & Doporto LLP Litigation Support Services 150,000 Agreement

Keller Canyon Landfill On-site Pick-up and Processing of Solid Waste
1,575,000
Agreement
Liebert Cassidy Whitmore Personnel Legal Services 100,000 Agreement
Layne Christensen Company Well and Pump Stations parts and service 85,000 Bid
Les Schwab Tire Center Commercial Tire Service 65,000 Bid
McDonough Holland & Allen Litigation Support Services 75,000 Agreement
McDonough Holland & Allen General Legal Services 75,000 Agreement
McDonough Holland & Allen Housing General Legal 65,000 Agreement
MCE Corporation Landscape Maintenance 1,382,950 Agreement

Office Depot
Office Supplies, furniture, equip.
150,000 Cooperative Agreement

Office Tech
Temporary Services
337,000 Bid / Agreement
Olin Corporation Sodium Hypochlorite 88,100 Bid
PFM Asset Management LLC Investment Advisory Services 175,000 Agreement
Robertson Bryan, Inc. Consulting Services for NPDES projects 97,915 Agreement

R&B Company Parts for Water Distribution Systems, collections
135,000
Bid
Sungard Bi-Tech, Inc. Additional Software Modules 140,000 Agreement

Schaefer Systems International
Cart Purchases, Repairs and Deliveries
150,000 Bid / Agreement

Sensus Technologies, Inc.
Purchase of Water Meters and equipment
85,000 Regional Supplier Sole Source

Telstar Instruments, Inc. Emergency Parts and Repair of Water and Wastewater Instrumentation
57,000
Agreement

Toshiba Business - MBA
Copier Lease and Maintenance
60,000 Cooperative Agreement
Willow Data Systems Computer and Related Equipment 150,000 Bid
West Coast Arborists, Inc. Landscape Maintenance 148,794 Agreement

Xerox Corporation
Copier Lease and Maintenance
75,000 Cooperative Agreement



 
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