The City Council of the City of Brea has requested updates on purchasing activity under special City Council authorization for purchases of vehicles, software renewals, and the City Manager’s authority under the Purchasing Ordinance. The following items are grouped as aforementioned, show the authorizing document and date, provide a narrative of the particular purchases, and the Purchasing Agent issued Purchase Orders accordingly.
Vehicle Purchases (authorized July 11, 2017)
For vehicles included in the Annual Vehicles and Equipment Purchase Plan for Fiscal Year 2017-2018, the Purchasing Agent issued Purchase Orders:
- On 09-15-17, PO #218109 for $119,758.16 to National Auto Fleet Group (NAF) for four (4) 2018 Ford Police Interceptor Utility Vehicles for use by the Brea PD. The cooperative agreement price was lower than the price from State of California Contract # 1-16-23-10A with Downtown Ford Sales. The total purchase price was about $20,259 less than the budgeted amount.
- On 11-22-17, PO #218162 for $27,779.01 to Budget Rent a Car of Norwalk for one used 2017 Chevrolet Traverse LT Sport Utility Vehicle for use by the Brea PD detectives. The negotiated price was about $3,324 lower than the original dealer price and about $1,221 less than the budgeted amount.
- On 12-06-17, PO #218165 for $27,998.82 to Budget Rent a Car of Norwalk for one used 2016 Ram Quad Cab Pick Up Truck for use by the Brea PD detectives. The negotiated price was about $1,420 lower than the original dealer price and about $1,001 less than the budgeted amount.
Upcoming Purchase of a Fire Department Pumper. Staff completed the specifications and obtained pricing based on a national cooperative agreement for the purchase or lease for a new ArrowXT Triple Combination Pumper. The initial cost of the fully-configured unit with taxes is $687,133.49, which is $87,133.49 or about 14.5% higher than the original budget estimate. With a possible pre-pay option, where Brea would pay a large portion in advance, obtain a security performance bond to guarantee the completion and delivery of the unit, staff estimates approximately $16,000 savings. Staff determined the most desirable lease period was for five years. The anticipated service life of these units is 15 years with 5 years in reserve. A five-year lease will help to smooth-out the spike in the equipment costs, but will create a debt and additional finance costs estimated to be $60,000. To take advantage of the current price, City would need to place its order by January 26, 2018; however, the lease quotes are valid for only 14 calendar days, then subject to change. Staff expects to have more definitive information available at the Finance Committee meeting, which at the time this report had not yet been finalized.
Software Renewals (authorized August 15, 2017)
For software renewals included in the Fiscal Year 2017-2018, the Purchasing Agent issued Purchase Orders:
- On 07-06-17, PO #218010 for $47,377.21 to Superion for the FinancePlus Support and Maintenance Services for the City’s financial system.
- On 07-05-17, PO #218008 for $39,405.00 to ROI Networks for Avaya Telephone System Support and Maintenance Services for the City’s telephone equipment. Competitive quotations were sought and ROI Networks was the lowest qualified quote.
City Manager’s Authorization (BMC ss3.24.210)
For urgent items or work included in the Fiscal Year 2017-2018, the Purchasing Agent issued Purchase Orders:
- On 12-07-17, PO #218170 for $46,070.75 to have Sancon Engineering reline/repair an 8" sewer mainline leak on Valencia Hwy. While this was not an emergency, an urgent response and repair was needed. The Public Works Director authorized a work order in April 2017. Even though this was not competitively bid, Sancon Engineering honored the prior contractor's pricing. The City Manager ratified this work and approved payment.
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