The Brea City Council has requested updates on purchasing activity under special City Council authorization for purchases of vehicles and equipment, software renewals, and the City Manager’s authority under the Purchasing Ordinance. The following items are grouped as aforementioned showing the authorizing document and date, a brief narrative of the particular purchases for which the Purchasing Agent issued Purchase Orders in excess of $25,000.
Vehicle and Equipment Purchases (authorized August 20, 2019).
For equipment included in the Annual Vehicles and Equipment Purchase Plan for Fiscal Year 2019-20, the Purchasing Agent issued the following Purchase Orders:
- On 11-08-19, PO #220117 was issued for $30,663.68 to Budget Rent a Car of Norwalk for one used 2018 Volkswagen Atlas SE Sport Utility Vehicle for use by the Police Department PD detectives. The final price was about $4,250.50 plus tax lower than other comparably-equipped dealer prices and $663.68 above the budgeted amount. The current Kelly Blue Book value for unit #1325 is $8,757.50 and it will be auctioned after the new unit has been placed into service.
- On 11-08-19, PO #220118 was issued for $29,036.66 to Budget Rent a Car of Norwalk for one used 2019 Chevrolet Colorado Crew Cab LT Pickup Truck for use by the Police Department PD detectives. The final price was about $1,106.00 plus tax lower than other comparably-equipped dealer prices and $963.34 less than the budgeted amount. Since this unit is an addition to the fleet there is existing unit to be auctioned.
- On 12-20-19, PO #220131 was issued for $28,617.51 to Budget Rent a Car of Norwalk for one used Chrysler Pacifica Touring mini-van for use by the Police Department PD detectives. The final price was about $7,010.00 plus tax lower than other comparably-equipped dealer prices and $1,382.49 less than the budgeted amount. The current Kelly Blue Book value for unit #1415 is $5,224.50 and it will be auctioned after the new unit has been placed into service.
Year-to-Date Totals
FY 19/20 Equipment
- The year-to-date equipment purchases are $148,218.76, which is a $6,599.09 savings over those same budgeted items.
FY 19/20 Surplus Sales
- The year-to-date surplus sales net proceeds are $41,290.00. One notable sale for this quarter was the 1997 E-One Custom Fire Pumper for $28,600.00.
Software Renewals (authorized August 20, 2019)
For software renewals included in the Fiscal Year 2019-20 Budget, the Purchasing Agent issued the following Purchase Order:
- On 11-01-19 the second of four quarterly payments for $26,354.00 was made to County of Orange for the 800MHz public safety radio backbone system.
City Manager’s Authorization (BMC ss3.24.210)
For urgent items or work included in the Fiscal Year 2019-20 Budget, the Purchasing Agent issued Purchase Orders:
- On 11-14-19, PO #220125 was issued in the amount of $32,425.80 to CDCE Inc. for Panasonic Computers, which will allow the Brea Police to issue citations, and collect and process data electronically. Purchasing issued Request for Bids #2019092702 for this equipment. While 1529 firms were notified of this bid opportunity and 54 firms accessed the online bid documents, only two bids were received. One bid was from Howard Industries’ for $39,609.49 and the other bid was from CDCE, Inc. for $32,425.80. CDCE’s low bid was recommended for award, accordingly. To ensure these items could be delivered by the December 31, 2019 State of California Office of Traffic Safety grant deadline, the order needed to be expedited. This purchase was funded solely by the grant and was within the grant line item projected expenditure amount.
- On 11-19-19, PO #220901 was issued for $30,600 to Cylance Consulting - On November 19, 2019, the Information Technology (IT) Division contacted the City’s endpoint security software vendor, Cylance, and requested emergency support from their Incident Response Team to help contain and isolate a ransomware incident and provide forensic analysis to determine the source of the outbreak. Since Brea utilizes the Cylance anti-virus software, they had the prerequisite knowledge to assist with the response and recovery. Cylance is also on the preferred vendor list with our cyber insurance provider AXA XL. This was considered emergency work, since time was of the essence in restoring the City’s critical systems and preventing any further spread of the ransomware. Therefore, we did not obtain any additional quotations or bids for these services. A Scope of Work agreement was signed by the City Manager and a PO to Cylance Consulting was issued accordingly. The finalized price included a 15% insurance discount based on being a preferred vendor with the insurance provider.
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