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; and the Purchasing Agent issued Purchase Orders in excess of $25,000.
Vehicle and Equipment Purchases (authorized July 17, 2018)
For equipment included in the Annual Vehicles and Equipment Purchase Plan for Fiscal Year 2018-19, the Purchasing Agent issued the following Purchase Orders:
- On September 18, 2018, PO #219055, in the amount of $102,243.50, was issued to Haaker Equipment Co, based on a NJPA Contract, for the purchase of one new 2018 Nite Hawk [Parking Lot] Sweeper for use by the Public Works Department Streets Division. The total purchase price was $2,243.50 higher than the budgeted amount in part due to the $1,500 freight cost. The pre-tax, pre-freight base price was $108,260.00 and the NJPA contract price was $93,497.45, a savings of $14,762.55. When the new unit is received, the current one will be auctioned. (See item #14 on the attached report).
- On August 29, 2018, PO #219043, in the amount of $50,086.86, was issued to Downtown Ford Sales, based on the State Contract No. 1-18-23-20A, for the purchase of two new 2019 Ford F150 pickup trucks for use by the Public Works Department Water Division. The total purchase price was $1,913.14 lower than the budgeted amount. There is a $500 per vehicle early payment discount if paid within 20 days after delivery. When the new vehicles are received, the current ones will be auctioned. (See items #10 and #11 on the attached report).
- On August 29, 2018, PO #219042, in the amount of $27,045.25, was issued to Haaker Equipment Co, based the lowest of three competitive prices, for the purchase of two new Hydro Tek [Portable High-Pressure Steam Cleaner] units for use by the Public Works Department Streets Division. The total purchase price was $2,954.75 lower than the budgeted amount. Haaker's price was $1,316.71 lower than the next lowest price Geyser Equipment and $1,475.73 lower than SteamX. When the new units is received, the current ones will be auctioned. (See items #16 and #17 on the attached report).
- On August 23, 2018, PO #219040, in the amount of $29,150.01, was issued to Long Beach BMW, based on the piggybackable City of Sacramento Contract No. B17153311004, for the purchase of one new 2019 BMW Police Motorcycle for use by the Brea Police Department. The total purchase price was $1,150.01 higher than the budgeted amount. When the new unit is received, the current one will be auctioned. (See item #2 on the attached report).
- On August 23, 2018, PO #219038, in the amount of $94,441.23, was issued to Downtown Ford Sales, based on the piggybackable City of Sacramento Contract No. 2016-0531, for the purchase of three new 2019 Ford Utility Police Interceptors for use by the Brea Police Department (a different configuration than purchase below). The total purchase price was $10,558.77 lower than the budgeted amount and $530.01 less than another national cooperative agreement. There is a $575 per vehicle early payment discount if paid within 20 days after delivery.When the new vehicles are received, the current ones will be auctioned. (See items #6, 7, and 8 on the attached report).
- On August 13, 2018, PO #219027, in the amount of $59,092.60, was issued to Downtown Ford Sales, based on the piggybackable City of Sacramento Contract No. 2016-0531, for the purchase of one new 2019 Ford Utility Vehicle for use by the Brea Fire Department and one for the Police Department. The total purchase price was $7,907.40 lower than the budgeted amount and $2,174.31 less than another national cooperative agreement. When the new vehicles are received, the current ones will be auctioned. (See items #3 and #9 on the attached report).
Other noteworthy reporting items:
- On September 17, 2018, the Fire Department picked up the 1998 American LaFrance Tractor Drawn 100' Aerial Ladder Truck from the City of Vernon. The $49,999.00 purchase was City Council approved on July 17, 2018.
- On June 7, 2018, an auction of two vehicles yielded $5,007. These vehicles were not in good condition; one was salvage only. The auction was conducted through one of our contracted auctioneer companies: General Auctions. This item was not included in the prior reporting.
- The Public Works Department will purchase a top dresser, which was originally scheduled to be replaced in FY 2019-20 instead of the ball field machine scheduled to be replaced during this fiscal year FY 2018-19. The topdresser spreads a variety of materials such as sand, compost, topdressing mixes, calcined clay, infield mix, wood chips, lime, and the like. The ball field machine is an infield groomer that grooms the top surface of the infield skins before games making the field safer and more playable. The current unit is in relatively good condition and expected to last up to a couple more years beyond its ten-year life. The prices are comparable and will not have a negative impact on the budget. Therefore, the Public Works Department desires to make this change according to City Council's authorization for the Equipment Maintenance Supervisor and the Purchasing Agent to make changes in the type and quantity of the listed equipment, subject to budget appropriations and the not-to-exceed amount requested. (See items #15 on the attached report).
Software Renewals (authorized July 17, 2018)
For software renewals included in the Fiscal Year 2018-19 Budget, the Purchasing Agent issued Purchase Orders:
- No purchase orders were issued in excess of $25,000 for this reporting period.
City Manager’s Authorization (BMC ss3.24.210)
For urgent items or work included in the Fiscal Year 2018-19 Budget, the Purchasing Agent issued Purchase Orders:
- On July 9, 2018, an amendment, and corresponding PO# 219005 in the amount of $15,275, which increased the contract total to $27,375, was issued to LSA Associates to add work, specifically the Noise Barrier Survey and Report, for the State Route 57/Lamber Road Interchange Project.
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