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 showing the authorizing document and date; a narrative of the particular purchases; and the Purchasing Agent issued Purchase Orders.
Vehicle Purchases (authorized July 11, 2017)
For vehicles included in the Annual Vehicles and Equipment Purchase Plan for Fiscal Year 2017-18, the Purchasing Agent issued Purchase Orders:
- On January 25, 2018, PO #218183, in the amount of $669,182, was issued to South Coast Fire Equipment for the purchase of one new 2018 Pierce Enforcer Fire Pumper for use by Brea Fire. This item was approved by the City Council on January 16, 2018.
- On February 2, 2018, PO #218192, in the amount of $34,847.24, was issued to National Auto Fleet Group (NAF) for one 2018 Ford F250 Utility Truck with Service Body for use by Public Works Water Division. This item was a budget carryover from Fiscal Year 2016-17. The total purchase price was about $153 lower than the budgeted amount. When the new truck is received, the current vehicle will be auctioned.
- On April 4, 2018, PO #218223, in the amount of $50,960.49, was issued to National Auto Fleet Group (NAF) for one 2018 Chevrolet Tahoe for use by the City Manager. The cooperative agreement price was $10,960.05 lower than the manufacturer's list price. The total purchase price was about $960.49 more than the budgeted amount. The City Manager's current vehicle, a 2012 GMC Yukon had about 138,000 miles on it, and the Kelly Blue Book trade-in value was between $10,000 to $12,000. When it was auctioned on June 4, 2018, it yielded $17,395 so the net cost of the new vehicle was $33,565.49, creating an overall savings of $16,434.51.
Summary: The vehicle purchase prices versus budgeted amounts resulted in a savings of about $21,674 or 7.66%. The Fire Pumper was $69,182.37 over the budgeted amount due largely to compounding inflationary factors in addition to equipment modernization costs and regulatory requirements. Overall, the rolling equipment was about $47,509 or 5.38% over the line item budgeted amounts; however, the Fiscal Year 2017-18 Budget has sufficient funding available in the Public Works Department, Equipment Maintenance Division, Expenditure Accounts for Field and Shop Equipment and Mobile Equipment (480-51-5161-4641) to cover these purchases.
Software Renewals (authorized August 15, 2017)
For software renewals included in the Fiscal Year 2017-18 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 2017-18 Budget, the Purchasing Agent issued Purchase Orders:
- No purchase orders were issued in excess of $25,000 for this reporting period.
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