The 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 October 25, 2018, PO #219086, in the amount of $25,347.31, was issued to Budget Rent a Car of Norwalk for one used 2018 Nissan Frontier pickup truck for use by the Brea PD detectives. The negotiated price was $6,447.82 lower than the budgeted amount.
The unit being replaced, #1325, has not been auctioned as of this report date.
- On October 25, 2018, PO #219085, in the amount of $41,945.09, was issued to Downtown Ford Sales, based on the State Contract No. 1-18-23-20A, for the purchase of one new 2019 Ford F150 pickup truck for use by the Public Works Department Water Division. The total purchase price was $6,945.09 higher than the budgeted amount. The higher costs was due to the need of a custom-designed toolbox to accommodate tools and materials and a safety bulkhead to protect the cab.
The unit being replaced, #27004, was auctioned on April 25, 2019 for $11,355.00.
Year-End Totals.
- Equipment Changes. Two units were not purchased during FY 18/19 and are being moved to FY 19/20: Unit #20034 a Parking Control Pickup Truck in the budgeted amount of $30,000 and Unit #27003 a ¾-ton Pickup Truck for Water in the budgeted amount of $30,000. The purchase on the Parking Control Pickup Truck was delayed due to changes in the sweeping program. The Pickup Truck for the Water Division was delayed due to safety concerns for the mounting of the valve-turning machine on the vehicle. To address these concerns, a utility bed would be need instead of a pickup bed, which would be significantly higher than the original budget amount. These units are planned to be purchased in FY 19/20. Please see the reflected changes on the attached Purchasing Activity Report for Equipment.
- FY 18/19 Equipment Totals. The original budgeted amount for vehicles and equipment (greater than $25,000) was $507,000.00, the spent amount was $425,858.78, which left a remainder of $81,141.22. Since two units were moved to FY 19/20, which totaled $60,000.00, a net savings of $21,141.22 was realized. Please see the Totals on the attached Purchasing Activity Report for Equipment.
- FY 18/19 Surplus Sales. Sales totaled $93,586.63. The proceeds were deposited to the General Fund or to the appropriate enterprise fund.
Other noteworthy reporting items.
- Nothing to report for this period.
Software Renewals (authorized July 17, 2018).
For software renewals included in the Fiscal Year 2018-19 Budget, the Purchasing Agent issued Purchase Orders:
- On November 19, 2018, PO #219105, in the amount of $48,241.24, was issued to Superion for the FinancePlus Support and Maintenance Services for the City’s financial system.
- On February 25, 2019, PO #219150, in the amount of $78,422.42, was issued to Motorola Solutions (previously known as Spillman Technologies) for the CAD/RMS software for the police dispatch and record management system.
- Four quarterly payments in the amount of $23,561.00 each for a total of $94,244.00 were made to County of Orange for the 800MHz public safety radio backbone system on July 24, 2018, October, 22, 2018, February 7, 2019, and May 28, 2019.
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:
- Nothing to report for this period.
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