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 01-14-20, PO #220148 was issued in the amount of $28,671.39 to
Budget Rent a Car of Norwalk for one used 2019 Volkswagen Tiguan.
This unit will be used by the Police Department Crime Unit.
The purchase price was $1,382.61 lower than the budgeted amount.
When the new unit is put into service, the current unit #1325 will be auctioned.
- On 02-24-20, PO #220191 was issued in the amount of $26,534.71 to
Downtown Ford Sales of Sacramento for one 2020 Ford F150 Reg Cab.
This unit will be used by the Public Works Building Division.
The purchase price was $6,965.29 lower than the budgeted amount.
When the new unit is put into service, the current unit #27001 will be auctioned.
- On 02-26-20, PO #220194 was issued in the amount of $26,871.96 to
Downtown Ford Sales of Sacramento for one 2020 Ford Fusion.
This unit will be used by the Community Development Administration.
The purchase price was $3,128.04 lower than the budgeted amount.
When the new unit is put into service, the current unit #28028 will be auctioned.
- On 02-27-20, PO #220199 was issued in the amount of $109,613.96 to
Downtown Ford Sales of Sacramento for three 2020 Ford Police Interceptors.
These units will be used by the Police Department Traffic Division.
The purchase price was $1,386.04 lower than the budgeted amount.
When the new units are put into service, the current units will be auctioned.
- On 02-27-20, PO #220200 was issued in the amount of $26,490.53 to
Downtown Ford Sales of Sacramento for one 2020 Ford F150 Reg Cab.
This unit will be used by the Public Works Parks Division.
The purchase price was $7,009.47 lower than the budgeted amount.
When the new unit is put into service, the current unit #1006 will be auctioned.
- On 03-10-20, PO #220213 was issued in the amount of $61,094.51 to
National Auto Fleet Group of Watsonville for two 2020 Dodge Durangos.
These units will be used by the Fire Department. The purchase price was
$3,905.49 lower than the budgeted amount. When the new units are put into
service, the current units #27013 and #1013 will be auctioned.
- This concludes the vehicles and equipment purchases for FY 19/20.
Year-to-Date Totals
FY 19/20 Equipment
- The FY 2019-20 equipment purchases, including the above purchases, totaled $427,495.82, which was $30,004.18 lower than $457,500.00 budgeted for those items. These numbers exclude one unit that was not purchased during FY 2019-20.
- Many of the purchased units had much longer delivery times than usual, largely due to many manufacturers deciding to partially or completely shutdown their manufacturing operations due to COVID-19.
FY 2019-20 Surplus Sales
- The year-to-date surplus sales net proceeds are $41,290.00.
- Since there were significant delays in vehicle deliveries, less vehicles were being retired, which made less vehicles available for auction. Also, auction prices for used vehicles had dropped due to the impact of COVID-19. New car sales were down about 47% in April and another 30% in May. With the reopening of the economy and buyers seeking lower-priced alternatives to buying new cars, sales of used cars are rising and inventories are dropping, which now makes auctions more appealing. Purchasing will be sending more vehicles out to auction over the next few months with the hopes of achieving fair market values relative to the estimated blue book values.
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 02-28-20, PO #220202 was issued in the amount of $81,406.03 to Motorola Solutions CAD/RMS software for the police dispatch and record management 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 01-23-20, PO #220901 with Cylance Consulting was increased by $15,300.00 from $30,600.00 to $45,900.00 for additional work and final reporting requirements. The original PO was issued on November 19, 2019 to Cylance to help contain and isolate a ransomware incident and provide forensic analysis to determine the source of the outbreak. 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.
- On 06-25-20, PO #220244 with CCS Facility Services was increased by $3,820.00 from $25,000.00 to $28,820.00 for additional services. The original PO was issued on 04-22-20 to sanitize the Police, Fire, and Public Works' vehicles during the peak of the COVID-19 outbreak. This was considered emergency services, since time was of the essence in helping to protect City’s employees and helping to prevent further spread of the virus.
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