Print Back to Calendar Return
    6.    
Finance Committee
Meeting Date: 04/13/2021  
FROM: Bill Gallardo

Subject:
Purchasing Activity Under Special City Council Authorization for Period Ending March 31, 2021
RECOMMENDATION
Receive and file.
BACKGROUND/DISCUSSION
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, date and a brief narrative of the particular purchases for which the Purchasing Agent issued Purchase Orders in excess of $25,000.
 
FY 2020-21 Vehicle and Equipment Purchases (authorized August 18, 2020)
The Purchasing Agent issued the following purchase orders:  
  • PO #221098 was issued in the amount of $37,705.09 to
    National Auto Fleet Group for one new 2021 Ford F-250 Super Cab (4x2).
    This unit will be used by the Police Department Traffic Division.
    The purchase price was $12,294.91 lower than the budgeted amount.
    When the new unit is put into service, the current unit #25001 will be auctioned.
 
  • PO #221109 was issued in the amount of $81,978.28 to
    Downtown Ford Sales for two new 2021 Ford Police Interceptors.
    This unit will be used by the Police Department K9 and Patrol Divisions.
    The purchase price was $4,978.28 more than the budgeted amount.
    When the new units are put into service, the current units #1220 and #1528 will be auctioned.
 
  • PO #221110 was issued in the amount of $27,449.48 to
    Downtown Ford Sales for one new 2021 Ford F-150 Regular Cab (4x2).
    This unit will be used by the Public Works Department Streets Division.
    The purchase price was $1,449.48 more than the budgeted amount.
    When the new unit is put into service, the current unit #1008 will be auctioned.
  
  • PO #221128 was issued in the amount of $27,163.91 to
    National Auto Fleet Group for one new 2019 Ford F-250 Super Duty Truck.
    This unit will be used by the Police Department Detective Division.
    This purchase was not a budgeted item. It will be paid through the
    City's insurance and private insurance as it was determined the
    existing vehicle was totaled. The current unit #1903 will be scrapped.

FY 2020-21 Surplus Sales
The surplus sales year-to-date are $95,909.02. After the surplus equipment sales market improved and the number of would-be buyers increased, Purchasing proceeded with the auctions of vehicles and equipment. 

FY 2020-21 Software Renewals (authorized August 18, 2020)
The Purchasing Agent issued the following purchase orders:
  • PO #221123 was issued in the amount of $80,698.68 to Motorola Solutions, Inc. for Annual CAD/RMS Support. This software is used by the Police Department's dispatch and record management system. The price was $6,301.32 less than the anticipated amount.
 
  • PO #221112 was issued in the amount of $41,873.71 to CentralSquare Technologies for annual Financial Systems (Finance Pro) Support. This software is used primarily by the Administrative Services Department's divisions and by all other City departments. The price was $47,126.29 less than the anticipated amount.
 
  • Accounts Payable issued the third of four quarterly payments in the amount of $26,409 to County of Orange for 800 Mhz Public Safety Radio Backbone System. This system is used primarily by the Fire and Police Departments. The annualized contract cost of $105,636 will be about $11,392 more than the anticipated amount.


City Manager’s Authorization (BMC ss3.24.210)
For urgent items or work included in the Fiscal Year 2020-21 Budget, the Purchasing Agent issued purchase orders:
  • Nothing to report for this quarter.
SUMMARY/FISCAL IMPACT
The City Council adopted Fiscal Year 2020-21 Budget has sufficient funding available for these purchases.
RESPECTFULLY SUBMITTED
William Gallardo, City Manager
Prepared by: Neil Groom, Procurement and Contracts Administrator
Concurrence: Cindy Russell, Administrative Services Director

AgendaQuick©2005 - 2024 Destiny Software Inc., All Rights Reserved