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Consent

Brentwood City Commission Agenda

Meeting Date:	06/22/2020
Resolution 2020-57 - Amending the FY 2020 Annual Procurement List for Materials and Services from Vendors in Amounts Equal to or Exceeding $10,000
Submitted by:	Karen Harper, Finance
Department:	Finance

Information

Subject

Resolution 2020-57 - Amending the FY 2020 Annual Procurement List for Materials and Services from Vendors in Amounts Equal to or Exceeding $10,000.

Background

Prior to the end of the 2020 fiscal year, staff has reviewed the FY 2020 Annual Procurement of Materials and Services from Vendors in Amounts Equal to or Exceeding $10,000, also known as the "Over $10,000 List". The list has been updated to reflect actual, rather than estimated, purchases made from vendors over the course of the fiscal year. The City uses the Over $10,000 List to expedite procurement of products and services that have been approved in the annual budget and typically fall in one of the following categories:

Sole source service providers;
Vendors on the approved state contract list;
Materials/services that have been bid out or for which cost quotes are received on a periodic basis;
Continuing service for software, equipment or other items that were approved by the Board of Commissioners in a prior year;
Professional service vendors (engineers, surveyors, etc.);
Lower cost supplies and materials that will be routinely purchased or secured throughout the year, often by multiple departments, but are expected to cumulatively exceed $10,000 in cost by the end of the fiscal year.

Approval of the annual list essentially authorizes in advance the purchase of basic products and services that are routine in nature and essential to the daily operations of the City. This approach enables City departments to operate in the most efficient manner possible during the year by being able to procure materials and services quickly with reduced paperwork burden. It also eliminates the need for having a costly internal purchasing department and avoids processing delays associated with most centralized purchasing systems.

All expenditures from vendors on the list were within limits established by the annual budget for each department or fund, thus no budget amendment is required. However, the Over $10,000 List adopted by the Board requires amendment for any actual purchases from specific vendors where actual costs for materials and services exceeded estimates provided in the beginning of the fiscal year for that vendor.

For FY 2020, there were two vendors for which actual expenditures exceeded the original estimate.

Caliber Collision, where expenditures for repairs and maintenance to Police Department vehicles exceeded original estimate by $14,500.
G&W Diesel/EVS (Emergency Vehicle Specialist), where expenditures for miscellaneous Fire and Rescue tools and equipment exceeded original estimate by $17,000.

Cintas and Republic Services are nearing the original estimated amount and will likely exceed the amount by the end of the fiscal year. Also, several vendors had purchases that typically would not have been included on the list; however, the FY 2020 expenditures for these vendors exceeded initial projections.

A complete list of the applicable vendors needing to be amended is attached with explanations provided. Questions may be directed to Finance Director.

Staff Recommendation

Staff recommends approval of the resolution amending the 2020 Annual Procurement of Materials and Services from Vendors in Amounts Equal to or Exceeding $10,000.

Previous Commission Action

The City Commission approved the FY 2020 Over $10,000 List on June 25, 2019 via Resolution 2019-61.

Fiscal Impact

Amount :	N/A
Source of Funds:
Account Number:

Fiscal Impact:

All purchases made from vendors on the Over $10,000 List were within originally approved appropriations for the various departments and funds.

Attachments
Resolution 2020-57
Attachment A
Signed Resolution