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Brentwood City Commission Agenda

Meeting Date:	06/22/2020
Resolution 2020-58 - Authorizing the Annual Procurement of Materials and Services from Vendors in Amounts Equal to or Exceeding $10,000 during FY 2021
Submitted by:	Karen Harper, Finance
Department:	Finance

Information

Subject

Resolution 2020-58 - Authorizing the Annual Procurement of Materials and Services from Vendors in Amounts Equal to or Exceeding $10,000 during FY 2021.

Background

The staff is requesting authorization to purchase products and services during FY 2021 that are expected to cumulatively exceed $10,000 in cost of like items during the fiscal year. Attachment A provides the listing of vendors, descriptions and estimated purchases. The annual procurement of products and services are described within and typically fall within one of the following categories:

Sole source service providers (i.e. utilities, software maintenance contracts, equipment maintenance contracts, etc.);
Vendors on the approved state contract list or who have contracts under other City Commission approved cooperative purchasing agreements;
Materials/services that have been bid out or for which cost quotes are received on a periodic basis or at the time of purchase (i.e. fuel, auto parts, landscaping supplies, etc.);
Continuing service contracts 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 throughout the year, often by multiple departments, but may cumulatively exceed $10,000 in cost by the end of the fiscal year.

Approval of the attached list authorizes in advance purchases of basic products and services that in many cases are routine in nature but are 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 and without the need to schedule additional agenda items for approval by the City Commission.

Note that purchases will not be made from all vendors on this list. In many cases, there are multiple vendors listed for the same types of products (i.e. fuel, auto parts, equipment repair, firearm supplies, etc.). When purchases of these items are made, staff will normally get quotes from the different vendors on this list and purchase from the vendor that provides the lowest quote for the item being purchased. On a periodic basis, the various departments do request quotes from vendors providing the same type of materials or services to ensure that the City is receiving the best possible unit price for materials and services necessary for its operations. For fuel and other like items, it is very difficult to hold price quotes for more than a day or two due to wide fluctuations in cost in the market.

Please note that the City Commission also authorizes the purchase of additional products or services outside the scope of this list throughout the year, either by approval of a resolution authorizing a contract for services or by motion authorizing the purchase of unique materials or equipment, such as vehicles.

Please contact the Finance Director or City Treasurer if you have any questions or need additional information.

Staff Recommendation

Staff recommends approval of the accompanying resolution.

Fiscal Impact

Amount :
Source of Funds:
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Fiscal Impact:

All purchases made from the approved list of vendors will be carried out in accordance with the City's purchasing policies and based on the availability of budgeted funds in the FY 2020-2021 adopted budget.

Attachments
Resolution 2020-58
FY 2020-2021 Over $10,000 Vendor List
Signed Resolution